Real-time project financial visibility from Xero, emails, Excel and files.
ProjectSync turns your accounts into live project costing — budgets vs actuals, committed costs and forecasts across every job. No spreadsheets, no month-end surprises.
The problem
Xero is great at accounting. It was never built for project costing.
Always one month behind
Project numbers only become clear after month-end — by then the job is already over budget.
Stuck in spreadsheets
Finance rebuilds the same costing sheets every week, copying figures out of Xero by hand.
No early warning
Committed costs and overruns stay invisible until the invoices land. There's no time to react.
How it works
Live project costing in three steps
Connect Xero & your systems
Securely link your Xero organisation in a couple of clicks. Nothing to install. Then connect Email, Excel and files.
Map your projects
ProjectSync matches invoices, bills and payroll to jobs - automatically and editable.
Track in real time
Live dashboards and reports show profitability, budgets vs actuals and forecasts as money moves.
Features
Everything you need to run profitable projects
Budgets vs actuals
Set a budget per project and watch actual costs track against it, line by line, in real time.
Profit forecasting
Project final margins from committed and forecast costs — long before the job closes.
Always-live Xero sync
Every invoice, bill and payroll run flows through automatically. No exports, no re-keying.
Committed cost tracking
See purchase orders and approved spend before the invoice arrives, so nothing surprises you.
Job-level reporting
Drill from portfolio down to a single job — and share clean reports with clients and managers.
Bank-grade security
Encrypted, least-privilege access to Xero. We only read what we need to power your reporting.
How we compare
What Xero Projects gives you. What ProjectSync adds.
Xero Projects is a solid starting point. ProjectSync adds the layer it was never designed to provide.
Committed cost tracking
- Xero Projects
- Not available
- PSA / ERP
- Available
- ProjectSync
- Available
WIP reporting
- Xero Projects
- Manual export required
- PSA / ERP
- Available
- ProjectSync
- Automated
PO-to-project linkage
- Xero Projects
- Not available
- PSA / ERP
- Available
- ProjectSync
- Available
Overhead allocation
- Xero Projects
- Not available
- PSA / ERP
- Available
- ProjectSync
- Available
Email / Teams integration
- Xero Projects
- No
- PSA / ERP
- No
- ProjectSync
- Yes — automatic
Team adoption required
- Xero Projects
- Xero users only
- PSA / ERP
- Full team onboarding
- ProjectSync
- Finance team only
Implementation time
- Xero Projects
- Immediate
- PSA / ERP
- 3–12 months
- ProjectSync
- Days
Keeps Xero as source of truth
- Xero Projects
- Yes
- PSA / ERP
- Replaces or duplicates
- ProjectSync
- Yes — builds on top
Who it's for
Made for project-based businesses on Xero
Construction & trades
Track job costs against fixed-price contracts and protect every margin.
Agencies & studios
Know which clients and retainers actually make money — in real time.
Professional services
Forecast project profitability across consultants and engagements.
Engineering & fit-out
Stay on top of committed costs and variations before they bite.
Who's behind ProjectSync
Built by the team that's been connecting business systems since 1997.
ProjectSync is built by Advance Business Consulting, an Adelaide-based consultancy specialising in data integration, analytics and automation for Australian businesses.
For nearly three decades, Advance has solved the exact problem ProjectSync productises: connecting the systems a business already runs on, so finance teams get accurate answers without re-keying data or replacing platforms.
Delivering data and integration outcomes
Average client retention
Longest continuous client relationship
ProjectSync brings that experience to Xero users as a ready-to-run product. Same expertise, no consulting engagement required.
Learn more about AdvanceFrequently asked questions
Who is behind ProjectSync?+
ProjectSync is built and supported by Advance Business Consulting, an Adelaide-based data integration and analytics consultancy operating since 1997. Advance has spent nearly three decades connecting finance and operational systems for Australian businesses, and ProjectSync is that expertise delivered as a product. You can meet the team and see their track record at advance.net.au.
Does ProjectSync work with my existing Xero setup?+
Yes. ProjectSync connects directly to your Xero organisation in minutes — no data migration, no re-keying. We read your invoices, bills and payroll and map them to projects automatically.
Will it change anything in Xero?+
No. ProjectSync sits on top of Xero as a reporting and costing layer. Your accounts stay exactly as they are — we never write back without your say-so.
How is this different to Xero Projects?+
Xero Projects is great for time tracking. ProjectSync focuses on real-time profitability: committed costs, budgets vs actuals, and forecasting across every job, updated live.
How long does setup take?+
Most teams are up and running the same day. Connect Xero, confirm how your projects map, and your dashboards populate from historical data instantly.
How much does ProjectSync cost?+
Pricing depends on the number of projects and the systems we connect, and we'll confirm it on your walkthrough. As a guide, ProjectSync is a monthly subscription that costs a small fraction of an ERP implementation, with no implementation project, no per-seat licensing for your wider team, and no lock-in.
Is my financial data secure?+
Absolutely. We use bank-grade encryption, least-privilege access to Xero, and never store more than we need to deliver your reporting.
See your projects come to life
Book a short 15-minute walkthrough. We'll show you live project costing built on your own Xero data, and answer anything specific to your business.
- A walkthrough tailored to your projects
- Honest answers on fit and setup
- No pressure, no obligation