QuickBooks is great for accounting, but it wasn’t built for job costing. Planyard fills the gap by giving construction teams real-time cost tracking, automated purchase orders, and seamless invoice approvals – all while ensuring clean, error-free data in QuickBooks.
Free 14-day full-featured trial. No credit card required.
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."
Read more
"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."
Read more
"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."
Read more
"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."
Read more
"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."
Read more
Tracking job costs in QuickBooks often means manually entering purchase orders and invoices into spreadsheets—leading to wasted time, duplicate work, and costly mistakes.
“Before Planyard, I had to recreate every purchase order in multiple systems. Now, I do it once, and everything stays updated automatically.”
— Grant Collins, Quantity Surveyor, Skyler Contracting
QuickBooks provides financial reports, but it doesn’t give you a real-time view of job costs and commitments. By the time numbers are reviewed, it’s often too late to react to budget overruns.
“With accounting software alone, I used to spend days exporting data to figure out actual job costs. Now, I see everything in real time.”
— Jason Escobar, The Keane Group
QuickBooks’ job costing module lacks subcontractor payment tracking and automated cost approvals, making it difficult to prevent overbilling or misallocated expenses.
“Subcontractors submit invoices through Planyard, and I approve them in a few clicks. No more guessing where costs belong.”
— Claire Hill, Brown & Bancroft
Unlike other construction software that constantly syncs back and forth with QuickBooks, Planyard ensures all job costing, budgets, and approvals happen in one place. Only approved bills are sent to QuickBooks, eliminating errors and giving accountants clean, categorized financial data.
Planyard is designed for construction teams, while QuickBooks is built for accounting. Manage budgets, commitments, and costs in Planyard, and only pre-approved, categorized invoices are sent to QuickBooks.
Only approved finalized costs reach QuickBooks
Project financials stay controlled in one system
A clear one-way process ensures clarity between project teams and accounting
Project teams track costs in Planyard, accountants finalize books in QuickBooks
Instead of dumping raw invoices into QuickBooks and forcing accountants to assign costs manually, Planyard ensures every invoice is pre-processed before syncing.
Already assigned when costs sent from Planyard to QuickBooks
Information about the supplier, purchase order, or subcontract is sent together with the invoice
Various project related information gets sent together with the invoice - job, cost code, and responsible project manager
The original invoice document attached is attached together with other context for full transparency
No credit card required. No sales or IT support needed.
Many construction teams still export reports from QuickBooks and manually match them to projects. Planyard eliminates this by keeping job costing live and accurate – so you always know where you stand.
Real-time numbers without waiting for reports
Planyard updates budget vs. actuals for you automatically with no needed calculations
No need for monthly spreadsheet adjustments since Planyard is up to date
Costs are linked to projects at the source by people closest to the project
Planyard flags potential overbilling errors before invoices are paid, ensuring subcontractor costs match agreed purchase orders.
All invoices are matched to the original subcontracts and purchase orders
Planyard flags invoices that would exceed agreed upon values before approval
You can see pending commitments at any time to prevent any budget surprises
Planyard will alert you if any costs exceed planned budgets
No credit card required. No sales or IT support needed.
Managing subcontractor claims and supplier invoices manually can lead to delays and mistakes. Planyard streamlines the process with automated tracking and approvals.
No back-and-forth emails or papers - they can just submit the work done for the month
Invoices are compared to the contracts and get checked before reaching QuickBooks
Retention amounts are calculated automatically and reduce risks for errors
Invoices only go one way and don't get lost - avoiding fees for delays
Unlike QuickBooks’ static job cost reports, Planyard keeps budgets updated as costs come in, giving you a real-time snapshot of your project’s profitability.
Live view into the costs of any job on a single line or project level
You can see live values of budget vs. actuals at any time
You can see the financial status of your whole portfolio in one dashboard
No more manual exports to do - the data is always accurate in Planyard
"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."
Planyard keeps job costing in one place, ensuring project teams manage budgets while accountants get clean, pre-approved invoices in QuickBooks.
Cost estimating
Estimating and budget control
Estimating, cost control and purchase orders management
Full functionality
We've got your questions covered. If you can't find the answer below, then feel free to contact us via the chat.
Yes, but QuickBooks’ job costing features are limited. It lacks real-time cost tracking, budget forecasting, and subcontractor payment management, which Planyard provides.
Planyard syncs only approved invoices to QuickBooks – complete with chart of accounts, supplier details, project codes, and the original invoice document. This ensures clean, organized data for your accounting team without extra manual work.
No – Planyard enhances QuickBooks by managing job costs separately. Project teams track budgets, costs, and commitments in Planyard, while only finalized, pre-approved invoices are sent to QuickBooks.
Unlike other construction software that syncs data back and forth, Planyard ensures that only finalized and approved costs reach QuickBooks – eliminating duplicate entries and misclassified expenses.
Planyard allows subcontractors to submit invoices and progress claims online. These are then matched to purchase orders and reviewed before approval – ensuring QuickBooks only receives approved, accurate costs.
Planyard provides a real-time financial overview of all your jobs. Unlike QuickBooks, where job cost tracking requires manual updates, Planyard automates tracking, updates budgets in real time, and flags cost overruns before they become a problem.
Yes! Planyard ensures only approved invoices get sent to QuickBooks. Project managers can review costs, assign the correct job codes, and catch errors before they affect accounting.
No credit card required. No sales or IT support needed.
