Automate collecting the subcontractor payment applications.

Planyard streamlines the collecting and reviewing process of subcontractor payment applications, also known as progress claims or subcontractor valuations. Filling in the simple online payment application is easy for the subcontractors. It allows the project team to make work life easier by managing the process spreadsheets and data entry free.

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Screenshot of Planyard’s construction budgeting software showing a detailed budget table with categories, target budgets, revised budgets, committed costs, and variances.

Send the payment application template to the subcontractor via email

Project managers or site engineers can quickly request the payment application for any open subcontract order on Planyard. Select the corresponding subcontractor orders and click “Send payment application template.” Planyard automatically emails the payment application template to the subcontractor.

In addition, you can let subcontractors issue the payment applications at any time via the payment application submission link, which you may enter on your website or the subcontractor’s legal agreement.

Easy payment application submission for the subcontractors

The subcontractor receives a simple personal email from the project manager to submit the payment application with a big blue button saying, “Submit the payment application.”

The payment application template opens automatically on the browser screen with a click on the button. The subcontractors do not need to create accounts or log in anywhere; they do not need to be trained to submit the payment application.

The payment application web form provides a real-time overview of the subcontract order schedule of values, how much is previously committed, and how much remains in the contract.

The subcontractors can easily submit the month’s progress along with the new change orders and variations and easily deduct the prepayment.

Planyard does not allow the subcontractors to overcommit the contracted items, thus preventing overbilling.

The subcontractor submitting the payment application email letter
Payment application reviewing by the project managers and site engineers

Spreadsheets free payment application review process for the project team

The Planyard displays a simple red notification on the project menu indicating that a new subcontractor payment application has been submitted for review.

The project manager can immediately see the subcontractor-submitted change orders and variations with a click. You can decline or link them with the budget item, automatically updating the corresponding item’s committed costs in the project budget view.

Open the payment application, review the current month’s progress, and “Approve” or “Reject and change” the subcontractor payment application.

You can use the internal approval workflow to request that the site engineers, finance team, or your client review and approve the subcontractor payment application.

Once everything is correct, we click “Approve” and send an automatic confirmation message to the subcontractor. The whole process, including updating the budget and subcontractor order financial performance and managing the variations and change orders, is spreadsheets and duplicate data entry free.

Automatic payment application report

The subcontractor received another simple email confirming the month’s progress was approved. Planyard automatically calculated and created the attached PDF payment application report with automatic calculations.

The payment application PDF report states the current payment application total value, how much retention is booked, how much prepayment is settled, and how much needs to be invoiced.

There is another blue button in the emails where the subcontractor can load the purchase invoice so it gets automatically linked to the correct payment application and the subcontractor order, and we have less manual invoice sorting. You can also manually link the payment application to the order for the right subcontractor.

Payment application pdf report sample
Processing the purchase invoice for the subcontractor payment application

Processing the purchase invoice for the payment application

Once the project team logs on to Planyard, they see a simple red notification on top of the Costs tab indicating a new purchase invoice waiting for review.

One-click to open the invoice, and you will immediately see the invoice on the right side of the browser screen and the submitted payment application schedule of values and totals on the left side.

It’s easy to double-check that the invoice total matches the payment application totals. Once everything is correct, just hit approve.

Data entry free subcontractor billing and budget updating process

Once the project manager approves the invoice, Planyard processes it through the integration into accounting systems such as QuickBooks, Xero, Sage, MYOB, or email, which means there is no repetitive data entry work for the accounting team.

In addition, Planyard automatically updates the project budget and the subcontractor order and allows tracking of their financial performance, payment summary, all variations and change orders, how much retention is booked and released, and whether the prepayment is settled in real-time. The subcontractor order is interlinked with the bid request and all the invoices we have approved for the subcontract order. So, several transactions happen automatically, saving the project team’s time from manual repetitive reporting.

We can be sure that we stay within the budget, the subcontractors can not overbill us, it’s a whole digital process, and we saved quite a bit of time.

Planyard automatically updates the project budget once the payment application is submitted

Hvad vores kunder siger om os

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Intra Interieur

“Jeg ville slippe for regnearkene, undslippe den manuelle dataindtastning og lede efter måder at holde mig på toppen af budgetnumrene. Det er udfordrende i et udviklingsselskab at holde styr på dine tal.

Så jeg stødte på Planyard i en søgning efter at forbedre budgetstyringsprocesserne og for at gøre mit eget liv lettere.

Planyard gør det, og det tager dit projektbudget og lægger det meget tydeligt på skærmen for dig, så du har et levende realtidsbillede af, hvor dit projektbudget er på et givet tidspunkt. “

Ian Holford

Manager, Higgihaus -udvikling

Bristol, Storbritannien

“Jeg har arbejdet med cloud-regnskabsværktøjer som Xero og Quickbooks, som er fremragende, men de har ikke et specifikt konstruktionsbaseret omkostningsværktøj.

Så en række byggefirmaer er afhængige af, at kvantitetsmålere og projektledere laver en masse data input på pakker som Excel, som tager dem væk fra at fokusere på værditilvækstaktiviteter for den virksomhed, du gerne vil betale en dyr person at gøre.

Da jeg stødte på Planyard, var jeg lettet over, at der endelig var en løsning på dette problem. Citater, underentrepriseordrer, indkøbsordrer, fakturaer, fremdriftsregninger osv. Sættes på systemet, og det er knyttet direkte til budgettet, CVR’er, underleverandører og leverandører. Dette gør folks liv meget lettere. Data er ved hånden, det er automatiseret, og det får alle væk fra det forældede krav om at udfylde regneark. “

Paul Howarth

ACMA & CGMA , direktør, Live Management Accounts Ltd

Manchester, Storbritannien

“Jeg vil sige, at Planyard er en fantastisk måde at nemt og bekvemt spore dine jobomkostninger ét sted. Den holder styr på alle dokumenter og numre på ét sted.

Hvis der er et eller andet problem med budgettet, fortæller det dig bare, hvad du skal rette, og du vil være i orden. Det tænker egentlig bare et skridt foran for dig.”

Jordan Cohen

Partner, TITN Development

Florida, USA

”Vi sparer fire arbejdsdage hver måned pr. projektleder med Planyard. Den største effektivitetsforbedring bestod i at vi kunne slippe af med duplikatindtastning af data.”

Marek Korbelainen

Byggeleder, Kaamos Group

Tallinn, Estland

”Vi ville vide om vi kunne tjene penge på et projekt eller ej, før det var færdigt. Planyard har gjort det muligt for os at gøre det. Vi kan se nøjagtigt, hvilke projekter der er rentable, og hvilke der ikke er, så vi kan foretage ændringer på farten.”

Tomy Saaron

Medlem af bestyrelsen, Hausers

Tallinn, Estland

Bruger du stadig Excel til budgetstyring?
Der er en bedre måde.

Regneark er ikke den bedste måde at styre jobomkostninger på
  • Det er for let at lave fejl;
  • Du kan ikke se bag tallene;
  • Det er svært at standardisere og sikre overholdelse;
  • Der er ingen realtidsoversigt over rentabilitetsprognoser;
  • Det betyder dobbeltarbejde for PM’er og revisorer.
Planyard sparer tid og nerver

Følg dit budget i realtid, og gør øjeblikkelig handling, når der opstår fejl. Jobomkostninger er organiserede og fuldt søgbare og tilgængelige til prognoser, projektledelse og mere.