Quick Summary
When Xero Projects stops being enough for construction teams, the wrong replacement costs more than the switch. This guide covers 10 Xero alternatives reviewed on construction job costing depth, invoice control, Xero integration, and pricing, so you can move to the right platform with confidence. Livecosts is an excellent alternative, followed by other platforms including Planyard and Workflow Max.
Where Xero Projects Stops Working
Xero Projects provides a straightforward way to track time and record expenses across projects. But the moment a contractor needs to match an invoice to a purchase order, run a live budget vs. actuals report, or catch an overcharge before payment goes out, it runs out of road fast. The gap between what Xero Projects shows and what is actually happening on-site is where the margin disappears.
LiveCosts reviewed 10 Xero alternatives so you don’t have to start from scratch. Job costing depth, invoice control, Xero integration, and pricing, all in one place.
Our top picks at a Glance: Shortlist Table
| Tools | Best For | Key Strength | Starting Price |
| LiveCosts | Contractors needing verified invoice management and real-time job costing | AI invoice extraction, 3-way PO matching, and live budget tracking in a single construction-specific platform | Custom, 14-day free trial |
| Planyard | Construction project managers managing high invoice volumes | Invoices auto-collected from AP email, OCR-scanned, and posted to the correct project budget | Starts at $52/month per project manager |
| WorkflowMax | Professional services firms wanting deep Xero connectivity | Full job lifecycle from quote to invoice with comprehensive native Xero integrations | Starts at $15/month |
Why Listen to Us?
LiveCosts has spent years inside the workflows contractors actually use, including purchase orders, supplier invoices, live job budgets, and the gap that grows when none of it connects.
As Julie Donaghey, Finance Manager at O’Neill Mechanical & Electrical Services, puts it, “The most beneficial aspect of LiveCosts is the cost and reports for each project and the live profit margins, right there on the home page, the moment you log in.”
Quick Comparison: Top 10 Xero Project Alternatives at a Glance
| Tool | Best For | Key Strength | Starting Price |
| LiveCosts | Contractors & construction teams | AI invoice extraction, PO matching, live job costing, Xero/QBO/Sage sync | Custom |
| WorkflowMax | Service-based businesses & consultants | Full job lifecycle management with deep Xero integration | Starts at $15/user/month |
| Planyard | Construction project managers | Automated invoice allocation, OCR scanning, and real-time budget tracking | Starts at $52/month/project manager |
| Scoro | Professional services & agencies | End-to-end quoting, resource management, and KPI dashboards | Starts at $19.90/user/month |
| Projectworks | Engineering, architecture, consulting firms | Revenue forecasting, resourcing, and margin tracking | Starts at $19/user/month |
| AroFlo | Trade and Field Service Businesses (AU) | End-to-end job management with real-time field and office connectivity | Starts at $73/user/month |
| Tradify | Trade contractors (electricians, plumbers) | Quoting, scheduling, and invoicing built for tradies | Starts at $47/user/month |
| Avaza | Small Professional Services Teams | Project management, time tracking, and invoicing in one affordable platform | Starts at $11.95/month |
| Zoho Projects | Budget-Conscious Teams Needing Task and Time Management | Structured task management with Gantt charts and time-based billing | Starts at $4/user/month |
| QuickBooks Online | Businesses Already in the QuickBooks Ecosystem | Built-in job costing and profitability reporting for QBO users | Starts at $19/month |
1. LiveCosts
LiveCosts is the only tool on this list built from the ground up for construction contractors. Every invoice ties directly to a purchase order, a delivery note, and a live project budget. Nothing gets approved blindly.
Overcharges get caught before payment. Costs land on the right job without manual work. And with native sync to Xero, QuickBooks, and Sage, your accounting stays accurate on both ends, without double entry.
Key Features
- AI Invoice Extraction: Auto-captures all line items from supplier invoices, eliminating manual data entry.
- PO Matching: Invoice, purchase order, and delivery note matched before approval, discrepancies flagged instantly
- Live Budget vs. Actuals: Real-time cost tracking across labour, materials, plant, and subcontractors
- Line Item Price Check: Builds a live pricing database to compare supplier rates over time
- Full Accounting Sync: Native integration with Xero, QuickBooks Online, Sage Business Cloud, and Sage 50
- Procurement Workflows: RFQs, POs, site deliveries, and approvals in one connected system
- Mobile App (iOS & Android): Site teams log time, raise POs, and confirm deliveries from the field
Pricing
Livecosts pricing is custom and based on your team size and project needs. A 14-day free trial is available with no credit card required.
Pros
- Built exclusively for construction, not adapted from a generic tool
- Setup completed in hours using imported accounting data from Xero, QuickBooks, or Sage
- Rated 4.8/5 from verified accounting marketplace reviews
- Support from people with actual construction industry experience
- 98.5% customer retention rate across contractors in the UK, Ireland, Australia, and North America
Cons
- Primarily suited to contractors already using Xero, QuickBooks, or Sage
2. WorkflowMax
WorkflowMax is built for professional services firms, including architects, engineers, and consultants, with deep Xero and QuickBooks integration covering quoting, time tracking, job costing, and progress invoicing.
Key Features
- Job management
- Purchase orders with automatic Xero/QuickBooks sync
- Job financial summary reports
- Custom invoice and quote templates
- Mobile app for time and expense capture
Pricing
WorkflowMax offers three pricing plans to suit different team sizes.
- Standard: Starts from $25/month
- Premium: Starts from $85/month
- Advanced: Custom pricing
Pros
- Among the deepest Xero integrations available, all tax rates, contacts, and financial data sync automatically
- Flexible invoicing supports multiple billing methods in one platform
Cons
- Not built specifically for construction, lacks 3-way invoice matching and AI extraction
- Less suitable for site-based teams managing physical procurement
3. Planyard
Planyard is built for construction financial management, with automated invoice allocation at its core. Invoices pulled from an AP email are OCR-scanned, matched to a project and budget item, and posted automatically with no manual input.
Key Features
- Automated invoice collection from the AP email inbox
- OCR scanning with auto-allocation to project, supplier, and budget line
- Real-time budget tracking with cash flow forecasting
- Native Xero integration for automated cost document sync
- Subcontractor payment and compliance tracking
Pricing
Planyard offers four pricing plans based on project needs and team size.
- Estimating: $52/month
- Essential: $105/month
- Professional: $158/month
- Ultimate: $210/month
Pros
- Strong AP automation specifically designed for construction invoice volumes
- Real-time budget visibility, including committed costs and forecasts
Cons
- Higher starting price than general-purpose tools
- Less depth in procurement workflows (RFQs, POs) compared to LiveCosts
4. Scoro
Scoro covers the full project lifecycle from quoting to invoicing, with native Xero integration, KPI dashboards, resource utilisation reporting, and burn-up charts for budget tracking. It is not built for construction and has no PO matching or procurement workflow.
Key Features
- Advanced quoting and budgeting with margin estimates
- Budget burn-up and breakdown charts
- Real-time Xero sync for payment and outstanding balance tracking
- Resource utilisation and workload management
- Customisable KPI dashboards and profitability reports
Pricing
Scoro offers flexible pricing plans based on team size and business needs.
- Core: $19.90/user/month
- Growth: $32.90/user/month
- Performance: $49.90/user/month
- Enterprise: Custom pricing
Pros
- Comprehensive end-to-end solution for professional services businesses
- Well-suited to multi-project service businesses tracking margin by client or service line
Cons
- Not designed for construction or field-based industries
- Can be complex to implement for smaller teams
5. Projectworks
Projectworks is designed for engineering consultancies, architectural practices, and management consulting firms that need more financial control than Xero Projects provides. Its standout capability is forward-focused forecasting across revenue, margin, and burn, which gives firms visibility.
Key Features
- Revenue, margin, and burn forecasting
- Comprehensive timesheets and expense management
- Resourcing and capacity planning
- Progress invoicing and milestone billing
- Xero and QuickBooks integration
Pricing
Projectworks offers flexible pricing plans for consulting and professional services teams.
- Build: $19/month per user
- Scale: $27/month per user
- Unleash: $45/month per user
Pros
- Forecasting capabilities are a genuine differentiator from Xero Projects
- Well-suited to professional services firms billing on time and materials
Cons
- Not suited to construction, procurement, PO, or site management
- Primarily focused on time-and-materials billing models
6. AroFlo
AroFlo is built for trade and field service businesses, covering job scheduling, quoting, purchase orders, timesheets, and invoicing in one platform. It connects field teams and the office in real time with native Xero, MYOB, and QuickBooks integration.
Key Features
- Job scheduling and dispatch with GPS tracking
- Quoting and invoicing from the field or office
- Purchase orders with direct supplier catalogue integration
- Timesheets with labour cost tracking per job
- Compliance forms and document storage
Pricing
Starts from $39/month. Contact AroFlo directly for team pricing.
Pros
- Purpose-built for trades with strong field-to-office connectivity
- GPS tracking helps schedule the nearest available technician
Cons
- Limited job costing depth for complex multi-phase construction projects
- No AI invoice extraction or 3-way PO matching
7. Tradify
Tradify is built for tradespeople managing jobs between 1 and 20 people. It covers quoting, scheduling, timesheets, and invoicing in one platform, with two-way sync to Xero and QuickBooks Online.
Key Features
- Job tracking from enquiry through to invoice
- Quoting with customisable templates and supplier price list imports
- Scheduling with Google Calendar sync and live job map
- Timesheets and job costing reports
- Progress invoicing with automated payment reminders
Pricing
Tradify offers simple pricing plans designed for trade and field service businesses.
- Lite: $47/user/month
- Pro: $51/user/month
- Plus: $61/user/month
- Custom: Price on request
Pros
- Purpose-built for trades with a clean, intuitive interface
- Two-way Xero sync keeps invoices, payments, and contacts aligned automatically
Cons
- Designed for teams of up to 20 users, less suited to larger operations
- Limited reporting depth compared to construction-specific platforms
8. Avaza
Avaza is an all-in-one work management platform for professional services teams covering project management, resource scheduling, time tracking, expense management, and invoicing, with native Xero and QuickBooks sync.
Key Features
- Project and task management with Kanban, Gantt, and list views
- Resource scheduling with a drag-and-drop calendar
- Time tracking and expense management per project
- Online invoicing with recurring billing support
- 50+ built-in reports, including project profitability
Pricing
Avaza offers flexible pricing plans for teams that need project management, time tracking, and invoicing in one platform.
- Free: $0/month
- Startup: $11.95/month
- Basic: $23.95/month
- Business: $47.95/month
Pros
- Strong value for money, comprehensive feature set at a competitive price point
- All modules sit in one platform with no separate tools needed
Cons
- Not built for construction, which means no PO matching, procurement workflows, or site-based cost tracking
- Sub-task flexibility and report export formatting have limitations per user feedback
9. Zoho Projects
Zoho Projects is a structured project management tool covering task tracking, Gantt charts, time tracking, and project-level reporting. It integrates with Xero via third-party connectors and works well for teams that need organised task management.
Key Features
- Task management with subtasks, dependencies, and custom statuses
- Gantt charts and project timeline views
- Timesheets and time tracking per task and project
- Budget and project profitability reporting
- Resource utilisation charts (Enterprise plan)
Pricing
Free plan available for up to 5 users. Premium plan starts at $4/user/month, billed annually. Enterprise plan at $9/user/month billed annually. A 15-day free trial is available.
Pros
- One of the most affordable project management tools on the market
- Integrates well within the broader Zoho ecosystem
Cons
- No native Xero integration, requires a third-party connector via Zapier or Zoho Flow
- Reporting customisation is limited on lower plans
10. QuickBooks Online
QuickBooks Online is the most widely used accounting platform in North America. Its Projects feature covers basic job costing and profitability reporting per job. For deeper procurement and invoice matching, a connected tool like LiveCosts is required.
Key Features
- Project-level income, expense, and labour cost tracking
- Real-time profitability reporting per job
- Invoicing, bill management, and bank reconciliation
- Payroll integration with QuickBooks Payroll and QuickBooks Time
- 700+ third-party integrations, including LiveCosts
Pricing
QuickBooks Online offers tiered pricing plans designed for small businesses that need accounting with basic project tracking.
- Simple Start: $19/month
- Essentials: $37.50/month
- Plus: $57.50/month
- Advanced: $137.50/month
Pros
- The Projects feature gives solid job-level profitability visibility for QBO users
- Scales from sole traders to larger businesses
Cons
- Pricing has increased significantly year on year. Plus & Advanced plans are expensive for smaller teams
- Job costing depth requires additional setup and connected tools for complex projects
Why LiveCosts Is the Strongest Xero Projects Alternative for Contractors
Xero Projects was a starting point. But for contractors managing live budgets, supplier invoices, and purchase orders across multiple jobs, it was never the finish line. Every tool on this list moves the needle in some way. LiveCosts moves it the furthest, built from the ground up for construction, with AI invoice extraction, 3-way PO matching, and live budget tracking that keeps your costs accurate and your margin protected. So that your accounting stays exactly as it is. Your cost control finally works the way it should.
Your next project deserves better cost control. Start your 14-day free trial at livecosts.com.
Frequently Asked Questions
What are the main limitations of Xero Projects?
Xero Projects works as a basic time and expense tracker inside Xero, but that is where it stops. There is no purchase order workflow, no invoice matching, no AI extraction, and no procurement system. For contractors managing multiple active projects, costs frequently land on the wrong job, budget vs. actuals tracking is manual, and visibility into real project spend is limited.
Which Xero Projects alternative is best for construction?
LiveCosts is the strongest option for construction contractors. It brings together AI invoice processing, 3-way PO matching, live budget tracking, and full accounting sync in one construction-specific platform. These are capabilities Xero Projects was never built to offer.
Can I keep using Xero if I switch from Xero Projects?
Yes, and this is an important distinction. The switch is from Xero Projects, which is Xero’s basic time and cost module, not from Xero itself. Every tool on this list works alongside Xero for accounting. LiveCosts, WorkflowMax, Planyard, and others all integrate natively with Xero and are built to extend it, not replace it.
What is the best Xero Projects alternative for small businesses?
For small construction businesses, LiveCosts and Tradify are the two strongest options. LiveCosts delivers construction-grade cost control at any project scale, with setup completed in hours. Tradify is the better fit for small trade businesses that need straightforward job management without enterprise-level complexity.
