Applications arrive as PDFs by email, each laid out differently, and the certified figure is typed into Sage by hand. With Planyard, subcontractors apply online against their order, your QS certifies with retention, and the certified bill posts to Sage ready for CIS.
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Applications arrive as PDFs by email, each in its own layout, and some only show amounts with no total budget. The QS checks them against the order in a spreadsheet, works out retention by hand and keys the certified figure into Sage.
Hard to compare against the order
Previous certificates looked up by hand
Held and released outside Sage
The certified figure typed in again
"A lot of the other subbies have just jumped straight onto it and clicked the link we sent them. They’ve been able to upload their valuations themselves."
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Each subcontractor gets a link to their own order, with no account needed. They enter this period’s value line by line, attach their invoice and submit, so every application arrives in the same format.
Applications against the agreed lines
No more reading a different PDF
Arrives with the application
Most submit first time without help
"Planyard can save about 15 minutes per subcontractor payment. When I'm dealing with 50 subcontractors, that's 10 to 12 hours a month. Add the CVR reporting and all of a sudden I've got two extra days free."
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An application cannot exceed the remaining value of its order and approved variations. The QS adjusts where the work does not match and certifies with retention applied.
Purchase ordersLines over the remaining amount blocked
Approved changes raise the limit
On each certificate, released when due
The subcontractor sees the certified amount
"The contractor would typically send over an email containing a zip file with about 150 invoices every single month. Trying to manually allocate each of those to the correct invoice in Excel, and then further allocate them to specific cost codes within the building to get a reasonable assessment of our spending by category, was an incredibly time-consuming and frustrating process."
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| The question you are asking | Email and spreadsheets | Planyard |
|---|---|---|
| What format do applications arrive in? | PDFs in different layouts |
Online, against the order lines |
| Has anyone claimed more than the order? | Found by hand, if at all |
Blocked at submission |
| How much retention are we holding? | In a spreadsheet |
Per package, until released |
| How does the certified figure reach Sage? | Keyed in by hand |
The certified bill posts on its own |
| Where is the CIS labour and materials split set? | Worked out on every bill |
On the order, applied by Sage |
When the certified figure is keyed into Sage by hand, the bill and the certificate drift apart. Here the invoice is built from the certified valuation, so what was certified is what gets billed.
On approval it posts to Sage against the CIS subcontractor, and Sage applies the CIS deduction and reverse charge.
CIS and reverse chargeNo gap between certified and billed
Coded so Sage applies CIS
Held amounts tracked per package
Cost lands on the right line
"I don’t need to worry about that piece of paper or invoice again. It’s not only set up correctly against the budget, but it’s also been sent off to accounts, so I don’t have to send any more emails or do any more work for those invoices to be received by the bookkeeper or the accountant."
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Send subcontractors a link, certify with retention, and let the certified bill post to Sage Accounting.
We've got your questions covered. If you can't find the answer below, then feel free to contact us via the chat.
No. Sage applies CIS to the bill, but applications, certification and retention need a tool in front of it.
They apply through a link to their own order, so every application arrives against the same lines in the same format.
Yes. Retention is applied on each certificate and tracked per package until it is released.
They are emailed when you certify, with the certified amount and the payment notice. Anything you adjusted is shown line by line.
No. Lines above the remaining order value, including approved variations, are blocked at submission.
The certified bill, against the CIS subcontractor, with nominal codes, VAT and the PDF attached.
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