Most contractors key invoices into Sage, then again into a job spreadsheet, and still cannot say what a job has cost. Planyard connects to Sage Accounting, so each invoice is approved once against the job and posts to Sage with the supplier, nominal code, VAT and PDF.
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Most double entry starts in the accounts mailbox. An invoice is keyed into Sage, paid, then entered again against the job, if it reaches the job at all.
With Planyard, invoices land in Planyard first and the project team approves them before they post to Sage.
Project inbox, bulk upload or the mobile app
The same invoice never posts twice
Site or QS approves before accounts sees it
Used in both systems
"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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Accounts should not have to chase site to find out which job a bill is for or which nominal code to use. On approval, Planyard creates the purchase invoice in Sage with the supplier, nominal code, VAT and the original PDF.
Your accounts team pays it in Sage as usual, and the job budget has already moved.
Sage job costingSupplier and nominal code arrive set
Evidence stays with the bill
Each bill references its Planyard document
Payments stay with your accounts team
"I really like the way the entire process flows. It effectively eliminates a huge amount of manual errors because you aren't stuck inputting the same data into two different systems that don't talk to each other."
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The QS wants twenty lines for materials, while Sage has one nominal code for them. You should not have to choose between detail on the job and a tidy ledger.
Many budget lines can point at the same nominal code, mapped once per project and in bulk if you like. The CIS labour and CIS materials ledgers are in the list too.
CIS and reverse chargeNo typing codes in by hand
Cost code detail stays in Planyard
Bulk assign by heading
Labour and materials kept apart
"Since implementing the system, I haven't had a single complaint or support call from our subcontractors. Not one person has had trouble submitting their valuations, and no one has had to chase me for a payment outside of the system. It’s been completely seamless."
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| Posts to Sage Accounting | Stays in Planyard |
|---|---|
| Approved purchase invoices and credit notes | Estimates, budgets and forecasts |
| Supplier, nominal code, VAT and the invoice PDF | Purchase orders, subcontracts and variations |
| A reference back to the Planyard document | Applications, certificates and retention |
| Suppliers and customers, in both directions | Approval history and the audit trail |
On Sage 50 or Sage 200? There is no API sync for those, so approved invoices are emailed to your accounts inbox or exported as CSV.
Keeping two supplier lists in step is tedious, and one typo creates a duplicate contact in Sage. Connecting Sage loads your suppliers into Planyard, and a contact added in Planyard is created in Sage when its first cost is approved.
CIS status stays where you set it today, in Sage, and Planyard uses the same record.
Subcontractor valuationsNothing to import by hand
When their first cost is approved
Verified once, used everywhere
No duplicates between systems
"The implementation process is remarkably quick, allowing you to gain a firm handle on your project budgeting and financial management almost immediately. Having that level of control is absolutely critical for any project; that’s what I’d say."
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Company, Integrations, Connect under the Sage logo, then log in to Sage. Map your nominal codes and the first approved invoice posts straight away.
We've got your questions covered. If you can't find the answer below, then feel free to contact us via the chat.
No. Sage 50 Cloud still runs on your own server or desktop, so it gets the basic handoff: approved invoices are emailed to your accounts inbox or exported as CSV.
The cloud version with the full integration is Sage Accounting, which you log in to in a web browser.
Yes, the original invoice PDF is attached to the bill. Each approved purchase invoice or credit note posts with the supplier, nominal code, VAT and a reference to the Planyard document.
No. Orders and subcontracts stay in Planyard, and only the approved invoice posts to Sage.
You pay the bill in Sage, the way you do now. The job budget and forecast in Planyard update when the invoice is approved, so they do not wait for the payment run.
Each budget line points at a Sage nominal code, and many lines can point at the same one. Sage sees 5000 Materials, while the detail by cost code stays in Planyard.
Once per project, when it is set up. You can assign a code to a whole heading or to every line in bulk.
Send new supplier invoices to Planyard first and let the approved version post to Sage. For invoices already entered in Sage, tick “do not send to accounting” when you approve them in Planyard.
Either. Connecting Sage loads your existing suppliers, and a contact added in Planyard is created in Sage when its first cost is approved.
Yes. Labour and materials post as separate lines on the CIS labour and CIS materials ledgers, and Sage calculates the deduction.
More on the CIS page.
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