Type the invoice once
SmarteBuild connects to the tools you already run the business on — Xero for the books, and your own Google or Microsoft mailbox for everything you send. The point of all three is the same: stop entering the same information in two places.
Available on the Builder plan
Orders and expenses straight into the books
The Xero integration takes purchase orders and expenses from SmarteBuild into your accounting system, so the same invoice is not typed twice — once by the person costing the job, and again by the person doing the books.
The three mappings that decide whether it is useful
Three things have to be told what corresponds to what. Get these right and the integration disappears into the background; get them wrong and you are re-coding everything at the other end.
- Suppliers
- Your SmarteBuild suppliers to your Xero contacts, so a bill lands against the right contact.
- Jobs
- Your projects to Xero tracking categories, so costs stay attributable per job.
- Accounts
- Your cost centres to Xero account codes, so the P&L makes sense without re-coding.
Access is per user
A user needs the Xero integration permission on their account. Grant it to whoever does the books, not to everyone.
Auto connect tenant when needed reconnects without prompting each time — worth switching on if you use it daily.
Orders that arrive from you, not from a no-reply address
Purchase orders, tender invitations and progress claims all go out by email. They should come from your own address, land in your own Sent folder, and be repliable. Connecting your mailbox is what makes that true.
Office 365 and Outlook
Authorise SmarteBuild against your Microsoft account once. No password is stored, and mail sent from SmarteBuild appears in your own Sent Items.
Reconnect when Login re-establishes the connection automatically when it expires — which saves discovering it has lapsed at the moment you send a tender.
Gmail and Google Workspace
Same arrangement: authorise against your Google account, nothing stored, and sent mail appears in your own Sent Mail.
SMTP via smtp.gmail.com also works, but needs an app password and two-step verification switched on first.
Prefer the direct connection over SMTP where you can. Microsoft and Google have both progressively restricted plain password sign-in from third-party applications — SMTP now generally needs an app password, and in some Microsoft tenants is blocked outright.
More than mail
The same Google and Microsoft connections cover documents, so drawings and job files move between SmarteBuild and the storage your team already uses.
A closer look at integrations
Connected once, then out of the way.
What it connects to
Nothing in SmarteBuild is an island — that is the point of it. Integrations reads from and feeds into these.
Expenses & Invoices
Match invoices to orders and watch cost-to-date against budget
Purchase Orders
Raise orders straight from the BOQ and send them without re-keying
Suppliers
One supplier list across every job, with their products and rates
Documents & Drawings
Every revision in one place, attached to the job automatically
Want the detail?
The help centre documents Integrations step by step, with worked examples — written for people using it, not for a brochure.
Start with one job and see
Try the whole thing free for 30 days. No credit card to start, and no lock-in contract.