Subcontractor pay applications Everything from reviewing subcontractor pay application to approving the invoice gets done in a couple of clicks. Schedule a demo Subcontractor billing with linked line-items Try for free

Features for pay applications management

Get notified when pay applications require review

When a pay application has been submitted by subcontractor, you’ll receive a notification email.

There are also indications throughout Planyard - you can see commitments waiting for approval under the project dashboard and under Commitments.

Quickly review and approve pay applications

Planyard forces pay application comparison to estimated costs, previous commitments, and the contract. All this information is displayed on the same screen.

There’s a warning if an expense exceeds the contract, commitment or set goal.

The only thing you have to do is check whether what was committed corresponds to the subcontractor's monthly progress.

Double check pay applications with stakeholders

Send pay applications for an additional round of approval to site engineers, management, or accounting if needed. Add an unlimited number of users to Planyard for free.

You will know exactly who has approved the pay application and who is still on hold.

If the approval didn’t go well, the subcontractor receives an email with a link to re-submit the pay application together with a note of explanation.

If all went well, the subcontractor will receive an email with a link to upload an invoice.

Approve invoices and keep budget automatically updated

One click to open the subcontractor invoice and compare it with the original pay application in the same view.

The whole pay application process from subcontractors submitting pay applications to approving the corresponding invoices takes just a couple of clicks.

Without filling in or double-checking a single cell, the budget, contract, change orders, and pay applications are automatically updated.

Keep accounting automatically in sync

Approved invoices are sent to accounting automatically together with a document that shows the pay application for a better context.

These pre-approved invoices reduce the amount of manual work for accountants greatly.

Planyard integrates with your existing tools

First class support during and after implementation

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Google Cloud Compute corresponds to the highest security standards. Your data is hosted physically in Google's European servers.

Regular Backups

We back up your data regularly. This means that if someone in your company accidentally deleted something big, you can restore it.

2-Factor Authentication

Two-step verification (password + a second factor such as a phone confirmation) reduces the risk of someone gaining access to your data.

Access Rights Control

Access can be limited on a user and project level. Not everyone needs to see everything.


You can always take your data with you. Whether this is for additional analysis or moving to a new tool.

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We will take you through the software step by step and answer all your questions during a free 60-minute video call.

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Frequently asked questions

Can I use Planyard when my project already started?

Yes. We will help you bring over all ongoing projects within a week.

Usually, we can import your already occurred costs from your accounting software and upload your existing project budget as-is.

Contact us for more information.

Can we track our entire portfolio in Planyard?


We can onboard all starting and ongoing projects, save project managers time on reporting and follow your project budgets and forecasts in real-time. It usually takes less than a week to onboard your entire portfolio.

Please contact us for more information.

How long does it take to learn how to use Planyard?

In our experience, most project managers get from zero to active usage already during the demo (in one hour).

How can I get subcontractors to use Planyard?

There are two ways for subcontractors to submit pay applications:

  1. You can initiate it in Planyard and send them an email with a template;
  2. You can activate a portal for subcontractors (it's free for everyone) where subcontractors can request pay application on their own.

It doesn't matter which solution you prefer - the portal is still available in multiple languages and it saves time and reduces errors for subcontractors as well.

In our experience subcontractors don't require extra training to use it - it's very straight forward to understand.

Can you integrate with our custom-built software?

Yes. We also develop integrations with in-house solutions.

Please reach out to us for details.

Can I use Planyard in my language?

Yes. If the language doesn't already exist, we are able to translate the app within a week.