Planyard integrates with QuickBooks to deliver real-time job costing for construction — eliminate spreadsheets with 3-way matching, multi-approver workflows, and classes mapping.
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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
Sync only approved, correctly coded project costs to QuickBooks. Planyard is your job-costing workspace; QuickBooks stays your accounting source of truth - both always in sync, without duplicate data entry.
Planyard is the job-costing workspace where your project teams live; QuickBooks remains the source of truth for finance. Approved, correctly coded costs flow one way into QuickBooks—clean, consistent, and without duplicate data entry.
Link QuickBooks from Integrations and import your Chart of Accounts, Vendors, and Classes
Budgets, POs, deliveries/valuations, and invoices are managed in Planyard
Once an invoice clears your rules, Planyard automatically creates a properly coded bill in QuickBooks
Invoice PDFs, PO/valuation references, and line reports travel with the bill for full context
Turn emailed PDFs and mobile photos into structured, pre-coded bills. Planyard reduces AP time by extracting data, suggesting codes, and catching issues before approval.
Each project has a dedicated inbox; staff can also snap receipts/invoices in the mobile app
Key fields—supplier, invoice number, dates, net/tax/total—are read and organized
Based on supplier, project, and budget line, Planyard pre-fills the GL account and QuickBooks Class
The system flags repeated invoice numbers, missing POs, or odd amounts so before anything reaches QuickBooks
No credit card required. No sales or IT support needed.
Enforce rock-solid controls before anything touches QuickBooks. Planyard links each supplier invoice to the correct PO and goods received record, flags variances, and stops over-billing at the source.
When an invoice references a PO, Planyard automatically pairs it with the right order and delivery record
Set rules for price and quantity tolerances. If an invoice exceeds thresholds, it must be reviewed before sent to QBO
Handle partial GRNs and retention cleanly. Planyard matches each line to what was actually delivered
Once approved, the original PDF, PO, and line-item report are sent to QuickBooks - keeping audit trails complete
If your team is juggling spreadsheets, duplicate vendors, and last-minute CIS fixes, month-end drags and risk climbs. Planyard keeps data clean so QuickBooks Online applies CIS automatically—no rekeying, no guesswork, fewer compliance surprises.
Planyard pulls suppliers from QuickBooks, so that all of the CIS information is always up to date
After approval, Planyard posts the bill against the correct QuickBooks vendor with the proper coding and documents
CIS logic - rates, deductions, verification - lives in QuickBooks. Planyard delivers correctly linked bills so QuickBooks can apply CIS rules automatically
QuickBooks applies CIS and domestic reverse charge VAT automatically when bills sync from Planyard
No credit card required. No sales or IT support needed.
Standardize how costs get approved. Project-configured or on-demand workflows (serial or parallel), and roles so every invoice follows the same policy – fully auditable.
Define who approves what (e.g., Site Manager up to £5k, QS to £25k, Finance beyond). Planyard routes and enforces it
Run linear approvals (Site -> QS -> Finance) to speed throughput on predictable, low-risk spend
Approvers review the PO, delivery, and invoice when they have time, leave a comment, and approve/reject in a tap - no back-and-forth
Every action is time-stamped with user info. Strict policies ensure nothing is sent to QuickBooks without approval
Map once, post perfectly forever. Planyard mirrors your Chart of Accounts and Classes from QuickBooks, then applies the right codes to every approved cost—so finance never has to reclass.
Connect QuickBooks to pull COA, vendors, and classes. Planyard stays in sync so codings remain accurate
Tie each budget/cost code to a GL account. Approvers can’t submit without valid coding
Apply QuickBooks classes automatically at project or line level, ensuring job reports in QuickBooks are complete
Approved bills hit QuickBooks with vendor, account, Class, and attachments - reducing month-end cleanups
Planyard is construction software integrating with QuickBooks that fills the job-costing gaps: you manage budgets, purchase orders, deliveries/valuations, and approvals in Planyard, then only approved, correctly coded bills flow into QuickBooks with the right vendor, account, Class, and attachments.
The result is accurate project reporting for site teams and clean financials for accounting—without duplicate data entry or spreadsheet workarounds.
Email invoices to the project inbox or scan via mobile. Key fields (supplier, dates, totals) are extracted automatically.
Auto-link to PO If a PO number is present, Planyard pairs the invoice with the correct order and delivery/valuation.
Approvers see PO, delivery, and invoice side-by-side, add comments, and sign off on the platform.
Approved bills post to QuickBooks with the correct vendor, Chart of Accounts, Class (project), tax, currency.
See budgets, commitments, and actuals update in real time as orders and invoices are approved. Planyard highlights variances at line, project, and portfolio level, and warns when thresholds are crossed.
| Feature | QuickBooks Alone | QuickBooks + Planyard |
|---|---|---|
| 3-way match (PO/GRN/Invoice) |  |
 |
| Multi-step approvals | Limited/External | Company level, project level, or on-demand |
| Classes and accounts mapped | Manual | Auto-mapped |
| CIS handling (UK) | Manual setup | Data captured/vendor-linked → QB applies CIS |
| Real-time job variance | Basic | Live, project-level |
| Duplicate data entry | Common | Eliminated |
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 most construction teams outgrow it. QuickBooks lacks 3-way matching, multi-step approvals, and proactive budget variance controls. Planyard adds these controls and then syncs clean, approved costs into QuickBooks.
It’s a one-way, approval-only sync: Planyard pushes approved bills to QuickBooks Online with vendor, Chart of Accounts, Class (project), amounts/tax, and PDF attachments. We also import your COA, vendors, and classes so coding stays consistent.
Posted: approved bills with coding and attachments.
Stays in Planyard: budgets, POs, deliveries/valuations, approvals, and live job-cost reports. Accounting keeps QuickBooks as the source of truth; projects run in Planyard.
Yes. Planyard links each invoice to its PO and delivery/certification, flags quantity/price variances, and blocks exceptions until resolved—before anything hits QuickBooks.
Yes. Project-configured or on-demand workflows (e.g., Site → QS → Finance) with value thresholds and roles. Only fully approved invoices are posted to QuickBooks.
Planyard imports classes and lets you map budget/cost codes to the right class. Approved costs post to QuickBooks already tagged, so job reports stay accurate without reclassing.
Yes. Planyard syncs your vendor master from QuickBooks and posts bills to the correct vendor, so QuickBooks applies CIS rules and rates automatically. CIS reporting remains straightforward and HMRC-ready.
Duplicate-number checks, PO linkage, variance tolerances, and mandatory coding stop errors at source. Because only approved documents sync, QuickBooks avoids duplicates and misclassifications.
Yes. The invoice PDF and relevant PO/valuation references are attached to the QuickBooks bill, giving finance a complete audit trail.
Planyard integrates with QuickBooks Online. If you’re on Desktop, talk to us about migration paths or alternatives.
Planyard supports retention and staged valuations. Those details are reflected in approvals and documentation sent to QuickBooks, keeping payment and audit records aligned.
Yes. Planyard maintains project-level controls; approved bills sync to QuickBooks Online with currency details per your accounting setup.
No credit card required. No sales or IT support needed.
