📋 Requirements
Before you begin, make sure:
You have access to Buildern.
You have connected your Xero account to Buildern.
Project tracking is enabled in your Xero integration settings.
Understanding Xero Tracking Categories
Buildern uses Xero Tracking Categories to associate project-related transactions with specific projects.
To view your Tracking Categories in Xero:
Log in to Xero.
Navigate to Accounting.
Select Accounting Settings.
Open Tracking Categories.
ℹ️ Note - Buildern supports syncing projects with a single Xero Tracking Category. Each project is linked to one Tracking Category Option within that category.
Option 1: Sync Projects During Xero Integration Setup
Projects can be synced when connecting Buildern and Xero or later through the Accounting Integration settings.
To sync projects during setup:
Navigate to Settings > Accounting Integrations.
Connect your Xero account.
Enable the Use Tracking Category as Project checkbox.
Select the Xero Tracking Category you want to use.
Complete the remaining integration settings.
Click Save and Continue.
The Sync Projects window will appear.
Buildern projects are displayed in the left column, while Xero Tracking Category Options are displayed in the right column.
Each Buildern project can be linked to only one Xero Tracking Category Option.
For each project, choose one of the following options:
Not Matched - The project will not be synced with Xero.
Create New - Buildern will automatically create a new Tracking Category Option in Xero using the project name.
Existing Tracking Category Option - Select an existing Tracking Category Option from Xero.
Once selected, the option becomes unavailable for other projects to maintain a one-to-one relationship. After reviewing your selections click Save.
If you skipped project synchronization during the initial connection process, you can sync them later.
Navigate to Settings > Accounting Integrations.
Open the Xero integration settings.
Click Sync Projects.
Complete the synchronization process using the same steps described above.
Option 2: Sync Projects from the Projects List
You can also manage project synchronization directly from the Projects list.
To sync a project:
Navigate to Projects.
Locate the project you want to sync.
Projects already synchronized with Xero display the Xero logo in the Sync column. Clicking the Xero icon opens the corresponding Tracking Categories page in Xero.
If a project is not synced:
Click the ⋯ (three-dot menu) next to the project.
Select Edit.
3. Scroll to the Xero section.
4. Choose one of the available options:
Not Matched
Create New
Existing Tracking Category Option
5. Click Save.
Buildern also allows you to sync multiple projects at once.
To bulk-sync projects:
Navigate to Projects.
Click Sync in the upper-right corner.
This opens the same Sync Projects window available in the Accounting Integration settings.
💡 Tip - Bulk synchronization is useful when connecting Xero for the first time or when importing multiple projects into Buildern.
Option 3: Sync Projects While Creating a New Project
Projects can be synced with Xero during project creation.
To do so:
Create a new project.
Scroll to the Xero section.
Select one of the following options:
Not Matched
Create New
Existing Tracking Category Option
Complete the project setup.
Click Save.
ℹ️ Note - When Create New is selected, Buildern automatically creates a new Tracking Category Option in Xero using the project name. No manual setup is required in Xero.
Next Steps
After syncing your projects, transactions such as Bills, Expenses, Purchase Orders, and other project-related financial records can be associated with the correct Tracking Category Option in Xero, helping maintain accurate project-based financial reporting.
Continue exploring Buildern to discover even more powerful features.
Happy building!