When we were looking for a platform to help us track project budgets in more granular detail than Xero allows, we arranged demos with several software providers. After reviewing the options, we ultimately chose Planyard, and we have now been using it for nearly a year. I recognise that we are not yet using all the available features, but that is mainly due to our own internal processes rather than any limitation of the software. One of the key things that stood out during the demonstrations was how easy the budget screen is to understand. For a UK construction business, handling CIS deductions correctly was a major consideration for us. In Xero, labour needs to be coded as CIS labour for HMRC purposes, but we also wanted to track labour costs against specific budget categories such as demolition, internal walls, groundworks, etc. Planyard allows us to do exactly that. The labour cost can be allocated to the correct project budget category, while on the Xero side it can still be coded as CIS labour for HMRC compliance, with the CIS tax deduction handled in Xero. This was a big win for us. Another feature I really appreciate is how Purchase Orders link directly to the committed cost column in the budget. This means that even before the invoice arrives, we already know how much of the budget has been committed and how much remains available for each element of the project. With Xero, raising a purchase order was easy, but it didn’t properly handle part-invoicing against a PO. We had to manually calculate and adjust the remaining balance ourselves. In Planyard, this is handled automatically, which saves a lot of time and eliminates errors. The RFQ feature is also heavily used and loved by our project manager. It allows us to compare quotes side by side and against the target budget. It even shows how much profit we would make depending on which supplier or subcontractor we choose before committing to the price. Once a preferred supplier is selected, the quote can be converted into a Purchase Order with one click, meaning there is no need to re-enter the same information twice. Another feature I find incredibly valuable is the ability to leave comments directly on budget lines. Team members can ask questions, leave notes, and reply within the system. This keeps all discussions tied to the specific cost line. Instead of long email threads where explanations get lost after a few weeks, everything remains documented and easily accessible. One of the biggest operational improvements for us has been reducing the number of spreadsheets that different stakeholders were maintaining separately. Previously, various team members had their own tracking spreadsheets, which often led to inconsistencies and confusion. With Planyard, everyone is now looking at the same set of data, but using it for different purposes — whether that’s QS budget control, project management decisions, or finance reporting. Creating payment applications in Planyard is also extremely straightforward. It automatically shows both the remaining budget on the cost side and the remaining amount that can be claimed from the client, which makes managing valuations and forecasting much clearer. Finally, I have to highlight the customer support team, which has been excellent. Whenever we get stuck, the response time is very quick, and we can usually arrange a follow-up meeting or call within a few days. We have also raised a few limitations we encountered while using the software. What has been refreshing is that the Planyard team genuinely listens to feedback and is actively developing additional features based on our needs. In a previous company, we implemented another system where the developers promised everything could be tailored to us. However, once we started rolling it out, we were left with workarounds and a messy setup that never truly fit our business. Our experience with Planyard has been the complete opposite. They promise improvements and actually deliver them. And when something is not fully there yet, they are clearly working hard to make it happen. Overall, Planyard has been a game changer for both our Quantity Surveying and Finance teams, and we are very happy with our decision to implement it.

I previously worked with Oracle at a UK Tier 1 contractor, and I saw firsthand how bloated software can actually hurt financial control. Now at an Australian SME, I still need that same Tier 1 budget discipline — just without the bloat. Planyard hits that sweet spot. It provides structured budgets, strong cost controls, and a professional ERP-level feel, but it’s simple, quick to set up, and practical to use. The Oracle rollout took years, and teams still relied heavily on Excel spreadsheets afterwards. I set up Planyard myself in just a few days. It’s now our strict gatekeeper for purchase orders, handles tax and retention rules smoothly, and generates professional remittance notices our subcontractors rely on. For any QS in the UK or Australia, it delivers real financial clarity without the spreadsheet headaches. Planyard does exactly what it says on the tin.

Planyard with Xero works so efficiently to ensure good cost control and monitoring of projects while also providing stakeholders with up to date information. Can't recommend highly enough. The support during implementation was very good also.

Without real-time cost tracking, it’s easy to mistake being busy for being profitable. We needed a system that told us which projects were actually making money before it was too late. With Planyard’s seamless integration with Xero, every purchase order, subcontractor payment, and invoice flows directly into our accounting system—giving us instant financial clarity without manual data entry or reconciliation headaches.

We love how simple, intuitive and powerful Xero is but were having difficulty finding a project management add on that was equally intuitive and powerful, until we discovered Planyard. Planyard has transformed how we view our projects and ensures the finance team, project managers and the subcontractors have a clear view of the project finances. The support is exceptional and Planyard team are always available to give us a hand or listen to suggestions for new features. The Xero integration is extremely fast and reliable :)

What do you like best about Planyard? Keeps everything in one place, especially with its interface with Xero. Ease of input. What problems is Planyard solving and how is that benefiting you? Tracking of costs against budgets for projects at a moment's glance.