Sync vendor master from QuickBooks
Planyard mirrors your QuickBooks suppliers, so projects, POs, valuations, and invoices use the same vendor records that Finance maintains.
CIS for Contractors with QuickBooks
QuickBooks is your accounting source of truth. Planyard is where project teams capture, approve, and code costs so QuickBooks CIS works flawlessly—no duplicate entry, no last-minute fixes, HMRC-ready.
- Sync the vendors with CIS from QuickBooks
- Only forward approved bills with the vendor, account, and class
- QuickBooks applies CIS & reverse charge automatically
No credit card required.
Read success stories from our customers
See how Planyard helps businesses like yours succeed - read their stories in our blog.
"Our previous systems didn't track job costs in a way that aligned with how our projects actually run. We needed a tool to handle purchase orders and provide a clear view of every project—showing exactly where we stood at any moment, what costs were still to come, and exactly where we had already spent."
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"In the past, it would take me an entire week just to set up a spreadsheet for a single project. Now with Planyard, that same setup takes maybe an hour. There’s no reason to spend a week building a manual system from scratch when you can get everything ready to go in a fraction of the time."
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"When I have been working on cloud accounting like Xero and Quickbooks they don’t have a specific construction-based costing tool. You have project management costing tools but they are not aimed at the level of what construction companies need so I came across Planyard and I was like finally there is something that solves the problem."
"Planyard is exactly what I’m after as a business owner: a good-value system that keeps everything in one place, saves me money and makes sure I’m not losing any money on projects. As a businessman, that’s a no-brainer."
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"Planyard has been one of the easiest systems to implement. Honestly, I don't find it difficult at all to onboard new users or projects onto the system."
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"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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Trusted by construction companies globally
Why UK contractors add Planyard to QuickBooks for CIS
Project teams work in Planyard; Finance stays in QuickBooks. By keeping data clean at the source—POs, deliveries/valuations, invoice capture, approvals—your CIS and domestic reverse charge VAT run correctly in QuickBooks without spreadsheet patches.
How Planyard + QuickBooks handle CIS
Automatically keep vendor and accounts data correct in Planyard - QuickBooks can apply CIS and reverse charge VAT reliably.
One source of truth
Everyone selects from the same QuickBooks vendor list—no duplicates or local copies
CIS setup preserved
Each vendor’s CIS status and rate in QuickBooks is respected when bills post back
Ready on day one
Import vendors, Chart of Accounts, and Classes in minutes to start clean
Fewer AP corrections
Correct vendor linkage means fewer rejected postings and rework
Capture, code, and approve before QuickBooks
Invoices are emailed in or scanned, pre-coded, 3-way matched, and routed for approvals before anything can reach accounting.
Email-in & OCR
Turn invoice PDFs into structured data without re-typing
Project-configured approvals
Route Site → QS → Finance or trigger ad-hoc sign-off with thresholds
3-way matching
Match PO -> delivery/valuation -> invoice; block variances
Mandatory G/L
Require GL account and Class so posting is correct first time
Upload your project budget and follow the financial progress in real-time
No credit card required. No sales or IT support needed.
Post to the correct vendor; QuickBooks applies CIS
Once approved, Planyard creates the bill in QuickBooks against the right vendor with accounting accounts, class, tax, currency, and original attachments.
Automatic CIS calculation
QuickBooks applies the correct CIS rate—no manual picking
Reverse charge VAT respected
Domestic reverse charge is handled in QuickBooks when configured
Full evidence attached
Invoice PDF and PO/valuation refs travel with the bill for audit
Exceptions blocked
Mismatches and duplicates are held in Planyard, not posted to QBO
HMRC reporting made easy
Because vendor linkage and coding are correct at source, your CIS returns and HMRC exports pull from consistent, documented data.
Clean CIS data
Accurate supplier, tax, and coding details reduce queries
Faster month-end
Less reclassing and fewer reruns of reports
Audit trail intact
Approvals and source docs are available in QuickBooks
Confident compliance
Reduce risk from manual edits and spreadsheet workarounds
Upload your project budget and follow the financial progress in real-time
No credit card required. No sales or IT support needed.
Subcontractor valuations & retentions
Handle staged works and retentions in Planyard so posted bills reflect what’s certified, not just what was invoiced.
Stage-based certifications
Tie claims to measured/valued work lines
Retention tracking
Manage held amounts and releases against packages
Consolidated runs
Prepare approved payment runs for Finance efficiently
No retyping
Everything posts to QuickBooks once, correctly coded
What syncs to QuickBooks Online
Only clean, approved, fully coded data moves to accounting—so QuickBooks can apply CIS and reverse charge VAT correctly.
Approved bills with complete context
Planyard posts a ready-to-pay bill to QuickBooks Online once it passes coding, 3-way matching, and approvals
Approved bills only
Nothing syncs until coding, matching, and required sign-offs are complete
Vendor, GL account, class
Each bill carries the correct supplier, account, class, tax, and currency for accurate job reporting
Invoice PDF + PO/valuation ref
Original documents and references go with the bill so Finance has full evidence
Process costs faster
Capture -> Auto-link to PO -> Approve -> Sync.
01
Capture: Email invoices to the project inbox or scan via mobile; key fields are extracted automatically.
02
Auto-link to PO: If a PO is referenced, pair with orders and deliveries/valuations; flag quantity/price variances.
03
Approve: Route by project or on demand (e.g., Site → QS → Finance) with thresholds; approve on web or mobile.
04
Sync: Approved bills post to QuickBooks with vendor, account, Class, tax/currency, and attachments.
Construction project controls: Planyard vs QuickBooks alone
| Capability | QuickBooks Alone | QuickBooks + Planyard |
|---|---|---|
| Project budgets & cost codes |  Spreadsheet-based |
 Structured budgets with enforceable codes |
| Purchase orders & deliveries | Basic/limited |
Full PO issuance and delivery/valuation tracking |
| 3-way matching (PO -> delivery/valuation -> invoice) | Not enforced |
Enforced with variance blocks before posting |
| Multi-step approvals (Site -> QS -> Finance) | Email/manual |
Project-configured or on-demand workflows |
| Invoice capture & pre-coding | Re-typing into QBO |
Email-in/OCR with accounting accounts and class |
| Valuations & retentions | Not supported |
Built-in staged works and retention handling |
| Live variance & end cost forecasting | After the fact |
Real-time variance alerts and forecast-at-completion |
| CIS & reverse charge VAT outcomes | Error-prone data |
Clean vendor-linked bills; QBO applies rules |
| Audit trail & attachments | Manual uploads |
Bills post with PDFs, PO/valuation refs, and notes |
Contractor success stories
"Planyard is exactly what I’m after as a business owner: a good-value system that keeps everything in one place, saves me money and makes sure I’m not losing any money on projects. As a businessman, that’s a no-brainer."
"Planyard takes your project budget and puts it very clearly on screen, allowing you to account for all your costs, invoices, and receipts as you process them before they even reach the accounting department. This gives you a live, real-time picture of exactly where your project budget stands at any given point."
"Team members can jump into the system and immediately see exactly where a project stands without getting confused. It’s so self-explanatory and user-friendly that I don’t have to spend weeks training everyone in the company on how to use it; they can just get to work."
"If I were still relying solely on Excel to track and present the financial positions of our projects, I would be losing significant time every single month. By implementing the streamlined processes that Planyard supports, I’m saving at least three to four days of work every month that would have otherwise been spent on manual data entry and reconciliation."
"Using Planyard gives me a lot more certainty that the figures we are looking at are accurate and reflect the true status of the budget."
"It’s a fantastic visualizer; you can jump onto Planyard at any point and instantly see exactly how the job is performing straight away."
Pricing for UK contractors
Simple plans that add controls to QuickBooks. Start with essentials, upgrade as you standardise approvals and 3-way match.
Estimating
£40
/ month / project manager
Cost Estimating
Essential
£82
/ month / project manager
£33
Usually selected for: site engineers, clients, estimators or auditors.
for supporting staff
Perfect for support roles or stakeholders—gain access to essential project features and view key financial data without full platform permissions, enabling users to stay informed and contribute without hands-on tasks.Usually selected for: site engineers, clients, estimators or auditors.
Estimating and Budget Control
- Everything in Estimating
- Track budgets and actual spend
- Manage purchase invoices automatically
- Reuse active project cost data for estimating
- Sync invoices to Xero and QuickBooks
Professional
£123
/ month / project manager
£33
Usually selected for: site engineers, clients, estimators or auditors.
for supporting staff
Perfect for support roles or stakeholders—gain access to essential project features and view key financial data without full platform permissions, enabling users to stay informed and contribute without hands-on tasks.Usually selected for: site engineers, clients, estimators or auditors.
Estimating, Cost Control and Purchase Orders Management
- Everything in Essential
- Issue and manage purchase orders
- Track committed cost on the budget
- Forecast project profitability in real-time
- Create cashflow forecasts
- Manage client contracts and progress reports
Ultimate
£164
/ month / project manager
£33
Usually selected for: site engineers, clients, estimators or auditors.
for supporting staff
Perfect for support roles or stakeholders—gain access to essential project features and view key financial data without full platform permissions, enabling users to stay informed and contribute without hands-on tasks.Usually selected for: site engineers, clients, estimators or auditors.
Full Functionality
- Everything in Professional
- Automate subcontractor and vendor quoting
- Track subcontracts and progress
- Manage subcontractor variations
- Collect subcontractor valuations
Frequently asked questions
We've got your questions covered. If you can't find the answer below, then feel free to contact us via the chat.
Planyard keeps vendor linkage and coding correct so QuickBooks can apply CIS automatically when bills are posted to the right supplier.
Yes. When configured in QuickBooks, reverse charge VAT is respected on bills posted from Planyard.
Yes. Invoices are 3-way matched and routed for project-configured or ad-hoc approvals; only fully approved, coded bills sync.
Yes. Bills sync with the correct vendor, GL account, Class, tax, and currency, plus the invoice PDF and references.
No. Planyard manages project-side controls; QuickBooks remains your accounting system and applies CIS and VAT logic.
Upload your project budget and follow the financial progress in real-time
No credit card required. No sales or IT support needed.