QuickBooks job costing integration for construction

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.

Free 14-day full-featured trial. No credit card required.

Trusted by construction companies globally

The problem - why job costing in QuickBooks alone isn't enough

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

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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

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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

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The solution - Planyard + QuickBooks

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.

Job costs stay in Planyard, accounting stays in QuickBooks

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.

No duplicate data

Only approved finalized costs reach QuickBooks

No budget mismatches

Project financials stay controlled in one system

No unnecessary discussions

A clear one-way process ensures clarity between project teams and accounting

One source of truth

Project teams track costs in Planyard, accountants finalize books in QuickBooks

No more guesswork for accountants

Instead of dumping raw invoices into QuickBooks and forcing accountants to assign costs manually, Planyard ensures every invoice is pre-processed before syncing.

Chart of accounts

Already assigned when costs sent from Planyard to QuickBooks

Linked supplier details

Information about the supplier, purchase order, or subcontract is sent together with the invoice

Project-related context

Various project related information gets sent together with the invoice - job, cost code, and responsible project manager

Original invoice

The original invoice document attached is attached together with other context for full transparency

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

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

Eliminate spreadsheet reconciliation

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 cost tracking

Real-time numbers without waiting for reports

Automatic actuals

Planyard updates budget vs. actuals for you automatically with no needed calculations

No monthly adjustments

No need for monthly spreadsheet adjustments since Planyard is up to date

Prevent human errors

Costs are linked to projects at the source by people closest to the project

Approve an invoice for a purchase order on Planyard

Prevent overbilling and catch cost discrepancies early

Planyard flags potential overbilling errors before invoices are paid, ensuring subcontractor costs match agreed purchase orders.

Subcontractor invoices

All invoices are matched to the original subcontracts and purchase orders

Overbilling prevention

Planyard flags invoices that would exceed agreed upon values before approval

Track commitments

You can see pending commitments at any time to prevent any budget surprises

Automatic alerts

Planyard will alert you if any costs exceed planned budgets

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

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

Product picture from Planyard financial managment software visualising contract overview and ongoing payment application.

Automate subcontractor and supplier payments

Managing subcontractor claims and supplier invoices manually can lead to delays and mistakes. Planyard streamlines the process with automated tracking and approvals.

Reports submitted by subs

No back-and-forth emails or papers - they can just submit the work done for the month

Pre-checked invoices

Invoices are compared to the contracts and get checked before reaching QuickBooks

Automatic retainages

Retention amounts are calculated automatically and reduce risks for errors

Faster processing

Invoices only go one way and don't get lost - avoiding fees for delays

Real-time budgeting and profit forecasting

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.

Instant visibility

Live view into the costs of any job on a single line or project level

Automatic variance tracking

You can see live values of budget vs. actuals at any time

Portfolio-wide insights

You can see the financial status of your whole portfolio in one dashboard

No more reporting

No more manual exports to do - the data is always accurate in Planyard

Keep job costing smart. Keep pricing simple.

Planyard keeps job costing in one place, ensuring project teams manage budgets while accountants get clean, pre-approved invoices in QuickBooks.

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Estimating

$52
/ month / project manager
 

Cost estimating

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Essential

$105
/ month / project manager
$43
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
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Professional

$158
/ month / project manager
$43
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
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Ultimate

$210
/ month / project manager
$43
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 change orders
  • Collect subcontractor payment applications
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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