Timesheets that fit UK payroll cycles
Approve hours on the cadence you actually run payroll—weekly or monthly—and keep job reports in step.
QuickBooks Timesheets Integration for Construction
QuickBooks runs your accounting. Planyard captures the site work, including labour hours, against the correct project and cost code. These are then reviewed and approved, and posted to QuickBooks as clean, accountant-ready summaries. Fewer re-types, earlier margin visibility—and a smoother UK payroll process.
- Hours coded to cost codes at entry
- Approvals before anything hits accounting
- Per-project/per-worker summaries for QBO payroll & job reports
- Supports CIS & Reverse Charge VAT
Free 14-day full-featured trial. No credit card required.
Read success stories from our customers
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."
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"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."
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"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."
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"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."
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"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."
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Trusted by construction companies globally
Built for UK contractors — payroll, CIS and HMRC evidence
Timesheets in Planyard keep projects under control and make payroll simple. For employees you export clean summaries to QuickBooks Payroll; for CIS subcontractors, Planyard links bills to the correct vendor so QuickBooks applies CIS automatically.
Weekly/fortnightly periods
Roll up entries by your payroll cycle so Finance isn’t reworking totals later.
Approvals before payroll
Only approved hours move to the accounting summary that feeds QuickBooks Payroll.
Mapped to COA/classes
Summaries align with your Chart of Accounts and QuickBooks Classes for clean job reporting.
One source of truth
Projects, approvals and payroll use the same coded numbers—no re-typing.
CIS for subcontractors
CIS applies to subcontractor bills, not employee timesheets; Planyard keeps the linkage and coding correct so QBO can apply CIS.
One vendor master
Match subcontractors to the right QuickBooks vendor—no duplicates or mismatches.
Approval-only posting
Only approved valuations/invoices are included in the CIS-relevant flow to QBO.
QuickBooks applies CIS
Once the bill lands on the correct vendor, QuickBooks calculates CIS according to your setup.
HMRC-ready evidence
Notes, attachments and approval trails stay with the record for audits.
Why contractors add Planyard to QuickBooks for time tracking
Most teams don’t struggle to "track time"; they struggle to track it to the right job, catch overruns early, and avoid re-typing the same data later. Planyard fixes that by tying timesheets directly to the budget and approvals flow.
Stop spreadsheet timesheets
Replace manual sheets and inbox chaos with a single flow that goes from the site to the budget to accounting—without duplicate entry.
Email-based capture
Workers receive reminders and submit hours without extra logins, so adoption actually sticks.
Allocate to cost codes
Hours are entered against the right task/code from day one, not fixed weeks later.
Evidence included
Notes and daily summaries (even photos) ride along for context and audit.
No double handling
The same entry powers job costing, forecasting, and the accounting summary.
Real job-cost visibility, not month-end surprises
Timesheets feed the control budget instantly, so PM/QS see labour burn and variances while there’s still time to act.
Live variance
See planned vs. actual labour the moment hours are submitted.
Forecast finish cost
% complete and productivity history update EAC automatically.
Protect margin daily
Spot over-consumption early and re-plan before costs snowball.
Historical productivity
Reuse real-world data to price future jobs more accurately.
Upload your project budget and follow the financial progress in real-time
No credit card required. No sales or IT support needed.
Give Finance exactly what they need
Accountants get a clean, periodic summary per project/per worker for payroll and reporting in QuickBooks—no chasing, no re-coding.
Clean summaries
Monthly or weekly roll-ups by project, worker, and cost code.
Approval-only
Only reviewed entries make it into the accounting pack.
One source of truth
Budgets and labour are in sync; reports align with the GL.
Less back-and-forth
Finance stops fixing miscoded hours after the fact.
How Planyard + QuickBooks works
A simple chain everyone respects: capture → review → approve → post cleanly to QuickBooks.
01
Capture: Workers get email prompts and log time by task from any device—no separate app accounts to manage.
02
Review: QS/PM can review submissions and apply project-specific thresholds before anything affects costs or accounting.
03
Approve: Approved hours hit the control budget and update committed and forecast costs in real time.
04
Sync: Planyard produces a clean accounting report per project/per worker/per week or month for QuickBooks.
Time tracking & cost control: QuickBooks alone vs QuickBooks Time vs QuickBooks + Planyard
If you only track hours, you’ll still fix coding later and spot variances late; add Planyard to make the data job-ready from the start.
| QuickBooks Alone (Timesheets) | QuickBooks Time (app) | QuickBooks + Planyard | |
|---|---|---|---|
| Hours tied to cost codes from day one |  Manual coding or after-the-fact adjustments |
 Project/task tags available; setup required |
Enforced at entry against budget cost codes |
| Approvals matched to each project | Email/manual or external |
Basic timesheet approval |
Project-configured approvals |
| Job-cost visibility during the job | After posting/reports |
Time totals—no live budget variance |
Live variance & EAC update as hours are approved |
| Accounting-ready summaries | Manual prep needed for payroll/job reports |
Exports available; manual coding to COA/Class |
Per project/worker/period, approval-only; mapped to COA/Class |
| Evidence & audit trail | Limited detail |
Basic notes & approval history |
Notes/photos + full approval log per entry |
| Duplicate handling / re-typing | Common when re-keying to QBO |
Reduced (exports/imports), still reconciliation |
Eliminated—single flow: site → budget → QBO |
| Forecast finish cost (EAC) from labour | Not available |
Not available |
Hours feed EAC to predict final labour cost |
| Control budget & cost-code integration | Not connected to project budget |
Tags not tied to control budget |
Timesheets drive the live control budget |
| Per-project / per-worker rollups | Manual spreadsheets |
CSV/export rollups |
Approval-only rollups aligned to accounting periods |
| Mobile / on-site capture | No coherent mobile flow |
Mobile app for clock-in/out & timesheets |
Fast email/web capture; reminders keep entries current |
What Syncs to QuickBooks Online
Posts: Per-project/worker summaries (weekly/monthly), mapped to COA/Class; approved entries only.
Stays: Detailed entries, notes/photos, approval logs, budget & forecasts (in Planyard).
Related solutions
- CIS & Reverse Charge VAT with QuickBooks — Automatically deduct your CIS amounts.
- QuickBooks Job Costing for Construction — Prevent overruns with live variance & 3-way match.
- QuickBooks Integration for Contractors — Capture → match → approve → sync cleanly to QBO.
- Approval Workflows — Route timesheets & invoices by thresholds before accounting.
- Estimating Compatible with QuickBooks — Turn estimates into live budgets in one click.
Contractor success stories
"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."
Frequently asked questions
We've got your questions covered. If you can't find the answer below, then feel free to contact us via the chat.
Planyard enforces cost-code accuracy and approvals, updates live variance/EAC, and then sends accountant-ready summaries to QBO—no re-typing.
Planyard doesn’t replace your accounting, but it is a replacement for QuickBooks Time. It captures and controls site hours, then sends accountant-ready summaries to QuickBooks so payroll and job reports are accurate without re-typing.
Workers receive email prompts and enter hours against tasks/codes—no extra app accounts to manage—so adoption is high even with small crews and subs.
Yes. Approvals are project-specific with optional thresholds; only approved entries are included in the QuickBooks summary.
Yes. Timesheets update the control budget and EAC in real time, so you can act before a job overruns.
Yes. Track equipment hours and consolidate rented labour; validate supplier invoices against recorded hours.
A clean summary per project/per worker/per period aligned to your Chart of Accounts/classes; operational detail stays in Planyard.
Reverse charge applies to certain construction bills. Planyard keeps it on the AP side: vendor-linked bills sync to QBO, where reverse charge VAT is applied—timesheets stay focused on payroll and job costs.
Upload your project budget and follow the financial progress in real-time
No credit card required. No sales or IT support needed.