QuickBooks is great for accounting, but it wasn’t built for job costing. Planyard fills the gap by giving construction teams real-time cost tracking, automated purchase orders, and seamless invoice approvals – all while ensuring clean, error-free data in QuickBooks.
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Tracking job costs in QuickBooks often means manually entering purchase orders and invoices into spreadsheets—leading to wasted time, duplicate work, and costly mistakes.
“Before Planyard, I had to recreate every purchase order in multiple systems. Now, I do it once, and everything stays updated automatically.”
— Grant Collins, Quantity Surveyor, Skyler Contracting
QuickBooks provides financial reports, but it doesn’t give you a real-time view of job costs and commitments. By the time numbers are reviewed, it’s often too late to react to budget overruns.
“With accounting software alone, I used to spend days exporting data to figure out actual job costs. Now, I see everything in real time.”
— Jason Escobar, The Keane Group
QuickBooks’ job costing module lacks subcontractor payment tracking and automated cost approvals, making it difficult to prevent overbilling or misallocated expenses.
“Subcontractors submit invoices through Planyard, and I approve them in a few clicks. No more guessing where costs belong.”
— Claire Hill, Brown & Bancroft
Unlike other construction software that constantly syncs back and forth with QuickBooks, Planyard ensures all job costing, budgets, and approvals happen in one place. Only approved bills are sent to QuickBooks, eliminating errors and giving accountants clean, categorized financial data.
Planyard is designed for construction teams, while QuickBooks is built for accounting. Manage budgets, commitments, and costs in Planyard, and only pre-approved, categorized invoices are sent to QuickBooks.
Only approved finalized costs reach QuickBooks
Project financials stay controlled in one system
A clear one-way process ensures clarity between project teams and accounting
Project teams track costs in Planyard, accountants finalize books in QuickBooks
Instead of dumping raw invoices into QuickBooks and forcing accountants to assign costs manually, Planyard ensures every invoice is pre-processed before syncing.
Already assigned when costs sent from Planyard to QuickBooks
Information about the supplier, purchase order, or subcontract is sent together with the invoice
Various project related information gets sent together with the invoice - job, cost code, and responsible project manager
The original invoice document attached is attached together with other context for full transparency
No credit card required. No sales or IT support needed.
Many construction teams still export reports from QuickBooks and manually match them to projects. Planyard eliminates this by keeping job costing live and accurate – so you always know where you stand.
Real-time numbers without waiting for reports
Planyard updates budget vs. actuals for you automatically with no needed calculations
No need for monthly spreadsheet adjustments since Planyard is up to date
Costs are linked to projects at the source by people closest to the project
Planyard flags potential overbilling errors before invoices are paid, ensuring subcontractor costs match agreed purchase orders.
All invoices are matched to the original subcontracts and purchase orders
Planyard flags invoices that would exceed agreed upon values before approval
You can see pending commitments at any time to prevent any budget surprises
Planyard will alert you if any costs exceed planned budgets
No credit card required. No sales or IT support needed.
Managing subcontractor claims and supplier invoices manually can lead to delays and mistakes. Planyard streamlines the process with automated tracking and approvals.
No back-and-forth emails or papers - they can just submit the work done for the month
Invoices are compared to the contracts and get checked before reaching QuickBooks
Retention amounts are calculated automatically and reduce risks for errors
Invoices only go one way and don't get lost - avoiding fees for delays
Unlike QuickBooks’ static job cost reports, Planyard keeps budgets updated as costs come in, giving you a real-time snapshot of your project’s profitability.
Live view into the costs of any job on a single line or project level
You can see live values of budget vs. actuals at any time
You can see the financial status of your whole portfolio in one dashboard
No more manual exports to do - the data is always accurate in Planyard
Planyard keeps job costing in one place, ensuring project teams manage budgets while accountants get clean, pre-approved invoices in QuickBooks.
Cost estimating
Estimating and budget control
Estimating, cost control and purchase orders management
Full functionality
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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We've got your questions covered. If you can't find the answer below, then feel free to contact us via the chat.
Yes, but QuickBooks’ job costing features are limited. It lacks real-time cost tracking, budget forecasting, and subcontractor payment management, which Planyard provides.
Planyard syncs only approved invoices to QuickBooks – complete with chart of accounts, supplier details, project codes, and the original invoice document. This ensures clean, organized data for your accounting team without extra manual work.
No – Planyard enhances QuickBooks by managing job costs separately. Project teams track budgets, costs, and commitments in Planyard, while only finalized, pre-approved invoices are sent to QuickBooks.
Unlike other construction software that syncs data back and forth, Planyard ensures that only finalized and approved costs reach QuickBooks – eliminating duplicate entries and misclassified expenses.
Planyard allows subcontractors to submit invoices and progress claims online. These are then matched to purchase orders and reviewed before approval – ensuring QuickBooks only receives approved, accurate costs.
Planyard provides a real-time financial overview of all your jobs. Unlike QuickBooks, where job cost tracking requires manual updates, Planyard automates tracking, updates budgets in real time, and flags cost overruns before they become a problem.
Yes! Planyard ensures only approved invoices get sent to QuickBooks. Project managers can review costs, assign the correct job codes, and catch errors before they affect accounting.
No credit card required. No sales or IT support needed.