How to collect cost documents

Enhancing the process of uploading cost documents to Planyard not only saves time but also minimizes manual effort. This guide introduces multiple methods for collecting documents and shows how to set up efficient workflows to keep your projects running smoothly.

1. Forward emails from the accounts payable inbox to Planyard

If your company has a dedicated accounts payable email address, you can automatically forward incoming invoices to Planyard.

Each Planyard company account has a unique Inbox email address. Any documents sent to this address will be uploaded to the company inbox in Planyard.

Each project also has a project-specific inbox, where documents sent to that address are uploaded directly into that project’s files.

To find these email addresses:

• Company inbox email: Click Inbox in the top menu to view the address.
• Project inbox email: Navigate to the project and click Settings in the project menu to find the project-specific address.

Once you have the email, set up an automatic forwarding rule in your accounts payable inbox to send all incoming emails to this Planyard address.

See:

• Set up auto-forwarding in Outlook
• Set up auto-forwarding in Gmail

2. Use the Planyard email plugin

Install the Planyard plugin for Outlook or Gmail to upload cost documents from your inbox directly to Planyard.

Download the plugin from:

• Microsoft AppSource
• Google Workspace Marketplace

Gmail

When viewing an email, click the Planyard logo on the right side.

Select the relevant project and confirm — that’s it.

Outlook

• Open the email and click Upload to Planyard under more actions.
• Log in to the Planyard add-in and select a project.
• Optionally, add a comment to help with processing.
• The attachment is visible in the add-in. You can remove unnecessary files and upload only what’s needed.

Uploaded documents appear in Files for the selected project, ready for review.

3. Manual upload

You can also upload documents manually at any time.

Upload to company inbox

1. Click Inbox in the top menu.
2. Drag files into the upload area or browse to select them.

Upload to project

1. Navigate to the project and click Files in the project menu.
2. Click Upload files on the right.
3. Drag and drop files or browse to upload.