Integration with Accountants Email

In this article, you’ll find information on how to adjust which notifications accountants (or other users) should receive in Planyard.

Table of contents 

Introduction

Add a recipient of notifications

Set notifications preferences and description 

Introduction 

Effective communication is essential for smooth operations in construction budget management. Planyard offers a featuresfor integrating your accountants email to the platform. This means that notifications on events in the platform will automatically be sent to the email supplied. Whether it’s notifications about errors in the integration with the accounting system, updates on approved cost documents, or other critical events, adding the correct email addresses to Planyard helps maintain smooth communication and operational efficiency. 

This functionality is particularly beneficial for companies using accounting software that Planyard does not directly integrate with, allowing them to still send vital information automatically to their accountants.

This article will guide you through the process of adding an email address to Planyard for receiving notifications as well as the options for what notifications to receive. By configuring these settings, you can ensure that the appropriate individuals are kept in the loop, enhancing your team’s ability to respond swiftly to important developments. Let’s dive into the steps to set up these notifications and streamline your communication workflow.

Add a recipient of notifications

To add a recipient for notifications, you need permission to edit company settings and integrations. Once an email address has been added, emails will automatically be sent to that address based on what notifications are selected. Emails will contain documents on the events as well as links to the information in Planyard. 

You can add recipients regardless of whether they have a Planyard account. Adding a recipient without a Planyard account allows them to receive email notifications with necessary documents attached, but they won’t be able to access information on the platform. 

Follow these steps to add a recipient of notifications via the integrations overview:

1. Click 'Company' in the top menu row.
2. Navigate to 'Integrations' on the company menu row.
3. Among the integration options, click 'Connect' on the integration labeled ‘Accountant’s email’.
4. Enter the email address and tick the boxes for the notifications to receive.
5. Click 'Save'.

You have now added the email address to receive the selected notifications. You can at any time comeback to adjust the notifications that the user will receive. 

Set notifications preferences and description 

When you add email addresses for recipients, you will see a variety of options for choosing which information to receive via email. To select the emails recipients will receive, check the box for the desired options. Let’s go through all the options and the information that will be sent to recipients based on the boxes checked.

1. Will allow the selected email address to receive notification on errors in the integration with the accounting software. For example, if a cost document wasn't able to be uploaded to the accounting software properly.
2. If documents such as cost documents would be archived in any project (which means also removed from the calculations in the budget), this will send a notification to the email adress containing information on the archived document.
3. Email will be sent to the designated email address with information as soon as a purchase invoice has been approved in Planyard. 
4. As soon as a consolidated invoice has been approved in Planyard, the email address will receive a notification with all relevant documentation. 
5. Any registered and approved prepayments for subcontracts or purchase order will send a notification to the email adress containing relevant documents and information. 
6. If a credit note is processed in Planyard, this will trigger and email containing information and documentation sent to the email address. 
7. Information and documentation on sales invoices in Planyard will be sent automatically to the email as soon as they are processed. 
8. When a purchase order has been created, the designated email adress will receive information and documents regarding the purchase order that's been created.