Xero vs LiveCosts
LiveCosts is construction cost management software focused on live project costs, committed spending, real-time CVR, procurement and forecasting. It works alongside Xero rather than replacing it.
Side-by-side comparison
| Aspect | LiveCosts | Xero |
|---|---|---|
| Time to implement |  1 to 5 days |
 1 to 4 weeks depending on setup |
| Quote to PO workflows | AI line-item extraction with automatic coding to projects and cost codes |
Bill capture for accounting |
| Construction forecasting | RFQs, quote comparison, approvals and purchase orders |
Basic project reporting |
| Variations | Built-in variation management |
No dedicated construction variation workflow |
| Retentions and progress claims | Built specifically for construction workflows |
Not built for construction claims and retentions |
| Construction purchase orders | Construction-designed purchase orders with approvals |
Basic purchase orders |
| Mobile site deliveries | Mobile delivery capture linked to purchase orders |
No dedicated site delivery workflow |
| Time and equipment tracking | Labour, plant and equipment tracking by project |
Basic time tracking through Xero Projects |
| Human support | Personal onboarding and implementation support |
Standard accounting software support |
Trusted by construction companies globally
Why teams pick LiveCosts
Job Costing
LiveCosts delivers real-time job costing for labour, materials, plant and subcontractors. Every cost is tracked against the project budget as work happens, giving instant visibility into project profitability before month end.
Procurement
LiveCosts manages the entire procurement process, including purchase requisitions, AI-powered RFQs, supplier quote comparisons, purchase orders, delivery tracking and invoice approvals.
LiveCosts and Xero features compared
Job Costing
LiveCosts is purpose-built for construction companies. It helps project teams control costs before they become financial problems by managing budgets, procurement, labour, subcontractors, invoices and project profitability in real time.
LiveCosts
Monitor labour, materials, plant, subcontractors and overheads against live project budgets. Every cost is tracked as it happens, giving complete visibility of project profitability before month end.Xero
Track project income and expenses through Xero Projects to understand overall project performance. Suitable for basic project accounting but with limited construction-specific functionality.
Budget vs Actual
Xero is an excellent cloud accounting platform designed to manage your company finances, invoicing, payroll, VAT and reporting. It records what has already happened financially.
LiveCosts
Track live budgets against actual costs and committed costs in real time. Instantly identify overspend and take action before it affects project margins.Xero
Compare project costs after transactions have been entered into the accounting system. Visibility is based on historical financial data.
Discover how easy it can be to track and control costs in real time.
Implementation timelines
| Product | Typical Duration | Typical Steps |
|---|---|---|
| LiveCosts |
Few Days |
1. Connect Xero and import your projects. 2. Set up cost codes, approvals and teams. 3. Go live and roll out across projects. |
| Xero |
Several Weeks |
1. Set up Xero with company accounts and VAT. 2. Connect bank accounts and import contacts. 3. Configure invoicing and reporting. 4. Set up Xero Projects if required. |
Note: Implementation times depend on business size, project complexity and existing data. Many LiveCosts customers are up and running within 1-5 days. Our onboarding team helps you set up your first project and supports you as you roll out across the business.
Where LiveCosts fits — and common drawbacks
Where LiveCosts fits
Contractors looking for real-time job costing rather than month-end reporting.
Businesses that want to manage procurement from requisition through to supplier payment.
Project teams that need live budget vs actual reporting with committed cost visibility.
Companies looking to reduce manual administration using AI-powered invoice processing.
Construction businesses that want to improve project profitability while continuing to use Xero for accounting.
Common drawbacks of using Xero alone
Limited visibility of committed costs before invoices are received.
Basic job costing designed for accounting rather than live project management.
No built-in workflows for RFQs, purchase requisitions or construction procurement.
Limited support for variations, retentions and progress claims.
No cost-to-complete forecasting based on live project data.
Manual processes can lead to duplicate data entry between site teams and finance.
Project managers often rely on spreadsheets to track budgets, procurement and site costs outside the accounting system.
This positions LiveCosts as a complementary solution rather than a replacement, highlighting where it adds value for construction businesses already using Xero.
Why Choose LiveCosts
The decision depends on what your construction business needs to manage.
Xero: when your main priority is accounting, VAT, payroll, invoicing and straightforward project finance.
LiveCosts: As projects grow in size and complexity, many contractors find they need greater visibility and control over their costs before those numbers ever reach the finance department.
Choose both: Xero + LiveCosts gives contractors detailed project cost control alongside accounting. It’s particularly suited to construction companies that have outgrown spreadsheet-based job costing but want to keep their existing accounting software.
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Frequently asked questions
Discover how easy it can be to track and control costs in real time.