Knowify

What Is Knowify?

Knowify is a cloud-based construction project management and real-time job costing platform for construction trade contractors. The main purpose of this software is to protect and maximize a construction company's profit margins by giving them precise control over their project finances and operations. In construction, a business can easily lose money if they miscalculate material costs, suffer from unrecorded labor hours, or fail to bill clients on time. Knowify acts as the central system that stops these financial leaks. It is designed for businesses that perform construction or repair work, such as electrical, plumbing, HVAC, roofing, painting, carpentry, remodeling, concrete, fire protection, and other specialty trades. 

What Is Knowify Best For?

One of the main standout features of Knowify is its real-time job costing. It tracks the actual cost of labor, materials, equipment, subcontractors, and other expenses for each project, then compares those costs with the original project budget. Many contractors only discover whether a project made money after the work is completed. By then, it is too late to fix overspending. Knowify lets the contractor see project costs while the job is still active. For example, if labor is taking longer than planned or material costs are higher than expected, the project manager can notice the issue early and take action. Business owners can see whether projects are profitable or are going over budget.

How Much Does Knowify Cost?

Knowify pricing starts at $149/month for the Core plan, which includes 1 user and covers bidding, executing, and invoicing for fixed-price and AIA jobs. Further pricing tiers of the software are as follows:

• Advanced - $399/month (includes 10 users)
• Enterprise - Custom Pricing

A free trial is available for Core and Advanced plans.

Knowify also offers optional add-ons:

• Service Pro - $199/month, adds real-time dispatching, payment processing, equipment history, inventory management, and automated appointment reminders
• Live Equipment Tracking - $35/vehicle/month, adds GPS tracking and access to the FleetSharp telematics platform

Beyond the monthly plan, contractors should also budget for setup and rollout costs:

• Onboarding And Setup: $0–$2,500, higher if using a QuickBooks/Knowify consultant for custom job phases, AIA billing, or retainage setup
• Data Migration: $300–$5,000, rising with legacy job structures, active job budgets, and historical financial detail
• Multi-User Or Multi-Department Rollout: $1,500–$10,000, higher for multiple branches, service departments, or Enterprise-tier configuration
• Staff And Admin Training: $500–$5,000, higher for role-based workshops across estimators, PMs, bookkeeping, and field staff
• Ongoing Management: $300–$3,000 per month in internal labor, rising with transaction volume and frequent WIP or billing review

Reviewers generally describe Knowify's pricing as reasonable relative to the value it provides, with several noting it's hard to find comparable software at the same price. Some users flag the payroll add-on as expensive given construction's high employee turnover, and a few mention reporting features cost extra without covering all their needs.  

Disclaimer: The pricing is subject to change.

Knowify Integrations

The vendor integrates with several third-party software solutions including:

• Square Payments
• QuickBooks Online
• QuickBooks Desktop
• QuickBooks Payroll
• HubSpot CRM software

How Does Knowify Work?

Here's how you can access the platform and start using its features:

• Log in to your account and connect QuickBooks Online, QuickBooks Desktop, or another supported accounting tool
• Choose a contract type for the project, fixed price, cost plus, time and materials, or AIA billing
• Build a detailed estimate, breaking the project into phases and pulling in materials, labor, and subcontractor costs
• Send the estimate as a client-ready proposal, then convert it into a project budget once approved
• Schedule labor and equipment, and let field crews log time, expenses, and photos directly from the job site
• Track job costs in real-time as purchases and bills come in, comparing actual spend against the original budget
• Generate invoices automatically based on the contract type, including AIA G702/G703 forms if applicable
• Sync all activity back to QuickBooks in real-time, so the books stay accurate without double entry

Who Is Knowify For?  

Knowify is mainly intended for small to mid-sized businesses working in various industries and sectors. These include:

• Specialty trade contractors
• Subcontractors
• Remodelers
• Commercial contractors
• Residential contractors
• Self-performing construction businesses

Knowify Use Cases

Based on our analysis of Knowify features and platform capabilities, we have identified key scenarios where this software is a strong fit for:

1. Trade Businesses Creating Accurate Bids For New Jobs

Before a contractor can win a project, they must tell the customer what the work will cost. This is difficult because the contractor must estimate labor, materials, equipment, subcontractor work, overhead, and profit. If the contractor forgets a cost or underestimates labor, they may win the job but will not make any profit, and in some cases, they may lose the money. Plus, if the quote takes too long to prepare, the customer may choose another contractor. Knowify creates detailed estimates and turns an accepted estimate into the starting project budget.

2. Growing Trade Businesses Managing Client-Requested Extra Work

Construction work usually changes even after the contract is signed. Sometimes customers request extra outlets, and sometimes they want to replace the material. In some cases, the construction job itself can cause additional repair work. If a contractor performs this extra work based on a verbal agreement without recording it formally, they run a massive risk of not getting paid. Furthermore, undocumented work destroys the accuracy of the original project budget. But Knowify solves the problem, as it creates change orders, sends them for approval, and updates the project budget and projected profit.  

3. Subcontractors Facing Cash Flow Leaks And Delayed Payments

In construction, the project owner or general contractor often holds back part of every payment until the job is substantially complete. This withheld amount is called retainage. Contractors must track how much money is being held and remember to bill it after completing the required work. If a business lacks an organized tracking system, they may delay billing for these funds or entirely forget to collect the money they rightfully earned, severely damaging their year-end cash flow. What the software does is calculates retainage on project invoices and can create the final retainage invoice when the job is complete.

4. Commercial Firms Vulnerable To Costly ‘Unapproved Work’ Lawsuits

On commercial projects, drawings and specifications may be unclear or incomplete. A contractor needs written clarification before installing a product or performing work. Sometimes they need to submit product information, samples, or technical documents for approval. But the problem is that nobody reads informal emails, and working without formal approval can lead to rework or legal disputes. Therefore, Knowify keeps RFIs, submittals, project documents, and approval activity connected to the relevant project.

Is Knowify Right For You?

Knowify is right for you if you run a specialty trade contracting or remodeling business that needs real-time job tracking and tight QuickBooks Online integration. It is not a one-size-fits-all tool. It serves as a specialized operational system (ERP) designed to bridge the gap between your field crews and your accounting books.  

Not only that, but Knowify is trusted by contractors across trades, including Serett Metalworks, MPC Plumbing, Chaney Mechanical, Castle Electric, and Safe Harbor Exteriors. That shows its credibility in the specialty trade businesses.  

Still not sure if Knowify software is the right choice for you? Contact us at (661) 384-7070, and our team will help you decide based on your requirements.