Capture and pre-code invoices
Email-in and OCR convert supplier PDFs into structured data. Default coding by vendor and cost code speeds review and reduces mistakes.
QuickBooks Approval Workflows for Contractors
QuickBooks is your accounting source of truth. Planyard adds the project-side QuickBooks approval layer—so Site, QS, and Finance follow the same process and only approved, correctly coded bills ever reach accounting.
- Multi-step approvals (Site → QS → Finance)
- 3-way match before posting (PO ↔ delivery/valuation ↔ invoice)
- Approved bills sync to QuickBooks with vendor, COA, and Class
- CIS & domestic reverse charge VAT applied in QBO on posted bills
Free 14-day full-featured trial. No credit card required.
Trusted by construction companies globally
Why contractors add approval workflows to QuickBooks
Project teams capture invoices, match to orders, and route approvals in Planyard; Finance stays focused in QuickBooks. The result is fewer AP errors, no duplicate entry, and clean job reporting—without changing your accounting system.
Approval workflows that fit your projects
A single, controlled flow from capture to sign-off—so every bill that reaches QuickBooks is correct the first time.
Email-in & OCR
Turn PDFs/photos into line-item data automatically
Default coding
Apply accounts/class defaults by vendor or code to minimise edits
Duplicate detection
Flag potential duplicates before approvals begin
Attachments preserved
Keep the original invoice file and notes for audit
Configure multi-step approvals (Site → QS → Finance)
Set project-specific routes or trigger ad-hoc approvals. Thresholds ensure the right people sign off based on value, package, or variance.
Roles & thresholds
Enforce approvers by project to control risk
Ad-hoc routes
Pull in specialists when exceptions arise
Approvals all in one place
Approve on the go without breaking the chain of custody
Reminders & SLAs
Keep invoices moving with timed nudges
Upload your project budget and follow the financial progress in real-time
No credit card required. No sales or IT support needed.
3-way match before accounting
Match PO, delivery/valuation, and invoice. Variance tolerances catch price/quantity issues early and block mismatches from posting.
PO linkage
Tie invoices to the correct order automatically
Delivery/valuation checks
Verify goods received or certified work
Blocks on mismatch
Stop errors before they hit accounting
Ordered amount checks
Overages raise flags, not busywork
Enforce coding for clean QuickBooks data
Import your Chart of Accounts and Classes; require coding before approval so bills post correctly tagged for job reporting.
Import COA & Classes
Mirror your QBO structure 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
Upload your project budget and follow the financial progress in real-time
No credit card required. No sales or IT support needed.
CIS and reverse charge VAT are 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
Audit trail
Approver names, dates, and notes travel with the bill
Reverse charge VAT
QBO respects domestic reverse charge on posted bills
CIS applied in QBO
Posting to the correct vendor lets QBO apply CIS automatically
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: Pair invoices with POs and deliveries/valuations; 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.
Approval & cost control: Planyard vs QuickBooks alone
| Capability | QuickBooks Alone | QuickBooks + Planyard |
|---|---|---|
| Multi-step approvals (Site → QS → Finance) |  Email/manual |
 Project-configured & ad-hoc routes |
| 3-way match (PO ↔ delivery/valuation ↔ invoice) | Not enforced |
Enforced with variance blocks |
| Coding enforcement (COA/Class) | After the fact |
Mandatory before approval |
| Invoice capture & pre-coding | Re-typing into QBO |
Email-in/OCR with defaults |
| CIS & domestic reverse charge VAT | Manual checks per bill |
QBO applies rules; data posted cleanly |
| Retentions & certifications (valuations) | Not supported |
Built-in before posting |
| HMRC-ready audit trail | Manual uploads |
Bills post with PDF, PO/valuation refs & notes |
| Duplicate entry | Common |
Eliminated (approval-only sync) |
Pricing for QuickBooks approval add-on
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
Read success stories from our customers
See how Planyard helps businesses like yours succeed - read their stories in our blog.
"Planyard's integration with Xero has streamlined our project financials, providing clear insights and saving us valuable time. It's easy to use and keeps all commitments organized for seamless financial tracking."
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"Planyard saves us 3-4 days per project by simplifying financial tracking and cutting out double data entry. It’s user-friendly and lets us focus on our main tasks."
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"Planyard is basically a live CVR and saves time by making Excel unnecessary. Once a project’s set up, I can rely on Planyard to stay organized without spreadsheets."
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"If there’s some problem with the budget, it just tells you what you need to fix and you’ll be fine. It really just kind of thinks a step ahead for you."
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