QuickBooks Work Orders Integration for Construction

QuickBooks work orders for construction: assign tasks, capture hours and site evidence, route approvals, and sync accounting-ready rollups to QuickBooks. Your budget and forecasts update as the work happens.

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Logos of Planyard and QuickBooks Online construction job costing integration

Trusted by construction companies globally

Who it’s for

Contractors who need job-coded work orders that update budgets/EAC in real time and then export accountant-ready rollups to QuickBooks—without spreadsheets. Ideal for growing main contractors, specialist trades, and service/maintenance teams (including self-perform crews and rented labor/equipment) who want project-specific approvals before anything hits accounting.

Why contractors add Planyard work orders to QuickBooks

QuickBooks is great for accounting; Planyard makes job sheets operational and job-coded so finance gets clean data and project teams get live control.

  • Eliminate spreadsheets and re-typing
  • Enforce cost codes and approvals from day one
  • See live variance and EAC (not month-end surprises)
  • Keep a full audit trail (notes, photos, approval history)

From work order to QuickBooks — one controlled flow

Give crews a job sheet they’ll actually use, keep coding and approvals tight, and send accountant-ready rollups to QuickBooks. Your budget and forecasts update as the work happens.

Create & assign work orders (tied to the budget)

Build job sheets directly from your control budget so hours and progress hit the right cost codes from day one.

Build by task/trade

Create work orders that mirror the way you estimate and track costs.

Enforce cost codes

Every work item links to a budget line—no after-the-fact recoding.

Set labour/equipment rates

Apply agreed rates upfront to keep costs consistent across projects.

Due dates & allocations

Assign owners and deadlines so work and costs stay on schedule.

Capture work done & hours (with evidence)

Frictionless entry means adoption on-site; evidence means faster reviews and fewer disputes.

No-login submissions

Email/SMS reminders or a lightweight web form keep time capture simple.

Task-level hours

Record time against the exact task/code that drives the budget.

Notes & photos

Attach context (what, where, issues) right to the work order.

Supplier hours/equipment

Track rented labour or plant time for later invoice checks.

Upload your project budget and follow the financial progress in real-time

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

Review & control costs (real-time impact)

Catch problems before they hit accounting; see the budget move as entries arrive.

Project thresholds

Escalate unusual entries by value, task or trade before approval.

Live variance & EAC

Approved hours update variance and forecast-to-complete instantly.

Daily roll-ups

See crews, tasks and progress in one view to spot trends early.

Prevent miscoding

Locked coding stops incorrect cost allocations at source.

Approvals that match your projects

Route work orders the way you actually operate—by site, QS and Finance—with a complete audit trail.

Multi-step routes

Use Site → QS → Finance approvals as needed.

Full audit history

Know who approved what—and when—on every work order.

Block duplicates

A single approved record flows through; no re-typing later.

Approval updates the budget

Once you approve the work done, your budget updates the end cost.

Upload your project budget and follow the financial progress in real-time

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

Export clean summaries to QuickBooks

Send the accounting rollup; keep operational detail in Planyard for control and audits.

Per project / per worker / per period

Weekly or monthly summaries align to payroll and reporting cadences.

COA & Class mapping

Rollups map to your Chart of Accounts and Classes out of the box.

Approval-only

Only reviewed, authorised data is included in the export.

Ops detail stays put

Entries, notes, photos and approvals remain in Planyard for audits.

Reconcile rented labour & equipment

Validate supplier invoices against what was actually recorded on site.

Supplier-level rollups

See totals by supplier and project before any payment goes out.

Rate enforcement

Apply and hold agreed rates—no drift across projects.

Invoice cross-check

Match supplier invoices to recorded hours/usage line-by-line.

Reduce leakage

Catch over-billing or overlaps before they hit cash.

Work orders & cost control: QuickBooks alone vs QuickBooks + Planyard

If you only track hours, you still fix coding later and spot variances late; add Planyard to make the data job-ready from the start.

Feature QuickBooks Alone (work orders/timesheets) QuickBooks + Planyard
Hours tied to cost codes at entry ✖ Often added later in spreadsheets ✔ Enforced per task/code in the job sheet
Approvals matched to each project ✖ Basic or external ✔ Project-configured routes & thresholds
Job-cost visibility during the job ✖ After posting/reports ✔ Live variance & EAC as you approve
Accounting-ready summaries ✖ Manual prep ✔ Per project/worker/period, approval-only
Evidence & audit trail ✖ Limited ✔ Notes/photos + full approval history
Duplicate handling/re-typing ✖ Common ✔ Eliminated—single flow site → budget → QBO

What Syncs to QuickBooks Online

Posts: Per-project/worker summaries (weekly/monthly), mapped to COA/Class; approved entries only.

Stays: Detailed entries, notes/photos, approval logs, budget & forecasts (in Planyard).

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