IntegrationsXero

Using Xero? Take control of your project margins.

Connect ProfitTracker with Xero to track project budgets, purchase orders and forecast profitability – including committed costs that have not yet appeared in your accounts.

Try free for 14 days Request a demo

No credit card required. Keep using Xero.

Keep Xero
Daily sync
Free onboarding

Dashboard

Margin per project

Margin per project

Forecast vs target · tap to open

P-2410123.5%

P-2411216.3%

P-2412114.7%

P-2410811.3%

P-24115−11.8%

P-24124−35.8%

P-24119−40.1%

Forecast marginTarget

Costs happen before invoices arrive. Your visibility should too.

ProfitTracker combines actual costs with committed and planned costs, so you can follow forecast profit while the project is running.

Looking only at actual costs, the budget line is 114,000 under budget.Add committed and planned costs, and it ends up 20,000 over.

4120Ductwork and partson the sample project P-24112

Actual costsCosts so far

186,000

Committed costsPurchase orders sent, not billed yet

96,000

Planned costsPlanned purchases, not ordered yet

38,000

= Forecast total320,000Budget variance −20,000

The budget line as it appears in ProfitTracker, with figures from the demo project.

More project control. Same Xero.

Track project margins as work progresses

See how actual, committed and planned costs affect expected project profitability.

Stay on top of purchase commitments

Include purchase orders in your cost forecasts before supplier invoices are posted.

Reduce duplicate data entry

Reuse project and transaction information through connected workflows with Xero.

See the margins on your own projects.

Try ProfitTracker free

Integrations

Accounting systemOther systems

Xero

Customers, suppliers and products both ways, invoices out, hours in

Connected

SynchronisationSynchronise now

Fetched from Xero once a day and when you press Synchronise now.

Two connected systems. One clearer view of project finances.

In ProfitTracker

Project budgets, purchase orders, sales orders, customer invoicing, stock products, project profitability and cash flow.

In Xero

Your bookkeeping and the accounting tasks Xero is responsible for, as before.

Data is synchronised with Xero automatically once a day, and you can start a sync manually whenever you need fresh figures.

Get started in three steps

Start your free trial
14 days free, no credit card required.
Connect Xero
You connect from within ProfitTracker and pick your Xero organisation.
Get a clearer view of your projects
Set up projects and budgets, track purchasing and invoicing, and monitor forecast profitability.

Free onboarding. We help you with the connection and setup, so you can get started quickly.

Prefer a walkthrough? Request a demo.

What data is synchronised between ProfitTracker and Xero?

A summary first, then the full overview.

ProfitTracker onlyHandled in ProfitTracker

Sales orders, Purchase orders, Supplier items

ProfitTracker → XeroTransferred to Xero

Projects, Customer invoices, Credit notes

Both waysSynchronised both ways

Customers, Suppliers, Contact persons, Products, Payments

Xero → ProfitTrackerFetched from Xero

Hours

Data	Direction	Explanation
Sales orders	ProfitTracker only	Created and managed in ProfitTracker. Not sent to Xero.
Purchase orders	ProfitTracker only	Created and managed in ProfitTracker. Not sent to Xero.
Supplier items	ProfitTracker only	ProfitTracker keeps its own supplier items, because not every accounting system has an equivalent.
Projects	ProfitTracker → Xero	ProfitTracker is the source of truth. The project is also created in Xero.
Customer invoices	ProfitTracker → Xero	ProfitTracker is the source of truth. The invoice is created in ProfitTracker and transferred to Xero.
Credit notes	ProfitTracker → Xero	ProfitTracker is the source of truth. The credit note is transferred to Xero.
Customers	Both ways	Synchronised both ways. Users can create new customers in ProfitTracker. Editing and deleting in ProfitTracker requires an administrator.
Suppliers	Both ways	Synchronised both ways. Users can create new suppliers in ProfitTracker. Editing and deleting in ProfitTracker requires an administrator.
Contact persons	Both ways	Synchronised both ways.
Products	Both ways	Item number, name, unit, price and whether it is a stock item. Quantities on hand are not synchronised.
Payments	Both ways	Payments on invoices are fetched, and payments you record in ProfitTracker are sent to Xero.
Hours	Xero → ProfitTracker	Xero is the source of truth. ProfitTracker fetches the hours but does not send changes back.

“ProfitTracker only” means the object type itself is managed in ProfitTracker. Data is synchronised automatically once a day, and you can also start a sync manually.

Questions about ProfitTracker and Xero

Do I need to replace Xero?

No. Xero remains your accounting software. ProfitTracker works alongside it and handles project finances.

What does ProfitTracker add?

Project budgets, purchase orders, sales orders and customer invoicing in one workflow. You follow forecast profitability and cash flow based on actual, committed and planned costs.

How do I connect the systems?

You connect from within ProfitTracker and sign in to Xero to approve it. Onboarding is free, so we can set it up with you.

What data is synchronised?

Customers, suppliers, contact persons, products and payments sync both ways. Projects, customer invoices and credit notes are transferred to Xero, and hours are fetched from Xero. See the full overview above.

How often is data synchronised with Xero?

Automatically once a day, and whenever you press Synchronise now. What you enter in ProfitTracker shows in your project overview straight away.

Can I get help getting started?

Yes. Onboarding is free, and we will go through the connection and setup with you.

How does the free trial work?

You can try ProfitTracker free for 14 days, with no credit card required. After the trial, you decide whether you want to continue.

All integrations See all features

Know your margins before the job is finished.

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