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.
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 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) |
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 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
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 posts only approved, coded bills to QBO with vendor, COA, Class, tax/currency, and the invoice PDF attached.
Yes. Configure project-specific or ad-hoc approval routes with thresholds (e.g., Site → QS → Finance).
Yes. Planyard matches PO, delivery/valuation, and invoice; variances are blocked before posting.
QuickBooks applies CIS and reverse charge VAT on posted bills; Planyard ensures clean vendor linkage and coding so outcomes are correct and HMRC reporting stays straightforward.
Yes. Budget/cost codes map to QuickBooks Classes so bills are correctly tagged for job reporting.
Upload your project budget and follow the financial progress in real-time
No credit card required. No sales or IT support needed.