Start from templates & your cost library
Use prefilled templates and a structured library of materials and labour to price consistently. Duplicate past projects when scopes repeat, then fine-tune.
Xero Construction Bids & Proposals
Send accurate, branded offers your clients can accept—without spreadsheets or re-typing. Planyard helps you assemble quotes from templates and a structured cost library, export polished PDFs, and keep a full audit trail from first draft to acceptance—all while keeping your Xero data clean.
- Build from templates and a reusable cost library
- Export professional, client-ready PDFs
- Convert accepted proposals into budgets & POs → approvals → Xero
Free 14-day full-featured trial. No credit card required.
Read success stories from our customers
See how Planyard helps businesses like yours succeed - read their stories in our blog.
"We had to get our accountant on board and interface it with Xero, so invoices hit the right job number. Now an invoice gets uploaded in Planyard, I sign it off, and it drops into my Xero payment schedule in three or four weeks - it’s perfect."
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"All of the financial data and invoices are sent automatically to Xero and emailed to my bookkeeper, who then has all the information she needs to record it correctly in our accounts. It’s sort of job done, as simple as that."
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"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."
"Xero does have a purchase order system, but it wasn't geared towards a construction business or the way we actually operate."
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"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."
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Trusted by construction companies globally
Create professional construction quotes & proposals
Everything you need to price clearly, present professionally, and win work—fast.
Templates
Start from standardised structures—no blank-sheet estimating
Cost items
Pull materials/labour from your library for consistent pricing
Duplicate past projects
Reuse winning estimates when scopes are similar to save time
Pricing rules
Apply markups/overheads in one place for controlled margins
Build clear, client-facing offers
Present scope, inclusions, and options in a proposal your client can understand. Export as a polished PDF for submission.
Branded PDF export
Generate professional proposal documents in one click
Options & alternates
Show value-engineered choices without creating extra versions
Terms & validity
Add payment terms, retention, and expiry in plain language
Tax display
Show VAT/sales tax cleanly, aligned with your Xero setup
Upload your project budget and follow the financial progress in real-time
No credit card required. No sales or IT support needed.
Control margins & pricing transparency
Protect your markups while giving clients clarity on what’s included.
Markups & overhead
Apply consistent markups across categories or lines
Unit rates
Keep a stable set of rates from your library for repeat work
Allowances & contingencies
Flag provisional sums and allowances clearly
Presentation controls
Hide internal notes; show only what the client needs
Track versions & acceptance
Keep a tidy audit trail from first quote to signed proposal.
Version history
See who changed what, and when
Client acceptance
Record acceptance and move straight to delivery
Change requests
Revise lines and reissue—without losing the paper trail
Notes
Capture clarifications next to the exact line item
From accepted proposal to delivery & Xero
One flow from proposal → budget → POs → approvals → Xero—so numbers stay consistent from bid to final account.
Convert to a live control budget
Turn accepted proposal lines into a workable cost breakdown with owners and codes—no re-typing.
One-click conversion
Move from proposal to budget instantly
Cost codes
Map lines to the right codes from day one
Baseline
Freeze the original budget for change control
Accountability
Assign line owners and thresholds
Raise purchase orders from the budget
Commit spend against the accepted scope before invoices arrive.
PO from lines
Create POs that inherit the correct codes
Delivery capture
Record GRNs or valuations against each PO
Tolerances
Flag price/quantity variances automatically
Commitment tracking
See committed vs remaining at-a-glance
Upload your project budget and follow the financial progress in real-time
No credit card required. No sales or IT support needed.
Approvals and 3-way matching before accounting
Capture invoices (email-in/OCR), match to PO and delivery/valuation, and route for project approvals—then post to Xero.
Email-in/OCR
Turn PDFs/photos into structured data—no re-typing
3-way match
PO ↔ delivery/valuation ↔ invoice; block mismatches
Project approvals
Site/QS/Finance routes or ad-hoc
Approval-only sync
Only fully approved invoices post to Xero.
What syncs to Xero
Planyard posts ready-to-pay bills with correct coding and documents—keeping ledgers and job reports clean.
Approved bills only
Nothing syncs until coding, matching, and approvals are complete
Vendor, GL account, tracking category, tax & currency
Bills arrive already tagged for reporting
Invoice PDF + references
The original PDF and PO/valuation refs travel with the bill
Notes & comments
Reviewer context is preserved for audit/month-end
Construction Software Integrating with Xero
Planyard is construction software integrating with Xero: it connects quoting and proposals with delivery and approvals, then syncs only clean, approved data to QBO—so Finance’s reports stay accurate while the project team moves fast.
Sending client proposals: Planyard vs Xero alone
| Capability | Xero Alone | Xero + Planyard |
|---|---|---|
| Proposal/estimate templates & cost library |  Basic/none |
 Built-in templates & reusable cost items |
| Duplicate past project estimates | Manual copy |
One-click duplicate & edit |
| Branded, multi-section PDF proposals | Basic documents |
Polished, client-ready PDFs |
| Version tracking & acceptance trail | Limited |
Full history with notes |
| Convert accepted offer → budget & POs | Manual re-typing |
One-click conversion; codes preserved |
| Approvals & 3-way match before posting | Not enforced |
Enforced with variance blocks |
| Sync to Xero (vendor/COA/tracking category/docs) | Manual uploads/tagging |
Approved bills post fully coded with PDF |
Contractor success stories
"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."
Pricing for Xero proposal add-on
Start with estimating and budget conversion; add purchasing, approvals, and 3-way match as you standardise processes.
USD
EUR
GBP
AUD
CAD
Estimating
$52
€49
£40
$82
$74
/ month / project manager
Cost estimating
Essential
$105
€99
£82
$166
$149
/ month / project manager
$43
€40
£33
$49
$60
Usually selected for: site engineers, clients, estimators or auditors.
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 spend
- Manage purchase invoices automatically
- Reuse active project cost data for estimating
- Sync invoices to Xero and QuickBooks
Professional
$158
€149
£123
$250
$225
/ month / project manager
$43
€40
£33
$49
$60
Usually selected for: site engineers, clients, estimators or auditors.
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 cost on the budget
- Forecast project profitability in real-time
- Create cashflow forecasts
- Manage client contracts and progress reports
Ultimate
$210
€199
£164
$333
$300
/ month / project manager
$43
€40
£33
$49
$60
Usually selected for: site engineers, clients, estimators or auditors.
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
Frequently asked questions
We've got your questions covered. If you can't find the answer below, then feel free to contact us via the chat.
Yes—create from templates, pull items from a cost library, and reuse past projects to price faster and more consistently.
Yes—convert to a live budget, raise POs, run approvals with 3-way match, and then post only approved, coded bills to Xero with the correct supplier, account code (Chart of Accounts), Tracking categories, and the invoice PDF attached.
Yes. Planyard integrates with Xero and posts only approved, coded bills with supplier, account code, Tracking categories, tax/currency, and the invoice PDF attached.
No. Planyard is the project-side control layer (estimating, budgets, POs, approvals, 3-way match). Xero remains your accounting system.
Yes. Configure project-specific or ad-hoc routes (e.g., Site → QS → Finance) with value thresholds; only fully approved invoices sync to Xero.
Yes. Planyard matches PO, delivery/valuation evidence and invoice; price/quantity variances are blocked before anything posts to Xero.
No re-typing. Email-in and OCR turn PDFs/photos into structured data, auto-link to the right PO, and move into approvals.
A complete bill in Accounts Payable: supplier, account code, Tracking categories, tax/currency, the invoice PDF, and PO/reference notes—plus approver history for audit.
Xero applies CIS and domestic reverse charge VAT on posted bills; Planyard ensures clean supplier linkage and coding so outcomes are correct and HMRC reporting stays straightforward.
No—estimates and budgets stay in Planyard for project control; only approved supplier bills/credit notes post to Xero with the right coding and attachments.
Upload your project budget and follow the financial progress in real-time
No credit card required. No sales or IT support needed.