If you’re evaluating Payapps but want broader cost control, job-costing, and automated CVR workflows beyond valuations, this guide compares the best alternatives — and why Planyard leads for UK contractors.
Why Contractors Look Beyond Payapps
Payapps is excellent for digitising subcontractor valuations and progress claims. However, many commercial teams find it limited once they try to connect valuations to live project budgets, POs, variations, and forecasting. Common challenges include:
- Valuations and payment claims managed separately from project budgets.
- Manual spreadsheets for forecasting and CVR (Cost Value Reconciliation).
- Lack of direct integration with accounting tools like Xero, QuickBooks, or Sage.
- A need for full visibility from estimate → budget → valuation → final account.
When your focus is on financial clarity, margin protection, and faster commercial month-ends, it’s natural to explore alternatives designed for full-cycle cost control.
What to Look for in a Payapps Alternative (Commercial Focus)
When comparing Payapps alternatives, contractors should prioritise:
- End-to-end financial control – from budgets and commitments to valuations, retentions, and CVR.
- Seamless accounting integrations with Xero, QuickBooks, and Sage.
- Retention and variation handling built for UK construction workflows.
- Forecasting and Cost-to-Complete (EAC) tools.
- Implementation speed – deployable in days, not months.
- Transparent pricing that scales fairly with company size.
- Designed for UK quantity surveying practice, not repurposed from field tools.
Quick Comparison Grid – Top Payapps Alternatives
| Tool | Primary Strength | Financial / Commercial Depth | Accounting Fit | Best For | Time to Adopt |
|---|---|---|---|---|---|
| Planyard | Full commercial control (budgets → valuations → CVR) |  Very high – budgets, variations, retentions, forecasting | Native Xero, QuickBooks, Sage links | Contractors upgrading from valuations-only tools | Days |
| Procore | All-in-one construction platform | High – strong financial modules, slower rollout |  Heavier setup | Firms combining site + finance tools | Weeks |
| Eque2 | ERP-style commercial suite for UK contractors | High – procurement, CVR, forecasting | Sage/BC focused | Larger firms already on Sage | Weeks–months |
| LiveCosts | Purchasing and invoice digitisation | Medium – limited CVR and valuations | Good Xero/Sage sync | Smaller firms starting digital procurement | Days |
| ApprovalMax | Finance-led approval automation | Low – no valuations or CVR | Excellent for accounting approval flows | Finance teams focused on controls | Days |
| Xero Projects | Light project tracking inside Xero | Low – not for construction valuations | Native in Xero | Micro contractors | Days |
| Buildertrend | Residential project management | Medium – simple cost tracking | Accounting exports | Builders focusing on client workflow | Days–weeks |
Deep Dive: Key Alternatives (UK-Focused)
1. Planyard
Overview
Planyard expands Payapps’ valuations workflow into a complete commercial management system — budgets, variations, POs, retentions, and CVR. It’s built for quantity surveyors and commercial managers who want to replace spreadsheets entirely.
Financial / Cost-Control Fit
Budget-to-actuals updates automatically from valuations and purchase orders. Forecasting, retentions, and CVR reporting are built in, while invoices and valuations sync to accounting for approval.
Who It’s Best For
Main contractors, developers, and subcontractors that outgrew “claims-only” software and want live commercial visibility.
Link to detailed comparison
See full comparison: Payapps vs Planyard →
2. Procore
Overview
Procore is a comprehensive construction platform spanning project, field, and financial management. It includes robust commitment and variation tracking.
Financial / Cost-Control Fit
Procore handles commercial data well but often needs significant configuration and training. For SMEs focused primarily on budgets and valuations, it may be broader than necessary.
Who It’s Best For
Larger contractors standardising all operations on one platform.
Link to detailed comparison
See full comparison: Procore vs Planyard →
3. Eque2
Overview
Eque2 (EVision / Construction Manager) is a UK ERP built on Sage and Microsoft Dynamics. It covers estimating, procurement, and project accounting.
Financial / Cost-Control Fit
Ideal for firms already inside the Sage ecosystem. Offers deep CVR and procurement but slower onboarding and less flexibility for smaller teams.
Who It’s Best For
UK contractors on Sage or Microsoft systems needing a fully integrated ERP.
Link to detailed comparison
See full comparison: Eque2 vs Planyard →
4. LiveCosts
Overview
LiveCosts focuses on purchasing, cost capture, and accounting integration. It’s a lightweight tool for site-to-office cost control.
Financial / Cost-Control Fit
Strong on procurement and invoice management, but missing CVR, retentions, and valuation workflows essential for UK commercial management.
Who It’s Best For
Smaller firms digitising purchasing and invoice workflows before adopting full commercial software.
Link to detailed comparison
See full comparison: LiveCosts vs Planyard →
5. ApprovalMax
Overview
ApprovalMax automates financial approvals for Xero and QuickBooks. It’s often used by construction accountants for multi-step invoice validation.
Financial / Cost-Control Fit
ApprovalMax controls spend approvals but doesn’t link to project budgets or valuations. It works best as a financial companion to a construction cost platform.
Who It’s Best For
Finance departments that want strict approval chains but keep project financials elsewhere.
Link to detailed comparison
See full comparison: ApprovalMax vs Planyard →
6. Xero Projects
Overview
Xero Projects is a simple project tracking add-on inside Xero for small teams.
Financial / Cost-Control Fit
Tracks time and expenses but lacks valuations, variations, and retentions. Suitable only for very small contractors.
Who It’s Best For
Micro businesses already using Xero that just need job-level tracking.
Link to detailed comparison
See full comparison: Xero Projects vs Planyard →
7. Buildertrend
Overview
Buildertrend serves residential builders needing project management and client communications.
Financial / Cost-Control Fit
Includes basic budgeting and change order management, but lacks detailed UK-style commercial features such as valuations and retentions.
Who It’s Best For
Homebuilders and renovators focused on schedule, client updates, and change management.
Link to detailed comparison
See full comparison: Buildertrend vs Planyard →
Why Planyard Is the Best Fit for Contractors Focused on Financials
- Replaces spreadsheets entirely with real-time budgets and valuations.
- Fits UK-style quantity surveying workflows: budgets, variations, retentions, CVR.
- Integrates natively with Xero, QuickBooks, and Sage.
- Rolls out in days, not months.
- Transparent, SME-friendly pricing.
If your goal is complete commercial visibility—from initial budget to final account—Planyard delivers it faster and cleaner than heavy platforms.
Migration / Switching from Payapps
Checklist for switching or co-existing:
- Export valuation and supplier data for budget seeding.
- Map cost codes and packages into the new platform.
- Set up approval flows for valuations and invoices.
- Sync with accounting (Xero, QuickBooks, or Sage).
- Pilot one project before rolling out portfolio-wide.
Next Steps
- Explore Payapps vs Planyard in detail.
- Try a demo project in Planyard — live setup in under 30 minutes.
- See how valuations automatically update budgets and CVR.
- Integrate your accounting system to complete the workflow.