Planyard Trial Setup and Implementation
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      3. Planyard Trial Setup and Implementation

      Planyard Company Account Setup Guide

      Here are the steps and introductory videos that help you set up your Planyard account for testing.

      Table of contents

      1. Introduction
      2. Start the Free Trial
      3. Activate subscription
      4. Company Profile 
      5. Invite Users
      6. Creating a Project
      7. Collect Purchase Invoices
      8. Forwarding Approved Costs to Accounting
      9. Approval Workflows

      Introduction

      This guide covers essential settings to review when setting up your company account. You’ll find short step-by-step instructions for key setup tasks, along with links to more detailed guides on account settings and features. Follow these steps to ensure your account is ready to manage construction budgets smoothly from day one.

      Start the Free Trial

      To start your free trial, visit the Planyard website and click ‘Try it free’. Note that no credit card details or payment information are needed to start the free trial.

      Once you’ve set up the free trial, you will have immediate access to Planyard. If you forget your password, click ‘Forgot password?’ on the login screen to reset it.

      Activate Subscription

      To ensure seamless access after your free trial ends, follow these steps to add your payment details:

      1. Go to 'Company' in the main menu
      2. Select 'Billing'
      3. Click 'Manage Account'
      4. Under 'Payment Method', enter your credit card details

      Once your payment method is added, your account will automatically activate on the last day of the free trial. 

      Company Profile

      You can update your company profile, including details like the company name, registration code, and logo. Information added here will automatically appear in Planyard-generated documents, such as purchase orders and bids. To adjust your company profile settings, follow these steps:

      1. Click 'Company' in the top menu row.
      2. Click 'Settings' on the far right of the company menu row. 
      3. From here you will see several rows where you can adjust information for the company details. 

      Note that only the company name is required in the company settings; however, adding additional information can enhance the professionalism of your Planyard-generated documents.

      Refer to this guide if you want to see more detailed information on the company profile information. 


      Invite Users

      Once you’ve logged in to the platform, you can invite users such as project managers, quantity surveyors, site engineers, and other team members. Here’s how to add new users to the platform:

      1. Click 'Company' in the top menu row
      2. Navigate to 'User Management'
      3. Click 'Add User' in the top right corner
      4. Add the user’s email address and select permissions
      5. Click 'Create'

      For more information on user permissions and detailed guides on user management, refer to this guide.

      Creating a Project

      To utilise the project management workflows, you need to create a project. When clicking 'Projects' in the top menu row you will have two options, you can either create a custom project or create a demo project. 

      Demo Project

      When you click ‘Create demo project,’ a new project containing a dummy budget with data will be created. The project will include pre-populated items such as an active subcontract, payment applications, registered costs, and other data. The demo project is a great way to trial Planyard’s project workflows features immediately upon login.

      Create Custom Project

      By creating your custom project you add your own budget to Planyard, the most common way to do so is by utilising the budget template spreadsheet. Simply add your budget to the spreadsheet, and upload it to Planyard. Guides and content regarding creating your own project with your budget:

      Collect Purchase Invoices

      There are different ways of collecting purchase invoices to Planyard, ensuring a smooth way of managing and tracking your expenses:

      You'll find a full guide on invoice management here. 


      Forwarding Approved Costs to Accounting

      Planyard allows for automatically forwarding approved cost documents to accounting, ensuring accuracy and efficiency in your financial workflows. The approved cost document can either be forwarded directly to the accountant’s email or sent directly to the accounting software via integrations. Details on how to set up integration or forward approved cost documents to accounting: 

      Approval Workflows

      Approval workflows in Planyard ensure that every cost, purchase order, and RFQ (Request for Quote) is reviewed and approved by the correct people. This helps maintain control over your project’s budget and ensures that nothing moves forward without proper authorization.

      You can set up approval workflows for:

      • Processing costs
      • Creating and approving purchase orders
      • Reviewing tenders from RFQs
      For detailed instructions on how to configure all approval workflows, please refer to this guide: Approval Workflows Setup Guide.