DPTQS Ltd is a Cornwall-based consultancy led by Paul Treweek, a seasoned independent Quantity Surveyor and Estimator, and an associate member of the RICS. Managing high-end residential projects that can reach up to £3–4 million, Paul often serves dual roles: working on a contractor’s behalf for cost-plus projects while also overseeing budgets and estimates for other private clients.
“Yes, I’m basically a sole trader, a one-man band. I work for both clients and contractors on high-end builds. I’ve handled everything from demolition to final finishes,” – Paul
By integrating Planyard into his workflow, Paul estimates he now saves about one day per week, time he previously lost to double data entry and repetitive tasks.
This reclaimed efficiency helps him focus on the bigger picture, from initial site work to final handover, where accuracy and accountability are crucial at every step.
Challenges
For years, Paul used a mix of manual methods and traditional software to handle both pre-contract estimating and ongoing cost control. Though some specialized estimating systems were powerful, he found them excessively rigid: “I’ve used bigger packages in the past, but they wanted me to adapt to them, rather than supporting how I actually work.”
Excel seemed convenient at first, yet it, too, created hurdles from the outset. Updating existing templates proved cumbersome, especially when he needed to hide or reveal specific information for clients, and tracking cost-plus invoices became frustratingly time-consuming.
Tracking cost-plus invoices, often sent as large batches of PDF files, also became a nightmare in Excel. “I’d get a zip file with 150 invoices every month,” Paul recalled. “Allocating each one to the correct budget line was time-consuming and frustrating.”
“I’d get a zip file with 150 invoices. Trying to allocate each one to its correct code was time-consuming and frustrating. Planyard just breezes through all that.” – Paul
Another stumbling block was the lack of a central database for material rates and labor costs. Whenever contractors updated their rates, Paul had to track them manually. This meant combing through old spreadsheets, risking version-control errors, and wasting time that could be spent on higher-value tasks.
Finding Planyard
Paul discovered Planyard by searching online for cost-plus construction software. It stood out immediately for its clear pricing, transparent feature descriptions, and user-friendly documentation. After an introductory call with the Planyard team, he began testing the software with a free trial.
“A lot of sites were vague. Planyard’s site explained exactly what I needed—plus the pricing was fair. It delivered on its promises and was top of the list on Google.”
Even more compelling was Planyard’s flexibility. While some software forced rigid workflows, Paul found Planyard adaptable enough to accommodate his existing processes. “I wasn’t being forced to stick to arbitrary cost codes or categories,” he explained. “I could break down costs however I wanted, but it still gave me a strong framework to keep everything organized.”
“I liked that Planyard could adapt to my workflow instead of forcing me into arbitrary headings. I could set up categories my way, but still enjoy a solid framework.”
A brief introductory call and a 14-day free trial further convinced him. Even though Planyard’s estimation module wasn’t heavily advertised at the time, he tested it and found it surprisingly comprehensive.
Implementation and Ease of Use
Transitioning to Planyard was seamless. Within days, Paul was importing real invoices and creating estimates without resorting to multiple Excel sheets. Any initial quirks—like unclear icons—were swiftly addressed by Planyard’s support team, who added hover-over descriptions.
“It felt like I’d been using it for years—everything just clicked. And if I noticed something missing, the team genuinely listened and made improvements within weeks.”
Because he runs a single-person operation, Paul didn’t have to worry about staff adoption or departmental politics. This meant he could incorporate Planyard’s features—like the centralized database of labor and material rates—at his own pace. He especially appreciated how changing a unit rate in one place automatically updated it across future estimates.
“For example, I spoke to my account manager about needing certain estimates to show only overall totals when sending them to the clients, and within weeks, Planyard added that feature. It’s incredible how responsive they are.”
Impact on Estimating and Cost Control
Paul estimates he now saves about one day per week by eliminating double data entry and letting Planyard streamline each step, from setting up estimates to reconciling monthly invoices.
“Timewise, on one project alone, I'd probably save six to eight hours a week. That’s four days or more, every single month—over and over again.”
He also appreciates being able to provide clients with exactly the right level of detail. On large tenders, he can group costs under headings like “Internal Doors” while keeping deeper data (door supply, painting, etc) out of sight until needed.
“It’s the little things that add up—like not having to fiddle with hidden columns or create separate PDFs. Planyard handles it all with just a few clicks.”
While Excel often forced Paul to create entirely new sheets when a contractor updated a rate, Planyard’s database feature lets him adjust rates centrally. The system tracks when each rate was changed, making it easy to see which numbers are current.
“If concrete blocks go up from 90p to a pound, I change it once in Planyard, and it filters through all my estimates and updates the total costs. That’s a huge time-saver.”
Future Use
As a quantity surveyor nearing retirement, Paul doesn’t plan to expand his business or team significantly. Nonetheless, he envisions using Planyard’s subcontractor valuation features on upcoming contractor-side projects and possibly offering limited read-only project access to clients or other collaborators.
"I’m 66 now and meant to be retiring, but if I’d been 30 years younger, Planyard would have been my go-to for growing the business.”
He also sees potential in improved dashboards and variations handling, noting that any enhancements Planyard makes have historically come about swiftly based on user feedback.
“I wish Planyard had been around 30 years ago—it would have saved me countless hours of frustration. Even now, it’s invaluable. I’m recommending it to all contractors around Cornwall.”
Conclusion
By switching to Planyard, DPTQS resolved its most time-consuming tasks and now saves multiple days each month. Paul no longer dreads sorting through heaps of monthly invoices that need to be reconciled, and his clients receive professional, transparent reports with just the right amount of detail.
Planyard’s responsiveness, fair pricing, and focus on user-friendly design have made it an indispensable tool in Paul’s workflow.
“Planyard is just simple, flexible, and priced fairly. Anyone dealing with construction costs should really give it a go.”