In Sage you cannot assign a purchase order to a project, so spend only shows up when the bill does. Planyard raises every order against a job budget with approval limits, and posts only the matched, approved invoice to Sage.
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A single order number per site tells you nothing about what was bought, from whom or against which budget. In Planyard every order has a job, a budget line and a supplier, and goes out with your terms attached.
Set limits per project, so an order over budget or over someone’s authority waits for sign-off.
And to a line in its budget
Over-budget orders wait for sign-off
Sent as a PDF from Planyard
Merchant runs get an order too
"Everything has a PO linked to a job number. No one does a job without a purchase order, so when I look at margin I know it’s the true margin."
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Sage only sees a cost when the invoice is entered, weeks after the order went out. Planyard counts the order against the budget immediately, so job costing shows what Sage has not seen yet.
Sage job costingNot from the day the bill is entered
What is left to order
Before the order goes out
No separate order tracker
"The system ensures that what gets measured actually gets managed. It provides a level of accountability that is baked directly into the platform, ensuring that every project detail is accounted for."
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With a hundred invoices a month, finding each order, checking the price and chasing the difference takes days. Invoices are read automatically and paired with their order, with differences flagged and duplicates held.
One order can take several invoices, and Planyard tracks what is left to invoice on each.
Invoice to order to delivery
Price or quantity outside the order
The same invoice cannot be paid twice
Balance to invoice stays visible
"I’ve used other systems in the past that you need 3 or 4 days of training before you can even raise a purchase order on the system. With Planyard, you can just raise your first purchase order in 5 minutes in one go. You just Planyard it!"
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Orders stay in Planyard, where the project team manages them. Sage receives the approved purchase invoice with the supplier, nominal code, VAT and PDF, ready to pay through the Sage integration.
Sage Accounting integrationSage receives bills, not orders
Nominal code from the budget line
The original invoice travels with it
Set up once in either system
"What I really like about Planyard is that you can take that zip file, unzip it, and essentially just dump all the invoices in at once. The system goes through and automatically picks out invoice numbers, dates, and other key details. Then, just assigning the cost codes is so much faster. The amount of stress that saves me is something I don't think I could even quantify."
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Set approval limits on one project and see which orders would have waited for sign-off.
We've got your questions covered. If you can't find the answer below, then feel free to contact us via the chat.
Yes, a simple version: create an order, send it and turn it into a bill. It is not linked to a job or a budget, and there are no approval limits.
No. Orders and subcontracts stay in Planyard, and only the approved invoice posts to Sage.
Yes. Each order gets the next number in your sequence, and the PDF goes to the supplier with that number on it.
Yes. Approval limits are set per project, for example site manager up to one value, QS above it and a director above that. Orders over the limit or over budget wait for sign-off.
Yes. Your terms go out with every order as part of the PDF, however many pages they run to.
Yes. Each invoice is matched to the order, and Planyard shows what is left to invoice.
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