If you’re using QuickBooks and beginning to feel the limits around job costing, budget vs actuals, forecasting or construction-specific financial workflows, you’re not alone. QuickBooks is excellent for accounting — but construction needs more. Here are the strongest alternatives and complements to QuickBooks, and why pairing QuickBooks with construction-specific financial software (like Planyard) leads the field.
Why Contractors Look Beyond QuickBooks
QuickBooks is one of the best general ledger systems available for SMEs, but construction teams quickly outgrow it because:
- QuickBooks job costing is basic, and doesn’t support multi-phase, multi-package commercial structure.
- Budget vs actuals, cost-to-complete forecasting and CVR aren’t native features.
- Subcontractor management, valuations, retention and contract control require spreadsheets.
- No 3-way match workflows to control commitments, deliveries and invoices.
- No variation (change order) workflows tied directly to budget lines.
- Approval workflows aren’t construction-specific, creating risk before bills hit the ledger.
- Construction teams need real-time financial control — QuickBooks provides accounting-first visibility, not project-level clarity.
When the priority is cost accuracy, forecasting and margin protection, many contractors look for construction-focused tools that complement QuickBooks while letting it continue doing what it does best.
What to Look for in a QuickBooks Alternative (Construction Focus)
For SMEs protecting margin and keeping projects under control, prioritise:
- Job Costing & Budget vs Actuals – True job costing for every package, not just cost categories.
- Commitments, POs & Subcontractor Control – Track spend as soon as it’s committed, not after the invoice arrives.
- Variations & Valuations – Commercial-grade workflows tied directly to budgets.
- Forecasting & Cost-to-Complete – Live visibility into margin impact and EAC (Estimate at Completion).
- Accounting Integrations – Seamless sync with QuickBooks or other GLs to eliminate double entry.
- Ease of Onboarding – Teams fully adopt it in days, not months.
- Transparent Pricing – Predictable for SMEs.
- Fit for Construction SMEs – Financial-first workflows without unnecessary modules.
- Migration Readiness – Ability to run alongside QuickBooks without redesigning the entire financial stack.
Quick Comparison Grid – Top QuickBooks Alternatives
| Tool | Primary Strength | Construction Financial Depth | Best For | Time to Adopt |
|---|---|---|---|---|
| Planyard | Job costing & construction financial control |  Very high (budgets, commitments, forecasting, approvals, QuickBooks sync) | SMEs focused on commercial control | Days to 1 week |
| Xero | Accounting with global footprint |  Medium – clean accounting but needs add-ons for construction workflows | SMEs wanting flexibility & modern UI | Days |
| Sage / Eque2 | Construction-specific accounting | High – contracts, retainage, job costing | Mid-sized firms with accounting teams | Weeks to months |
| Procore Financials | PM suite + financial tools | Medium – strong commitments, weaker forecasting | Firms adopting Procore PM suite | Weeks |
| COINS | Full construction ERP | High – enterprise-level financials | Larger contractors | Months |
| Archdesk | Modern ERP-style all-in-one | High – deep budgeting & forecasting | Growing contractors | Weeks |
Deep Dive: Key QuickBooks Alternatives
1. Planyard
Overview
Planyard is a financial-first construction platform built for contractors who need accurate, real-time control of budgets, commitments, subcontractor payments, valuations and forecasting. QuickBooks handles your ledger; Planyard handles the project financial engine. Clean, approved data syncs back into QuickBooks automatically.
Financial / Cost-Control Fit
Planyard delivers real-time budget vs actuals, commitments, POs, subcontractor valuations, variations, retainage and cost-to-complete forecasting. It eliminates spreadsheets and ensures only approved costs flow into QuickBooks through a clean, automated integration.
Who It’s Best For
SMEs wanting enterprise-grade commercial control without ERP complexity. Ideal for main contractors, developers, design-and-build firms and subcontractors running multiple packages.
Link to detailed description
Discover QuickBooks + Planyard →
2. Xero
Overview
Xero is the closest like-for-like alternative to QuickBooks. Popular in UK/AU markets, it offers clean accounting features, modern UI, and flexible integrations.
Financial / Cost-Control Fit
Xero’s tracking categories improve basic project tracking, but it still lacks the construction-specific controls needed for complex projects — subcontractor workflows, valuations, retentions and forecasting still require add-ons or spreadsheets.
Who It’s Best For
Contractors wanting similar capabilities to QuickBooks but with a more flexible ecosystem and strong global support.
When to Consider Planyard Instead
If you want commercial workflows, forecasting and valuation/retention control, Planyard handles all financial-side project workflows and sends clean data into Xero or QuickBooks.
Link to detailed description
Discover Xero + Planyard →
3. Sage / Eque2
Overview
Sage 50/200/Intacct and Eque2 provide construction-focused accounting systems with deep job costing, industry compliance and financial reporting.
Financial / Cost-Control Fit
Very strong on accounting governance, job costing, contracts and retainage. However, these systems require significant implementation, training and ongoing administration.
Who It’s Best For
Mid-sized and larger firms with dedicated accounting teams and complex reporting requirements.
When to Consider Planyard Instead
If you want strong commercial controls without a heavy ERP rollout, Planyard sits on top of QuickBooks and delivers CVR, variations, commitments, forecasting and valuations within days.
Link to detailed comparison
Compare Eque2 vs Planyard →
4. Procore (Financials)
Overview
Procore is a full-scale project management suite that includes modules for budgets, commitments, invoicing and cost management.
Financial / Cost-Control Fit
Procore is strong on commitments and POs but often requires spreadsheets for forecasting and EAC calculations. QuickBooks integration exists but is primarily geared toward US-style workflows.
Who It’s Best For
Contractors already committed to Procore for field/project management and who want basic cost controls inside the same platform.
When to Consider Planyard Instead
If forecasting, CVR, valuation control and clean QuickBooks sync are priorities, Planyard provides a more focused financial engine without the overhead of a full PM suite.
Link to detailed comparison
Compare Procore vs Planyard →
5. COINS
Overview
COINS is a heavyweight, enterprise-grade construction ERP combining accounting, job costing, HR, procurement and operations.
Financial / Cost-Control Fit
Very strong financial depth suitable for complex organisations. However, setup is long, resource-heavy and costly — not ideal for SMEs.
Who It’s Best For
Large contractors with high operational complexity and multi-department requirements.
When to Consider Planyard Instead
If you want fast time-to-value and lower complexity, Planyard is far easier to deploy and maintain while still giving construction-grade financial control.
Link to detailed comparison
Compare COINS vs Planyard →
6. Archdesk
Overview
Archdesk is a cloud-based, ERP-style tool offering estimating, procurement, finance and project delivery modules.
Financial / Cost-Control Fit
Strong budgeting and forecasting depth with wider operational features. Setup takes time due to its breadth.
Who It’s Best For
Growing contractors that want an all-in-one solution and have resources for implementation.
When to Consider Planyard Instead
If you want rapid deployment of commercial controls (budget vs actuals, valuations, variations, forecasting) without onboarding a full ERP, Planyard is the cleaner, financial-first option.
Link to detailed comparison
Compare Archdesk vs Planyard →
Why Planyard Is the Best Fit for SMEs Focused on Construction Financials
- Built around budgets, commitments, cost tracking, approvals and forecasting.
- Designed for SME teams — intuitive, easy, minimal training.
- Implemented in days, not months.
- Lower total cost of ownership compared to ERP-style systems.
- Syncs clean project financial data into QuickBooks for one true financial source.
If your priority is controlling cost, improving forecasting and eliminating spreadsheet-based chaos, Planyard is purpose-built for you.
Migration / Switching from QuickBooks (or Running Alongside It)
Checklist for switching or co-existing:
- Audit budgets, cost codes and subcontractor commitments.
- Decide whether to enhance only financial workflows or the full commercial process.
- Clean and import historical data.
- Start with a pilot project.
- Connect QuickBooks or other accounting integrations.
- Train the team and monitor early CVR cycles.
Most teams transition in days rather than months.
Next Steps
Ready to see financial-first construction cost control running alongside QuickBooks?