Account Setup:

  • Log in Planyard: Create a new account or log in via your existing account.

  • Integrate Planyard with accounting: Go to Company => Integrations => Connect to email, Xero (see here), Quickbooks (see here), and more.

  • Add new users to Planyard: Go to Company => Users => Add a user email. The new user will receive an automatic email.

  • Share individual project level rights to stakeholders such as the right to upload invoices, right to run bid requests, and more: Open the project => Settings => Share project.

Small projects cost control

  • Upload your starting project budget spreadsheet (See how to prepare the budget or download ready to use sample here): Click start a project => Enter project name, select the currency, and then select "Upload project spreadsheet."

  • Invoices and receipts collecting and registering: Mobile apps (See how to use Android here and iPhone app here), Outlook Add-in, automatically import from email.

  • Approve the collected purchase invoices and receipts: Open project, check the Files tab, open the uploaded invoice, select the vendor/or subcontractor, select the corresponding line-items

  • Analyze your project budget and costs: Open the project Budget, check the approved costs against your estimated costs. Adjust the "Revised budget" if necessary.

  • Approve consolidated invoices: Go to the top-level Files tab, open an invoice, and select document type "Consolidated invoice" => Select the corresponding projects and then "Confirm projects." Once the project owners log on to Planyard, they'll see a red notification on top of the "Consolidated invoices" tab.

  • Main contract management & progress reporting to clients: Open the project than "The main contract." Click create "The main contract." To create the progress report for the customer, open the "Main contract and click "Create progress report."

Medium-sized projects

Track subcontracts, change orders, purchase orders, committed costs, and ultimately project profitability forecasts.

  • Enter the subcontract and change order (a.k.a. Extra work, Variation): Open the project => Subcontracts => Add a subcontract

  • Creating and sending a purchase order: Open the project => Purchase orders => Create a purchase order

  • Approve an invoice for a subcontract, or purchase order => Go to files to locate all uploaded invoices, open the corresponding invoice and from the document type dropdown, select the corresponding purchase order or subcontract.

  • Track the committed costs in the budget: Open the Budget view, check the committed costs.

Large scale projects

Digitized bidding and billing process to automate working with subcontractors and vendors.

  • How the bidding works: go to bids, create a new bid, submit a bid, analyze the submitted bids, and one-click convert to a subcontract or purchase order

  • Fully digitized subcontractor progress billing (aka Valuations, applications for payment, claims, and so forth): Open an existing subcontract and click "Send progress report template

  • Retainage management

  • Prepayments: Open a subcontract and click add "Prepayment."

  • Approval workflow for progress billing applications: Open the progress bill that is sent for review, click "Submit for approval," and select the stakeholders

Additional tools

  • Subcontractors management: Companies and contacts management, categorization, subcontractor performance management, relationship management: Included with every plan.

  • Estimating: This feature is currently in B version (cost codes library, price list management, item cost analysis, bidding, quantity calculations, specifications) => To review the estimating tool, please contact our customer success manager via

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