This page compares Excel-based spreadsheets with Planyard so UK & Irish construction teams can choose the right fit. We look at scope, risks, user experience, rollout time, UK workflows (valuations, retentions, CIS), reporting, and pricing clarity.
Context: Many QS/commercial teams start in Excel for CVRs, forecasting and valuations. As projects scale, spreadsheets create version-control issues, manual double entry and audit gaps. Planyard replaces those spreadsheets with one live system next to your ledger.
On this page
Public ratings from Capterra UK (Planyard) and customer quotes (Excel has no construction product listing).
| Programme/Approach | Rating | Summary |
|---|---|---|
| Planyard | 4.6 / 5.0 |  Frequently praised for ease of use, live CVR/forecasting and clean sync with Xero/Sage/QuickBooks. Users highlight moving off error-prone spreadsheets. |
| Excel spreadsheets | n/a |  Flexible but manual. Common pain points: version control, formula errors, double entry into accounting, no audit trail. |
Selected user remarks: “Planyard is basically a live CVR and saves time by making Excel unnecessary.” · “Takes away the headaches from manual data entry and keeping spreadsheets up to date.” (Capterra UK / Planyard case studies)
Here is the short version to help you decide quickly.
| Aspect | Planyard | Excel spreadsheets |
|---|---|---|
| Time to implement | Days to pilot a live job |
Zero software rollout—files exist already |
| Scope | Budgets, CVR, forecasting, POs, valuations/certificates, retentions, variations |
Depends on manual templates; no integrated approvals/audit |
| User experience | QS/commercial/PM/finance use one source of truth |
Multiple files and tabs; risk of conflicting versions |
| Reporting | Real-time CVR, profit & cash forecasting in app |
Static reports; updating relies on copy/paste and formulas |
| Accounting fit | Syncs approved costs to Xero, QBO, Sage Accounting |
Manual rekeying into accounting; high risk of mismatch |
| Controls & audit | Built-in approvals and full audit trail |
No native approvals; change history hard to manage |
| Error risk | Guardrails and validation reduce mistakes |
Formula/link errors common; hidden mistakes propagate |
| Best for | Firms replacing spreadsheets with full commercial control | Very small teams and ad hoc analysis where risk is low |
Planyard user quotes (Capterra UK/case studies): “Live CVR without rebuilding spreadsheets.” · “I literally saved several days per month using Planyard.” · “Integrates with Xero and avoids entry in two places.”
| Feature | Planyard | Excel spreadsheets |
|---|---|---|
| Budgets vs actuals (live) | Live view of spend, commitments and EAC |
Manual updates; risk of stale numbers |
| CVR and forecasting | Real-time CVR & cash forecasting in app |
Possible with templates; fragile and time-consuming |
| Commitments & purchase orders | Raise/approve POs & subcontracts; sync only approved costs |
Tracked in separate tabs/files; no enforced approvals |
| Subcontractor valuations | Collect & approve valuations; budget updates on approval |
Usually emailed spreadsheets/PDFs; manual reconciliation |
| Client valuations/certificates | Generate valuations & certificates; forecast stays in sync |
Manual forms; easy to lose alignment with the budget |
| Retentions tracking & release | Retention schedules across contracts with reminders |
Often separate trackers; missed releases common |
| Variations / change control | Log & approve client/subcontract variations with impact on forecast |
Tracked in lists; budget/forecast rarely updates automatically |
| CIS (UK) | CIS handled with your accounting system; auditable exports |
Manual tagging and external calculation; high error risk |
| Approvals and audit trail | User-level approvals & logs across budgets, POs, valuations and invoices |
Email-based sign-offs; limited change history |
| Integrations & API | Xero, QBO, Sage Accounting; API |
None natively; relies on CSVs/macros |
| Multi-company / multi-currency | Supported |
Possible but brittle; errors multiply across files |
Note: Excel can model almost anything but relies on people and process. Planyard bakes workflows and controls into one system so errors and rework reduce dramatically.
See how they handle forecasting, valuations, retentions, POs and CIS.
Planyard updates CVR and cash forecasts automatically as orders, invoices and variations are approved—no spreadsheet rebuilds. “Live CVR without rebuilding spreadsheets.”
Excel can model CVR but relies on manual links and formulas, which often break and drift from the truth, especially across multiple files.
Planyard lets QS/PMs raise and approve POs and subcontracts in the app; only approved costs sync to Xero, QBO or Sage Accounting so the GL stays clean. “Avoids entry in two places.”
Excel tracks POs in lists with no native approvals or audit trail; reconciling to accounting is manual and error-prone.
No credit card required. No sales or IT support needed.
Planyard collects subcontractor valuations, generates client valuations/certificates and tracks retentions. Approvals update the budget and forecast automatically. “Overbilling becomes virtually impossible.”
Excel relies on emailed spreadsheets/PDFs and separate retention trackers; keeping budgets and forecasts aligned is manual.
Planyard handles CIS together with your accounting system so deductions and verifications are consistent and auditable. Timesheets and approvals provide the evidence trail.
Excel relies on manual tagging and separate files; HMRC-ready outputs require extra checks and rekeying.
What to expect before you go live.
| Approach | Typical duration | Typical steps |
|---|---|---|
| Planyard | A few days to a week |
|
| Excel | Immediate (templates already exist) |
|
Actual timelines vary by scope, data quality and internal capacity.
Planyard is the easy, quick-to-roll-out choice for full commercial control next to your ledger. Excel is flexible but manual and error-prone for CVRs, forecasting, valuations and retentions at scale. If you want everything commercial in one place with approvals, audit and live reporting, pick Planyard; if your needs are very light and well-controlled, Excel can suffice.
Sources and last updated. Planyard Capterra UK reviews and customer case studies (user quotes), internal implementation data. Last reviewed 1 October 2025.
We've got your questions covered. If you can't find the answer below, then feel free to contact us via the chat.
Planyard typically pilots in days and rolls out in weeks. Excel is immediate to use, but agreeing templates and putting governance in place takes time.
Planyard replaces spreadsheet-based cost control with in-app budgeting, CVR, commitments, variations, valuations and retention schedules. Many teams say they no longer rebuild CVRs in spreadsheets once Planyard is live.
Planyard has public per-user plans and a free trial. Excel is part of Microsoft 365 but carries hidden costs in duplication, reconciliation and error risk.
Yes. Planyard sits alongside your ledger and syncs approved costs to Xero, QuickBooks Online and Sage Accounting.
Yes. Planyard supports valuations, retention schedules and CIS workflows together with your accounting system.
Yes. Most teams connect accounting, import a live budget and trial Planyard on one project first to keep risk low and plan a smooth rollout.
No credit card required. No sales or IT support needed.