Planyard Account Setup and Implementation
      Back to home
      1. Planyard Construction Software Knowledge Base
      2. Getting started with Planyard
      3. Planyard Account Setup and Implementation

      Professional Functionality Getting Started Guide

      Unlike most construction financial management tools and ERP systems that require IT support, lengthy setup, and weeks or months of onboarding, Planyard is designed for quick adoption. You can fully set it up and onboard your team in just 1-2 hours.

      Follow This Quick-Start Guide to Get Your Next Project Up on Planyard

      —and easily onboard your team without lengthy training.

      Table of contents:
      Cost Estimating & Client Quoting Set Up
      Project Budget Control & Invoice Processing Intro Video
      How to Easily Onboard Your Team Members
      How to Set Up Your Next Project in Planyard
      Account Setup (5-10 Minutes)
      Advanced Setup (Optional)
      Avoid These Common Mistakes
      Book a Free 1-Hour Personal Onboarding Session

       

      1. Cost Estimating & Client Quoting

      1. Here’s a 4-minute guided video on quickly getting started.

      2. Go to Company → Settings to enter your company details—these will be automatically added to your PDF quotes.
      3. Review and update your quote terms under Company → Company-wide features → Client quote terms.
      4. Customize your estimating pipeline under Company → Company-wide features → Budgeting pipeline stages & Client quote terms.

      2. Project Budget Control & Invoice Processing Introductory Video

      1. Watch this introductory video to learn how to:

        1. Process subcontractor and vendor invoices with automatic budget updates
        2. Raise purchase orders and track budget commitments
        3. Sync invoices seamlessly with accounting software

      How to Easily Onboard Your Team Members

      Recommended: Assign a Planyard Champion—a team member with management support who leads the setup and team onboarding.

      1. Use a Pilot Project First – Start with a single project before rolling out Planyard across all projects. This ensures a smoother transition and allows quick refinement of processes. Log in to Planyard → Projects and create a "Demo Project" to test key workflows before full implementation.
      2. Invite Team Members to Planyard – Go to Company → User Management → Add new user, select the appropriate user rights, and enter their email. The user will receive an automatic email with login details.
      3. Encourage Early Adoption – Have project managers and quantity surveyors create a Demo Project and complete a test purchase order ([3-min video]) and invoice process ([3-min video]). It takes 10-15 minutes, and they will immediately see how Planyard helps eliminate duplicate data entry.
      4. Leverage Tutorial Videos for Training – Encourage team members to watch the 3-5 minute tutorials in the Planyard knowledge base to see how the workflows simplify their daily tasks.

      How to Set Up Your Next Project in Planyard

      1. Upload your starting project budget spreadsheet
        1. Upload your starting project budget using one of our Simple (download sample or see 3-min guide) or Complex with multiple subcategories (download sample or see 3-min guide) templates. Read the detailed guide in our knowledge base.
        2. Assign the project to the project manager
          Project → Settings → Change project owner
      2. (Optional) Lock the budget to prevent unwanted edits
        1. Company → User Management → Edit estimates & target budget for projects
      3. Task project managers and quantity surveyors to manage:
        1. Purchase orders, invoices, change orders (variations), and forecasts in Planyard
      4. They can quickly learn the system using our [3-5 minute tutorial videos], making it easy to onboard your team and new hires.
      5. Run your next project cost control meeting using Planyard’s real-time financial insights.

      Account Setup (5-10 Minutes)

      1. Best ways to link vendor and subcontractor invoices to your projects as you receive them:

        1. Auto-import invoices via your accounts payable email (most popular).

        2. Process invoices directly from Outlook or Gmail while browsing email.

        3. Scan paper receipts via mobile—anytime, anywhere. iPhone & Android

      2. Automate invoice processing to accounting:

        1. Integrate with Xero, QuickBooks, Sage, or MYOB to eliminate manual data entry.

        2. Or let Planyard automatically send project manager- or quantity surveyor-approved invoices directly to your accountant’s email.(Fit while just testing)

      3. Send purchase orders with your work email:

        1. Enable email whitelabeling for one-click PO sending ([Here's how])

      Advanced Setup (Optional Support Available)

      1. Manager approval workflows for invoices
      2. Purchase order approval workflows for managers
      3. For further assistance, reach out to support@planyard.com

      Avoid These Common Mistakes

      1. Not Assigning It to a Specific Team Member – Ensure there is one person responsible for setting up and driving adoption.
      2. Trying to Solve Too Many Problems at Once – Set a clear objective like:
        "We want to have accurate forecasts to prevent cost overruns." Once the objective is achieved, set a new one.
      3. Trying to Implement Too Many Workflows at Once – If transitioning from spreadsheets, start with core workflows like invoice processing and purchase orders. Once these are fully onboarded, add subcontractor payment applications automation, cash-flow forecasting, and other features.

      Book a Free 1-Hour Personal Onboarding Session

      We’d love to walk you through Planyard, answer any questions, and share tips to help you get started quickly. Let us know if you’d like to book a call. support@planyard.com

      Looking forward to helping you streamline your financial management—without spreadsheets!