QuickBooks Approval Workflows for Contractors

QuickBooks is your accounting source of truth. Planyard adds the project-side QuickBooks approval layer—so Site, QS, and Finance follow the same process and only approved, correctly coded bills ever reach accounting.

  • Multi-step approvals (Site → QS → Finance)
  • 3-way match before posting (PO ↔ delivery/valuation ↔ invoice)
  • Approved bills sync to QuickBooks with vendor, COA, and Class

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

Logos of Planyard and QuickBooks Online construction job costing integration

Trusted by construction companies globally

Why contractors add approval workflows to QuickBooks

Project teams capture invoices, match to orders, and route approvals in Planyard; Finance stays focused in QuickBooks. The result is fewer AP errors, no duplicate entry, and clean job reporting—without changing your accounting system.

Approval workflows that fit your projects

A single, controlled flow from capture to sign-off—so every bill that reaches QuickBooks is correct the first time.

Capture and pre-code invoices

Email-in and OCR convert supplier PDFs into structured data. Default coding by vendor and cost code speeds review and reduces mistakes.

Email-in & OCR

Turn PDFs/photos into line-item data automatically

Default coding

Apply accounts/class defaults by vendor or code to minimise edits

Duplicate detection

Flag potential duplicates before approvals begin

Attachments preserved

Keep the original invoice file and notes for audit

Configure multi-step approvals (Site → QS → Finance)

Set project-specific routes or trigger ad-hoc approvals. Thresholds ensure the right people sign off based on value, package, or variance.

Roles & thresholds

Enforce approvers by project to control risk

Ad-hoc routes

Pull in specialists when exceptions arise

Approvals all in one place

Approve on the go without breaking the chain of custody

Reminders & SLAs

Keep invoices moving with timed nudges

Upload your project budget and track financial progress in real-time

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

3-way match before accounting

Match PO, delivery/valuation, and invoice. Variance tolerances catch price/quantity issues early and block mismatches from posting.

PO linkage

Tie invoices to the correct order automatically

Delivery/valuation checks

Verify goods received or certified work

Blocks on mismatch

Stop errors before they hit accounting

Ordered amount checks

Overages raise flags, not busywork

Enforce coding for clean QuickBooks data

Import your Chart of Accounts and Classes; require coding before approval so bills post correctly tagged for job reporting.

Import COA & Classes

Mirror your QBO structure in minutes

Auto-mapping

Map budget lines once; mappings are reused project-wide

Class tagging

Tag posted bills to the correct class for job reporting.

Error prevention

Block postings without required account/class coding

Upload your project budget and track financial progress in real-time

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

Tax outcomes respected in QuickBooks

Planyard keeps vendor linkage and coding correct, so QuickBooks applies all taxes correctly as required.

Vendor master sync

Use the same supplier records that Finance maintains in QBO

Tax rules applied in QBO

Bills land on the right vendor so the correct tax rates are used

Reverse charge

Retention amounts are calculated automatically and reduce risks for errors

Attachments & refs

Invoice PDFs and PO refs travel with the bill for audit

Process costs faster

Capture → Auto-link to PO → Approve → Sync

01

Capture: Email invoices to the project inbox or scan via mobile; key fields are extracted automatically.

02

Auto-link to PO: Pair invoices with POs and deliveries/valuations; flag quantity/price variances.

03

Approve: Route by project or on demand (e.g., Site → QS → Finance) with thresholds; approve on web or mobile.

04

Sync: Approved bills post to QuickBooks with vendor, COA, Class, tax/currency, and attachments.

Approval & cost control: Planyard vs QuickBooks alone

Capability QuickBooks Alone QuickBooks + Planyard
Multi-step approvals ✖ Email/manual ✔ Project-configured & ad-hoc routes
3-way match (PO ↔ receipt ↔ invoice) ✖ Not enforced ✔ Enforced with variance blocks
Coding enforcement (COA/Class) ✖ After the fact ✔ Mandatory before approval
Invoice capture & pre-coding ✖ Re-typing into QBO ✔ Email-in/OCR with defaults
Audit trail & attachments ✖ Manual uploads ✔ Bills post with PDF & notes
Job variance & end cost visibility ✖ After posting/reports ✔ Live variance alerts & end cost updates
Duplicate entry ✖ Common ✔ Eliminated (approval-only sync)
Taxes & multi-currency handling ✖ Manual checks ✔ Clean, coded bills respect QBO settings

Pricing for QuickBooks approval add-on

Start with estimating and budget conversion; add purchasing, approvals, and 3-way match as you standardise processes.

Estimating

$52
/ month / project manager
 

Cost Estimating

Try for free

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 spending
  • Manage purchase invoices automatically
  • Reuse active project cost data for estimating
  • Sync invoices to Xero and QuickBooks
Try for free

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 costs on the budget
  • Forecast project profitability in real-time
  • Create cash flow forecasts
  • Manage client contracts and progress reports
Try for free

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
Try for free

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."

Read more
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."

Read more
Jordan Cohen, Project Director & Partner, Florida, US