Streamlining Multi-Entity Financial Consolidation with a Xero-Integrated Reporting Platform

Industry

Xero accounting data synced to Excel for multi-currency profit and loss and balance sheet reporting

Multi Entity Professional Services Specialized Consulting & Project Management

Results and Impact

We don’t have fancy before/after metrics here PDP didn’t have us timing their exports with a stopwatch.
But the change was obvious enough that their CFO mentioned it unprompted: “My team actually has time for analysis now.”

Here’s what we observed:

  • The monthly close got faster. Hard to quantify exactly, but when you eliminate dozens of manual exports, the math isn’t complicated. Tasks that used to span days were wrapping up in hours.
  • Fewer mistakes. No more accidentally exporting Entity A’s numbers in USD when it should’ve been SGD.
    No more “wait, which version of this spreadsheet is current?” The data comes straight from the source, configured correctly, every time.
  • Access finally made sense. IT stopped getting tickets about Xero permissions. The finance manager stopped worrying about who could see what. One dashboard, clear assignments, done.
  • The team stayed in Excel.This sounds small but it isn’t. Finance people think in spreadsheets.
    Every time you pull them out of Excel to go fetch data from somewhere else, you’re breaking their flow.
    Now they don’t have to leave Excel.
  • It scales. PDP is growing. New entities, new hires, new regions. Adding a Xero org is a 30-second OAuth flow. Adding a user is an email invite. The system grows with them without becoming a bigger administrative burden.

The Client

Project Delivery Partners (PDP) is a specialized project delivery consulting firm serving the
biopharmaceutical and pharmaceutical industry.

With operations spanning multiple regions and a client roster that includes major pharmaceutical companies like Moderna, Roche, Novartis, and Pfizer, PDP provides Commissioning & Qualification (CQV), Project Management & Controls, and Operational Readiness services for complex capital projects.

Like many consulting firms managing multiple entities and cost centers, PDP’s finance team faced a recurring
challenge: consolidating financial reports from Xero across their various organizations.

The process was manual, repetitive, and consumed time that could have been spent on meaningful financial analysis.

Their goal was simple but powerful: eliminate the manual export-and-paste workflow entirely, and allow the team
to pull consolidated reports directly into Excel with just a few clicks.

The Challenge

Here’s what was happening every month:

Someone on the finance team opens Xero, logs into Entity A, navigates to Reports, exports the P&L, downloads it, opens Excel, pastes the data, returns to Xero, switches to Entity B, repeats the process, then exports Balance Sheets and Trial Balances for every single entity.

You can probably feel the tedium just reading that.

But the real issues ran deeper:

  • Access was all over the place. Some team members had credentials to Xero orgs they didn’t need. Others were missing access to ones they did. Nobody had a clear picture of who could see what. For a firm working with pharma clients where compliance isn’t optional this was a problem waiting to happen.
  • Currency kept tripping people up. PDP operates in Singapore, deals in USD, reports in EUR for certain entities. Every export needed the right currency setting. Easy to mess up when you’re on your fifteenth export of the day.
  • The context-switching was brutal. Xero tab. Excel tab. Xero tab. Excel tab. Back and forth, losing focus every time. The finance team wasn’t doing finance work they were doing data entry.

They came to us with a pretty clear ask: “Can you just … put Xero inside Excel?”
Well. Sort of.

The Solution

Satva Solutions designed and delivered a two-part platform: a web-based administration portal and a native Excel
Add-in. Together, they form a seamless bridge between Xero and Excel.

Centralized Web Administration Portal

The web app serves as the control center. Super Admins can invite users, assign roles (Admin or Staff), and control which Xero organizations each user can access.

This granular permission model ensures users see only what is relevant to their responsibilities.

  • Invite users via email with role assignment
  • Connect multiple Xero organizations via OAuth 2.0
  • Assign organizations to specific users based on their responsibilities
  • View connection status and manage disconnections
  • Password management and user administration

Secure Xero OAuth Integration

Organizations connect to Xero through standard OAuth 2.0 flow. Once connected, the platform maintains secure access to that organization’s financial data.

Admins can connect or disconnect organizations at any time, and connection status is visible at a glance green for connected, red for disconnected.

Role-Based Access Throughout the Platform

The permission model flows through the entire system. If a Staff member is assigned to Company A and Company B in the web portal, they’ll only see Company A and Company B in their Excel Add-in dropdown.

Super Admins see everything. This isn’t just convenience, it’s compliance.

Now, Martin from the Singapore team? He gets Company 1 and Company 3. Bob in finance? Just Company 1. Alex, the CFO? All of them.

Connecting a new Xero organization is straightforward OAuth-click “Connect to Xero,” authorize, done.

The connection shows up with a green “Connected” status. If something breaks or they want to revoke access, one click to disconnect.

No shared passwords. No “hey can you export this for me, I don’t have access.” Everyone has exactly the access they need, managed in one place.

Native Excel Add-in for Report Generation

This is where the magic happens. Users install a lightweight Excel Add-in that appears in their ribbon.

When they click it, a side panel opens with a simple interface:

  • Organization Dropdown: Shows only the Xero organizations the user has been granted access to not every connected organization, just theirs.
  • Report Type: Profit & Loss, Balance Sheet, or Trial Balance.
  • Report Frequency: This Month, Previous Month, This Year, Previous Year, or a custom date range.
  • Comparison Periods: Compare against previous periods for trend analysis.
  • Currency: SGD, USD, or EUR.

One click on “Generate Report” and the data flows directly from Xero into the active Excel worksheet. No exports. No downloads. No copy-paste. The report lands exactly where the user needs it.

Conclusion

Project Delivery Partners came to Satva Solutions with a familiar problem: too much time spent on manual data handling, not enough time on the analysis that actually drives decisions.

Their finance team was spending hours on mechanical data movement instead of the analytical work they were actually hired to do.

We gave them two things: a web portal to manage Xero connections and user access, and an Excel Add-in that pulls reports on demand.

Nothing revolutionary just the right tool which addresses each pain point directly:

  • Multi-organization Xero connections in one place
  • Role-based access flowing into Excel
  • One-click report generation inside spreadsheets
  • Multi-currency and flexible reporting periods

The result is a finance team that spends less time wrestling with data Replication and more time doing what they’re actually good at: financial analysis and strategic insight.

Technology Stack

  • Frontend: React.js, React Router
  • Backend: ASP.NET Core
  • Server: IIS 10.0 on Windows Server
  • Integrations: Xero Accounting API (OAuth 2.0)
  • Client Application: Microsoft Excel Add-in
  • Authentication: Email/Password with Role-Based Access Control

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