Built for UK contractors — CIS & reverse charge VAT
Keep vendor linkage and coding correct in Planyard so QuickBooks applies CIS and domestic reverse charge VAT automatically.
Construction Estimating Software Compatible with QuickBooks
Stop rebuilding numbers in spreadsheets. Create accurate estimates in Planyard, convert them into live budgets and purchase orders, and then post only approved bills to QuickBooks with the correct vendor, Chart of Accounts, and Class—ensuring clean and consistent reporting and accurate VAT/CIS outcomes in QBO.
- Estimate -> budget in one click
- Templates and cost libraries to standardise estimating
- Approved bills sync to QuickBooks
- CIS & domestic reverse charge VAT are handled in QBO
Free 14-day full-featured trial. 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 contractors add Planyard to QuickBooks for estimating
Estimators and PMs build estimates in Planyard; delivery teams call off against the agreed budget; Finance receives only approved, correctly coded bills in QuickBooks. That means no duplicate entry, accurate class/accounts tagging, and fewer AP corrections at the end of the month.
From estimate to live budget (and into QuickBooks)
A single flow from estimate to budget, purchasing, approvals, and posting to QuickBooks—so numbers stay consistent from bid to final account.
One vendor list
Everyone selects from the same QuickBooks supplier—no duplicates or local copies
CIS set up once in QBO
Bills land on the right vendor so QuickBooks applies the correct CIS rate
Reverse charge respected
Domestic reverse charge VAT is handled by QuickBooks on posted bills
HMRC-ready audit trail
Invoice PDFs and PO/valuation refs post with the bill for evidence
Build the estimate once (templates & cost library)
Create estimates faster with reusable templates and a structured cost library; reuse past projects when scopes repeat, then export a polished PDF for clients.
Templates
Start from prefilled templates and adjust to the project—no blank-sheet estimating
Cost library
Insert standard items from your library for consistent pricing
Duplicate past projects
Copy a previous estimate when scopes are similar to save time
Export PDF
Produce professional, branded estimate PDFs in seconds
Upload your project budget and follow the financial progress in real-time
No credit card required. No sales or IT support needed.
Versioning, markups & accuracy controls
Keep estimates defensible with versions, structured categories, and automated totals—so nothing slips through during revisions.
Version control
Track revisions and who changed what throughout the estimate
Structured categories
Use consistent layers and headings for clearer roll-ups
Markups & overhead
Apply standard markups to maintain target margins
Auto totals
Let the system calculate line, group and grand totals to reduce errors
Convert the estimate to a live project budget
When the price is agreed, convert the estimate into a control budget with cost codes that downstream teams actually use.
One-click hand-off
Turn estimate lines into budget lines without re-typing
Codes preserved
Cost codes flow through to purchasing and AP
Baseline locked
Freeze a baseline and measure changes against it
Change logging
Record approved adjustments with notes for audit
Upload your project budget and follow the financial progress in real-time
No credit card required. No sales or IT support needed.
Map lines to QuickBooks COA & Classes
Keep reporting consistent by aligning budget lines to QuickBooks’ chart of accounts and Classes from day one.
Import COA & Classes
Bring your accounts and Classes into Planyard in minutes
Auto-mapping
Map budget lines once; mappings are reused project-wide
Class tagging
Tag posted bills to the correct class for job reporting.
Error prevention
Block postings without required account/class coding
Tax outcomes respected in QuickBooks
Planyard keeps vendor linkage and coding correct, so QuickBooks applies all taxes correctly as required.
Vendor master sync
Use the same supplier records that Finance maintains in QBO
Tax rules applied in QBO
Bills land on the right vendor so the correct tax rates are used
Reverse charge
Retention amounts are calculated automatically and reduce risks for errors
Attachments & refs
Invoice PDFs and PO refs travel with the bill for audit
Upload your project budget and follow the financial progress in real-time
No credit card required. No sales or IT support needed.
What syncs to QuickBooks Online
Only clean, approved, fully coded data moves to accounting—ready for payment, reporting, and VAT/CIS logic in QBO.
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; 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, COA, Class, tax/currency, and attachments.
Estimating & project control: Planyard vs QuickBooks alone
| Capability | QuickBooks Alone | QuickBooks + Planyard |
|---|---|---|
| Estimating (templates, libraries) |  Spreadsheets/add-ons |
 Built-in templates & cost library |
| Estimate → budget conversion | Manual re-typing |
One-click conversion with codes |
| COA/Class tagging for job reports | Manual |
Auto-mapped from budget lines |
| Purchase orders & deliveries/valuations | Basic/limited |
PO issuance & delivery/valuation tracking |
| 3-way matching (PO ↔ delivery/valuation ↔ invoice) | Not enforced |
Enforced with variance blocks |
| Approvals (Site → QS → Finance) | Email/manual |
Project-configured or ad-hoc workflows |
| Invoice capture & pre-coding | Re-typing into QBO |
Email-in/OCR with default coding |
| Live variance & end cost forecasting | After posting/reports |
Real-time variance alerts & end cost forecast updates |
| CIS & domestic reverse charge VAT (UK) | Manual checks per bill |
Vendor-linked bills; QBO applies rules automatically |
| Retentions & certifications (valuations) | Not supported |
Built-in retentions and valuations before posting |
| HMRC-ready audit trail | Manual uploads |
Bills post with PDF & PO/valuation refs + notes |
| Duplicate entry | Common |
Eliminated (approval-only sync) |
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
Start with estimating and budget conversion; add purchasing, approvals, and 3-way match as you standardise processes.
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.
Yes. Planyard integrates with QBO and posts only approved, coded bills with vendor, Chart of Accounts, Class and the invoice PDF attached.
Yes—turn estimate lines into a live control budget in one click.
Yes—budget/cost codes map to QuickBooks Classes so posted bills are already tagged for accurate project/job reporting.
Yes—PO/delivery/valuation/invoice matching and project-configured or ad-hoc approvals are enforced before posting to QuickBooks.
QuickBooks applies CIS and reverse charge VAT; Planyard ensures clean vendor linkage and correct coding so outcomes are applied properly and HMRC reporting remains straightforward.
Upload your project budget and follow the financial progress in real-time
No credit card required. No sales or IT support needed.