QuickBooks Integration for Contractors

Planyard is construction software that integrates with QuickBooks for contractors—enabling control over budgets, 3-way matching invoices, and enforcing multi-approver sign-off. Only approved, correctly coded bills sync to QuickBooks with vendor, Chart of Accounts, Class, and attachments.

Logos of Planyard and QuickBooks Online construction job costing integration

Trusted by construction companies globally

Why Contractors Add Planyard to QuickBooks

Contractors add Planyard to QuickBooks to replace spreadsheet-driven job costing with a controlled, audit-ready flow the whole team recognises. Site managers raise POs and capture invoices; QSs perform the 3-way match and let planyard assign the right cost code/class automatically; Finance sees only approved, fully coded bills landing in QuickBooks with the correct vendor, attachments, and CIS/reverse charge handled in QBO.

The result is fewer AP mistakes, no duplicate data entry, and real-time visibility of commitments and variances across projects – without changing how you run your accounts.

Construction Software Integrating with QuickBooks

Planyard is construction software integrating with QuickBooks for contractors who need real job costing, not just accounting. Only approved, correctly coded bills post to QuickBooks. QuickBooks applies CIS and domestic reverse charge VAT automatically when synced bills land on the correct vendor.

Build the budget & cost codes once

Set up your project budget and cost codes in Planyard once; everything downstream—POs, deliveries/valuations, and invoices—follows that structure. Teams work to the same codes, and QuickBooks only receives approved, correctly coded bills.

Standardised structure across projects

Use a consistent budget and cost-code breakdown so Site, QS, and Finance are always speaking the same language

Baseline and track changes

Lock the starting budget, record approved changes, and keep a clear audit trail from estimate to final account

Ownership and project permissions

Assign owners and approval thresholds by project or package to tighten control where spend is riskiest

Ready for rapid startup

Clone a previous job’s budget/codes to get new projects live fast without spreadsheet headaches

Map lines to Chart of Accounts & Classes

Planyard imports your Chart of Accounts and Classes from QuickBooks, then enforces line-level coding before approval. When bills sync, they already carry the right account and class for clean job reporting.

One-time import and sync

Planyard pulls COA, vendors, and classes from QuickBooks so it matches your books from day one

Mandatory chart of accounts

Approvers can’t submit without valid GL coding, eliminating reclassing later

Class tagging by project or line

Automatically attach the correct class for each project or cost line to keep QuickBooks job reports accurate

Cleaner month-end

Posting the right codes first time reduces adjustments, close delays, and back-and-forth between QS and Finance

Upload your project budget and follow the financial progress in real-time

No credit card required. No sales or IT support needed.

Real-time cost-to-complete visibility

As orders and invoices are approved, commitments and actuals update instantly. Variances surface early, and forecast-at-completion adjusts in real time so you can rebalance spend before costs overrun.

Live commitments and actuals

See budget, committed, and actual columns move as work progresses - no manual rollups

Find risky lines quickly

If any project or line is projected to be over budget, you will be alerted directly

Forecast-at-completion

See forecasted final cost on code, project, and portfolio levels to keep margins on track

Drill-through to source

Open any variance to the underlying PO, delivery/valuation, or invoice in a click

CIS and reverse charge VAT

Planyard keeps data clean so QuickBooks can do the tax logic. We sync your vendor master from QuickBooks and post approved bills to the correct supplier, enabling QuickBooks to apply CIS and domestic reverse charge VAT automatically.

Vendor database from QuickBooks

Use a single, synced supplier list to avoid duplicates and missing CIS setups

Automatic CIS rates in QuickBooks

Bills land on the right vendor so QuickBooks applies the correct CIS rate without manual picking

Reverse charge VAT respected

QuickBooks handles domestic reverse charge on synced bills - no manual changes needed

HMRC-ready evidence

Invoice PDFs and valuation/PO references travel with the bill for a clear audit trail at month-end

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

QuickBooks remains accounting’s source of truth; Planyard sends only finalised data. Approved bills are created in QuickBooks with vendor, account, class, amounts/tax/currency, and attachments – ready for payment and reporting.

Approved bills only

Nothing posts until 3-way match and required approvals are complete

Vendor, account, and class included

Every bill carries the correct supplier, GL account, and class for accurate job reporting

PDF and supporting docs

Attach the invoice PDF and references so Finance has full context in QuickBooks

Tax and currency details

Amounts, tax, and currency follow your QuickBooks setup to keep ledgers consistent

Process Costs Faster — Capture → Auto-link to PO → Approve → Sync

01

Capture: Email invoices to project inbox or scan via mobile; fields auto-extracted.

02

Auto-link to PO: PO + delivery matched; quantity/price variances flagged.

03

Approve: Route by project or on demand (e.g., Site → QS → Finance).

04

Sync to QuickBooks: Approved bills post with vendor, COA, class, tax/currency, and PDF.

Contractor workflow: QuickBooks alone vs QuickBooks + Planyard

Feature QuickBooks Alone QuickBooks + Planyard
Budget → COA/class mapping ✖ Manual, error-prone ✔ Auto-mapped from budget/cost codes
3-way match (PO/Delivery/Invoice) ✖ Not enforced ✔ Enforced with variance checks
Multi-step approvals ✖ Email/manual or external ✔ Project-configured & on-demand
Invoice capture & pre-coding ✖ Re-typing into QBO ✔ Email-in/OCR, defaults by vendor and code
CIS & reverse charge VAT (UK) ✖ Manual setup per bill ✔ Vendor-linked; QBO applies automatically on sync
Attachments in QuickBooks ✖ Manual uploads ✔ Invoice PDF + PO/valuation auto-attached
Duplicate data entry ✖ Common ✔ Eliminated (approval-only sync)
Job variance visibility ✖ After posting/reports ✔ Live variance & end forecast updates
Vendor/classes/accounts sync ✖ Separate lists ✔ Sync from QBO keeps the database up to date

Pricing for Contractors

A simple way to add Planyard to QuickBooks. Pick the feature set you need today - upgrade anytime as your controls mature.

Estimating

£40
/ month / project manager
 

Cost Estimating

Try for free

Essential

£82
/ month / project manager
£33
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
Try for free

Professional

£123
/ month / project manager
£33
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
Try for free

Ultimate

£164
/ month / project manager
£33
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
Try for free

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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Sharon Brown, Financial Controller, Dublin, Ireland

"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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Jason Escobar, Project Manager, Oxenfrod, Australia

"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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Claire Hill, Quantity Surveyor, Bolton, UK

"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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Jordan Cohen, Project Director & Partner, Florida, US