Collect Cost Documents

This article summarizes the methods for collecting cost documents in Planyard and provides step-by-step setup guides.

Table of contents

1. Introduction
2. Forward emails from Accounts Payable Inbox to Planyard
3. Planyard Email Plugin
4. Planyard Mobile Application
5. Manual Upload

Introduction

Enhancing the process of uploading cost documents to Planyard not only saves time but also minimizes manual efforts and ensures that no important details are missed. This guide will introduce you to various methods for collecting documents and demonstrate how to establish streamlined workflows, helping you maintain the smooth operation of your projects and the accuracy of your financial records

Forward Emails from Accounts Payable Inbox to Planyard

If your company has an accounts payable email set up, where purchase invoices to your company is sent, you can automatically forward any mails sent to your accounts payable email to Planyard.

Every company account created in Planyard will have a designated email address, any documents sent to this email address will automatically be uploaded to the company account inbox within Planyard. 

Furthermore, each project will also have a dedicated inbox from where invoices can be sent to automatically be uploaded to the specific project rather than the company inbox.

1. To access the email address for the company inbox, click 'Inbox' in the top menu row, here you will find the email address:
   
2. To access the email address for the project inbox, navigate to the project and click 'Settings' in the project menu row. From here, you can access the project-specific email address

Copy either the company email or the project email and set up a rule for your accounts payable email to automatically forward any emails received to this email address. This will ensure that all cost documents sent to your accounts payable email will automatically be uploaded to Planyard. 

Set up auto-forwarding for Outlook 

Set up auto-forwarding for Gmail 

Planyard Email Plugin

You can install the Planyard email plugin to Outlook or Gmail, this will enable you to upload any cost documents in your inbox to the correct project in Planyard with a few clicks. You can download the plugin from the Microsoft AppSource or Google Marketplace. 

Once the plugin has been successfully installed, you will be able to forward documents directly from your inbox onto Planyard. 

Gmail

The Planyard logo will be available on the right side of your screen while an email is opened, click the logo, select which project to upload the document to, done! 

Outlook

When you receive a new cost document, open up the email. You will see 'Upload to Planyard' under more actions for that email. Clicking it will open up Planyard's add-in.

Once logged in, select the project you want to associate with this file.

You can also leave a comment, so, that it's easier to process the file later in Planyard.

The email attachment is automatically visible in the Planyard add-in. If there are several attachments in an email, you can remove the unnecessary ones and upload only the ones you want.

The uploaded file(s) will then appear in Planyard under Files for the project you selected - ready to be processed by you or your team members when you have time.

Planyard Mobile Application

The Planyard mobile application can be downloaded for free in the IOS AppStore or Google Play Store. Once you've downloaded and logged in to the app, you can upload pictures or documents via the application. 

Manual Upload 

Invoices can be uploaded manually to either you project or company inbox.

Upload to company inbox:

1. Click 'Inbox' in the top menu row.
2. Either drag the file to the designated box or browse and select the file.

Upload to project:

1. Navigate to the project and click 'Files' in the project menu row
2. Click 'Upload files' on the right side of the screen.
3. Either drag the file to the designated box or browse and select the file.