Ultimate – Configuration Checklist

Critical Company Configuration

1. Company Profile

• Go to Company → Settings → Company Profile.
• Click the pencil icons to update company details.
• Click Upload new logo to add your company logo.

This information is automatically included in all documents generated from Planyard.

2. Contract Retention

• Go to Company → Settings → Company-wide Features.
• Scroll to Contract Retention and enable or disable the toggle.
• Enable if retention must be tracked upstream and/or downstream.

Must be enabled before creating contracts if retention applies.

3. Approval Workflows

• Go to Company → Settings → Approval workflows.
• Enable the Approval Workflow toggle.

Note: This only enables the approval menu. It does not configure the workflow itself.

Required if internal approval steps are used for contracts, POs, or costs.

4. Cost Approval Workflows

Enable if invoices or cost entries require structured approval.

Without this, costs can be approved without workflow control.

5. Email Identities

Choose sending method (Planyard default or company domain).

Using your domain requires DNS setup and improves deliverability.

6. Invoice Collection Method

Decide how supplier invoices enter the system (upload, dedicated email, integration).

Define this before suppliers start submitting invoices.

7. Default Purchase Order Terms

• Go to Company → Settings → Company-wide Features.
• Enter or edit your terms and click Update Settings.
• Scroll to Custom Purchase Order Terms and click Manage Settings.

These terms are automatically included in all issued purchase orders.

8. Accounting Integration (If You Are Syncing Costs to Your Accounting System)

• Go to Company → Settings → Integrations.
• Select and connect your accounting software (Xero, QuickBooks, MYOB, Sage or Accountant’s email).

Set up before pushing approved invoices or costs — this ensures the chart of accounts and vendor data sync correctly.

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Estimating Configuration

Complete these settings before creating client quotes.

1. Pipeline Stages

• Go to Company → Settings → Company-wide Features → Estimating Pipeline.
• Add, edit, reorder, or remove pipeline stages.

Defines the sales stages used in your estimating workflow.

2. Client Quote Terms

• Go to Company → Settings → Company-wide Features → Client Quote Terms.
• Click Manage Settings, enter or edit your terms, and click Update Settings.

These terms are automatically included in all client quotes.

3. Client Quote Default Expiry

• Go to Company → Settings → Company-wide Features → Default Quote Expiry.
• Set the default number of validity days for new quotes.

Automatically applied to all newly created quotes.

4. Default VAT / Sales Tax Rate

• Go to Company → Settings → Company-wide Features → Default VAT / Sales Tax.
• Set the default VAT (GST) rate.

Automatically applied when creating new estimates.

5 Material Breakdown

• Go to Company → Settings → Company-wide Features → Material Breakdown.
• Enable or disable the material breakdown toggle.

Allow cost buildup on items in your estimate.