Create & assign work orders (tied to the budget)
Build job sheets directly from your control budget so hours and progress hit the right cost codes from day one.
QuickBooks Work Orders for UK Contractors
Assign work, capture labour and site evidence, route approvals, then export per-project / per-worker summaries to QuickBooks Online. Budgets and forecasts update as the work happens—no spreadsheets, no re-typing.
- Labour coded to cost codes at entry
- Approvals before anything reaches accounting
- Summaries aligned to QuickBooks Payroll & job reports
- CIS & domestic reverse charge VAT applied in QuickBooks
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
Who it’s for
For UK main contractors, specialist trades, and service teams running weekly or monthly payroll who want job-coded work orders that update variance and EAC in real time. Planyard keeps approvals and coding tight on site, then sends accountant-ready rollups to QuickBooks—while CIS and reverse charge VAT stay correctly handled on the AP side in QBO.
Why contractors add Planyard work orders to QuickBooks
QuickBooks is great for accounting; Planyard makes job sheets operational and job-coded so finance gets clean data and project teams get live control.
- Eliminate spreadsheets and re-typing
- Enforce cost codes and approvals from day one
- See live variance and EAC (not month-end surprises)
- Keep a full audit trail (notes, photos, approval history)
From work order to QuickBooks — one controlled flow
Give crews a job sheet they’ll actually use, keep coding and approvals tight, and send accountant-ready rollups to QuickBooks. Your budget and forecasts update as the work happens.
Build by task/trade
Create work orders that mirror the way you estimate and track costs.
Enforce cost codes
Every work item links to a budget line—no after-the-fact recoding.
Set labour/equipment rates
Apply agreed rates upfront to keep costs consistent across projects.
Due dates & allocations
Assign owners and deadlines so work and costs stay on schedule.
Capture work done & hours (with evidence)
Frictionless entry means adoption on-site; evidence means faster reviews and fewer disputes.
No-login submissions
Email/SMS reminders or a lightweight web form keep time capture simple.
Task-level hours
Record time against the exact task/code that drives the budget.
Notes & photos
Attach context (what, where, issues) right to the work order.
Supplier hours/equipment
Track rented labour or plant time for later invoice checks.
Upload your project budget and follow the financial progress in real-time
No credit card required. No sales or IT support needed.
Review & control costs (real-time impact)
Catch problems before they hit accounting; see the budget move as entries arrive.
Project thresholds
Escalate unusual entries by value, task or trade before approval.
Live variance & EAC
Approved hours update variance and forecast-to-complete instantly.
Daily roll-ups
See crews, tasks and progress in one view to spot trends early.
Prevent miscoding
Locked coding stops incorrect cost allocations at source.
Approvals that match your projects
Route work orders the way you actually operate—by site, QS and Finance—with a complete audit trail.
Multi-step routes
Use Site → QS → Finance approvals as needed.
Full audit history
Know who approved what—and when—on every work order.
Block duplicates
A single approved record flows through; no re-typing later.
Approval updates the budget
Once you approve the work done, your budget updates the end cost.
Upload your project budget and follow the financial progress in real-time
No credit card required. No sales or IT support needed.
Export clean summaries to QuickBooks
Send the accounting rollup; keep operational detail in Planyard for control and audits.
Per project / per worker / per period
Weekly or monthly summaries align to payroll and reporting cadences.
COA & Class mapping
Rollups map to your Chart of Accounts and Classes out of the box.
Approval-only
Only reviewed, authorised data is included in the export.
Ops detail stays put
Entries, notes, photos and approvals remain in Planyard for audits.
Reconcile rented labour & equipment
Validate supplier invoices against what was actually recorded on site.
Supplier-level rollups
See totals by supplier and project before any payment goes out.
Rate enforcement
Apply and hold agreed rates—no drift across projects.
Invoice cross-check
Match supplier invoices to recorded hours/usage line-by-line.
Reduce leakage
Catch over-billing or overlaps before they hit cash.
Upload your project budget and follow the financial progress in real-time
No credit card required. No sales or IT support needed.
UK compliance — payroll, CIS, and HMRC evidence
Work orders feed payroll and job costs; CIS and reverse charge VAT apply to subcontractor bills. Planyard keeps the data clean so QuickBooks applies the rules correctly.
Approval-only exports
Only reviewed hours flow into the accounting summary for QBO.
Correct vendor linkage
Match subcontractors and their CIS info to the right QB vendor—no duplicates.
QuickBooks applies CIS
Once the bill lands on the correct vendor, QBO calculates CIS.
HMRC-ready evidence
Notes, attachments and approval trails remain available in Planyard.
Work orders & cost control: QuickBooks alone vs QuickBooks + Planyard
If you only track hours, you still fix coding later and spot variances late; add Planyard to make the data job-ready from the start.
| Feature | QuickBooks Alone (work orders/timesheets) | QuickBooks + Planyard |
|---|---|---|
| Hours tied to cost codes at entry |  Often added later in spreadsheets |
 Enforced per task/code in the job sheet |
| Approvals matched to each project | Basic or external |
Project-configured routes & thresholds |
| Job-cost visibility during the job | After posting/reports |
Live variance & EAC as you approve |
| Accounting-ready summaries | Manual prep |
Per project/worker/period, approval-only |
| Evidence & audit trail | Limited |
Notes/photos + full approval history |
| Duplicate handling/re-typing | Common |
Eliminated—single flow site → budget → QBO |
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 Resources
- QuickBooks Job Costing for Construction — Prevent overruns with live variance & 3-way match.
- QuickBooks Timesheets Integration for Construction — Per-project/worker summaries mapped to COA & Class.
- QuickBooks Approval Workflows for Contractors — Project routes & thresholds; approval-only sync.
- QuickBooks Integration for Contractors — Capture → match → approve → sync cleanly to QBO.
- Setting Up QuickBooks for a Construction Company — Classes/COA/vendor basics done right.
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.
No—QuickBooks runs payroll and HMRC filings. Planyard prepares the approved, coded summaries so payroll and job reports are clean.
Yes, indirectly. CIS applies to subcontractor bills. Planyard ensures the correct vendor linkage and coding, then QuickBooks applies CIS automatically on the posted bill.
Reverse charge is applied to eligible AP bills in QuickBooks. Planyard keeps it on the AP side by sending vendor-linked, properly coded bills; timesheets/work orders focus on payroll and job costing.
Yes. Approve by weekly or monthly cycles and export per-project / per-worker totals to QBO so Finance doesn’t rebuild numbers later.
QuickBooks Time captures hours; Planyard enforces cost codes and approvals, updates live variance/EAC, and exports accountant-ready summaries to QBO—no re-typing.
Upload your project budget and follow the financial progress in real-time
No credit card required. No sales or IT support needed.