Xero PSG Vendor Checklist: What To Compare Before You Sign

A Xero PSG vendor checklist helps you compare more than the quoted price or grant amount.

The real question is what your business will receive after implementation: reliable records, usable workflows, suitable training and enough support to keep the system working.

A low-priced package may become expensive later if important work is excluded or your team cannot maintain the setup.

Start With The Official PSG Checks

Before comparing proposals, confirm that the solution and vendor are listed in the official PSG Solutions Directory.

PSG support is subject to eligibility, approval and the prevailing programme conditions. The business should also submit its application before making payment or placing a deposit.

Confirm:

• The exact vendor and solution package shown in the official directory.
• The approved package period and listed scope.
• Which costs are eligible for support.
• What the business must pay separately.
• Which documents are needed for the application and claim.
• That no payment or deposit is made before the application.

Xero PSG Vendor Checklist: Eight Areas To Compare

1. Setup Quality

A good Xero setup is not measured by the number of accounts, reports or automation rules created.

It should be structured in a way that your team can maintain consistently after the vendor leaves.

Review whether the proposal covers:

• Organisation and financial settings.
• GST configuration where applicable.
• A relevant chart of accounts.
• Bank-feed connection.
• Invoice and bill settings.
• Common transaction testing.
• User roles and access.
• Opening balances where required.

2. Data Migration

“Data migration included” can mean very different things.

One vendor may import only opening balances. Another may migrate contacts, unpaid invoices, bills, account balances and selected historical transactions.

Ask for the migration scope in writing, including:

• The source system or files accepted.
• The period of history included.
• Which records will and will not be moved.
• Who prepares and checks the source data.
• How balances will be verified after migration.
• How duplicate or incomplete records will be handled.

3. Bank Feeds, Reconciliation And Rules

Connecting a bank feed is only the beginning.

The vendor should explain how your team will identify, code and reconcile transactions after go-live.

Bank rules may help with recurring transactions, but too many broad rules can also create mistakes that are repeated automatically.

Compare whether the vendor will:

• Connect the relevant bank and payment accounts.
• Explain the reconciliation workflow.
• Create suitable rules for genuinely recurring transactions.
• Test the rules before relying on them.
• Show your team how to investigate exceptions.
• Explain how often operational reconciliation should be completed.

4. Training And Handover

Training should match the work your team will actually perform.

A general software demonstration may not be enough if employees need to raise invoices, enter bills, reconcile accounts or review receivables.

Confirm:

• Who will be trained.
• How many training sessions are included.
• Whether training is based on your own workflow.
• Whether recordings or written guides are provided.
• Whether there is a handover checklist.
• What happens when a trained employee leaves.

5. Reports And Owner Visibility

A technically completed setup may still leave the owner unsure what to review.

Ask which reports will be configured and what business questions they are intended to answer.

Useful areas may include:

• Profit and loss.
• Balance sheet.
• Outstanding customer invoices.
• Outstanding supplier bills.
• Bank and cash movements.
• Tracking by service, outlet or department where suitable.

The owner should also understand when the records are ready for management review.

6. Post-Go-Live Support

Support is often where similar-looking proposals differ most.

“Support included” may refer only to basic software questions. It may not include bookkeeping corrections, workflow changes, GST advice, report interpretation or retraining.

Ask for written details covering:

• The support period.
• The communication channel.
• Expected response times.
• The number of support sessions.
• What types of problems are included.
• What will be separately chargeable.
• What happens after the included period ends.

7. Scope, Responsibilities And Exclusions

A vague scope creates different expectations between the business and vendor.

The proposal should identify:

• Every major deliverable.
• Project dates and dependencies.
• Information the business must provide.
• Tasks completed by the vendor.
• Tasks retained by the business.
• Items excluded from the package.
• Charges for work outside the agreed scope.

8. Claim And Completion Support

Ask what happens after implementation is completed.

The vendor should explain which completion, invoice, payment and usage documents may be needed for the claim process.

The business remains responsible for complying with the grant conditions, so do not assume the vendor will handle every step automatically.

Quick Xero PSG Vendor Checklist

Three Questions To Ask Before Signing

What Will My Team Be Able To Do After Handover?

The answer should cover practical tasks, not only that training will be provided.

What Happens When The Numbers Look Wrong?

Find out whether support covers only software navigation or also the implementation workflow responsible for the problem.

What Is Not Included?

Clear exclusions help you compare quotations fairly and reduce the risk of paying separately for something you assumed was part of the package.

Do Not Compare Vendors By Grant Price Alone

Grant support can reduce the eligible project cost, but it does not make an unsuitable implementation good value.

A stronger comparison considers:

• How well the proposed scope fits your business.
• Whether your team can maintain the setup.
• Whether reports will be reliable and understandable.
• Whether support is available during the transition.
• Whether exclusions are clearly disclosed.

The best choice is not necessarily the vendor with the longest feature list or lowest payable amount.

It is the vendor whose written scope gives your business a realistic path from implementation to reliable monthly use.

Official references: PSG Solutions Directory • Enterprise Singapore PSG guidance

Related: Xero Setup Singapore • Xero Support Singapore • Profit-Ready by CFOSg™