Setup guide for busy professionals who want to quickly get started as their next project begins (Usually takes 15–20 minutes)
This guide is for the Planyard champion—typically a manager or project lead—who wants to quickly set up a standardized workflow and eliminate spreadsheets. Follow these eight steps to set up your account and start running real-time cost control.
1. Log into your account
If you don’t have one, start your 14-day free trial here.
2. Fill in your company profile
Your company name, registration code, and logo will appear on all documents (POs, applications, etc.).
- Click Company → Settings
- Fill in the fields
3. Invite your team
Add project managers, QSs, site engineers, finance staff, or even the client to allow him to track the project in real-time.
- Click Company → User Management
- Click Add New User
- Enter their email, choose permissions, and click Create
Planyard will email them the account access details and quick setup guides.
4. Decide project visibility
Set whether users can access each other’s project item cost data. Shared visibility improves estimating and market benchmarking.
- Select the user right: View projects, either Everyone’s or Own & Shared
“Sharing this information allows team members to quickly check budget item costs in colleagues’ projects for cost estimating or to understand market prices better when negotiating subcontractors. It’s especially useful if you use the same cost codes for all the projects, allowing the users to one-click print item cost breakdowns across all portfolio projects—active and historic.”
5. Upload your first project
Go to Projects → Create Project.
You can upload the starting project budget spreadsheet using short video guides. You can use any budget item names and cost codes, fill them in accordingly on the import file:
- Simple project: 2-minute video for uploading the budget spreadsheet or download a sample template
- Complex project with multi-level budget subcategories: 3-minute video for uploading the budget spreadsheet or download a sample template
- Or convert a winning quote directly in the Sales module into a live project
We recommend that one manager upload all initial projects to ensure consistency. You can then assign the project owner in Project Settings so all projects are prepared similarly.
6. Lock budget estimates for accountability
Prevent QSs and PMs from editing original estimates so you can always backtrack:
“Restricting edits to budget estimates increases accountability and allows backtracking what was estimated vs. what actually happened.”
- Go to Company → User Management
- Set “Edit Estimates and Target Budgets” permission to No
7. Link subcontractor/vendor invoices as you receive them
Best way to link accounts payable invoices:
- Auto-import from your AP email (recommended)
- Outlook Add-in: How to download & tutorial
- Planyard Gmail Add-on: Download & tutorial
- Planyard application: iPhone & Android
8. Automate invoice processing to accounting
Avoid manual entry by integrating it with your accounting software:
- Connect to Xero, QuickBooks, Sage, or MYOB
- Or let Planyard automatically forward approved invoices to your accountant’s email
9. Supporting roles for your projects
You can share access to your Planyard project with stakeholders such as the client (view-only), site engineers, and foremen (to register change orders, raise purchase orders, etc.).
To do this:
Project → Settings → Share project → Select the team member and assign appropriate user rights.
10. Custom Purchase Order Terms Template (Recommended)
This configuration lets you define a purchase order terms template that your team can customize before sending POs to vendors. It’s helpful for reminding suppliers about:
- Payment terms
- Where to send the invoice
- Including the Purchase Order number as a reference
This ensures all purchase orders from your company follow a consistent and professional format.
Go to:
Company → Settings → Custom Purchase Order Terms
11. Sending emails to vendors from your work email address (Recommended)
This setup allows Planyard to send emails using your company’s work email domain. It’s especially useful when sending purchase orders, RFQs, and payment applications to subcontractors or vendors—helping avoid spam filters and improving trust.
Go to:
Company → Settings → Email Identities
Just copy the configuration details and send them to your IT support. They only need to make a small update in your email service provider.
Advanced setup (optional) – support@planyard.com
- Invoice approval workflows
- PO approval workflows
- Subcontractor bid comparisons