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.
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."
Read more
"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."
Read more
"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."
Read more
"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."
Read more
"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."
Read more
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.
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.
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.
Use a consistent budget and cost-code breakdown so Site, QS, and Finance are always speaking the same language
Lock the starting budget, record approved changes, and keep a clear audit trail from estimate to final account
Assign owners and approval thresholds by project or package to tighten control where spend is riskiest
Clone a previous job’s budget/codes to get new projects live fast without spreadsheet headaches
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.
Planyard pulls COA, vendors, and classes from QuickBooks so it matches your books from day one
Approvers can’t submit without valid GL coding, eliminating reclassing later
Automatically attach the correct class for each project or cost line to keep QuickBooks job reports accurate
Posting the right codes first time reduces adjustments, close delays, and back-and-forth between QS and Finance
No credit card required. No sales or IT support needed.
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.
See budget, committed, and actual columns move as work progresses - no manual rollups
If any project or line is projected to be over budget, you will be alerted directly
See forecasted final cost on code, project, and portfolio levels to keep margins on track
Open any variance to the underlying PO, delivery/valuation, or invoice in a click
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.
Use a single, synced supplier list to avoid duplicates and missing CIS setups
Bills land on the right vendor so QuickBooks applies the correct CIS rate without manual picking
QuickBooks handles domestic reverse charge on synced bills - no manual changes needed
Invoice PDFs and valuation/PO references travel with the bill for a clear audit trail at month-end
No credit card required. No sales or IT support needed.
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.
Nothing posts until 3-way match and required approvals are complete
Every bill carries the correct supplier, GL account, and class for accurate job reporting
Attach the invoice PDF and references so Finance has full context in QuickBooks
Amounts, tax, and currency follow your QuickBooks setup to keep ledgers consistent
Capture: Email invoices to project inbox or scan via mobile; fields auto-extracted.
Auto-link to PO: PO + delivery matched; quantity/price variances flagged.
Approve: Route by project or on demand (e.g., Site → QS → Finance).
Sync to QuickBooks: Approved bills post with vendor, COA, class, tax/currency, and PDF.
| 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 |
"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."
A simple way to add Planyard to QuickBooks. Pick the feature set you need today - upgrade anytime as your controls mature.
Cost Estimating
Estimating and Budget Control
Estimating, Cost Control and Purchase Orders Management
Full Functionality
We've got your questions covered. If you can't find the answer below, then feel free to contact us via the chat.
Posted: approved bills with coding, Class, vendor, and the invoice PDF.
Stays in Planyard: budgets, purchase orders, deliveries/valuations, approvals, and live job-cost reports.
Yes. Purchase order, delivery, and invoice are matched; quantity/price variances are blocked before anything syncs to QuickBooks.
Yes. Configure project-specific routes or trigger ad-hoc approvals (e.g., Site → QS → Finance) with thresholds; only fully approved invoices sync.
We import Classes from QuickBooks; cost codes map to those Classes, so posted bills are already tagged for accurate job reporting.
Yes. QuickBooks applies CIS and domestic reverse charge automatically when bills from Planyard land on the correct vendor.
No. Planyard manages project costs; QuickBooks remains your accounting system.
No credit card required. No sales or IT support needed.
