Knowify Setup for Commercial Contractors

Knowify set up the way commercial contractors work: job costing that matches your estimates, AIA billing, retainage, and a clean sync to QuickBooks Online. Done by a Knowify Certified Advisor who only works with contractors.

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Why Knowify Setups Go Wrong

Where Knowify setups usually break down:

Most contractors buy Knowify, load a few jobs, and stop there. Cost codes do not match the estimate, billings do not tie to QuickBooks, and retainage lands in the wrong place. Before long, the team is entering everything twice.

The software is not the problem. The setup is.

Cost codes off

QuickBooks sync errors

Retainage errors

Double entry

What We Set Up in Knowify

Company and Job Setup

We set up Knowify around how you run jobs:

Company settings, users, and permissions
Customers, vendors, and subcontractors
Open jobs and contract values loaded
Advanced plan features turned on and configured

So your team starts in a clean system.

Cost Codes and Budgets

Budgets that match how you bid:

Cost codes that mirror your bid line items
Job budgets loaded from your estimates
Labor, material, subcontract, and equipment categories

So budget vs. actual means something.

QuickBooks Online Integration

Knowify and your books, connected the right way:

Chart of accounts and items mapped
Invoices, bills, and payments syncing to the right job
Sync errors tested and fixed before go-live

So Knowify and QuickBooks tell the same story.

AIA Billing and Retainage

Progress billing set up to match your contracts:

Schedule of values for each job
AIA-style G702/G703 billing
Retainage percentages and releases
Change orders tied to the contract

So pay apps tie back to the books.

Subcontracts and Purchasing

Know what you still owe on every job:

Subcontract commitments
Purchase orders
Sub invoices checked against commitments
Lien waiver and insurance tracking

So nothing gets paid twice.

Time Tracking and Labor Costs

Labor that lands on the right job:

Field time tracking by job and cost code
Labor burden rates set up
Payroll costs mapped to jobs

So labor cost is never a guess.

Job Cost Reports and WIP

Reports you can act on:

Job cost and budget vs. actual reports
Billing and retainage reports
Data ready for your monthly WIP schedule

So you see job profit while the job is running.

Training and Handoff

Your team ready to use it:

Training for office staff and field users
Written procedures for your team
Questions answered after go-live

Your project managers run the jobs. We make sure the system behind them is right.

Who It Is For

Knowify Plus Monthly Support

Setup is a one-time project. If you also want us to keep your books, Knowify becomes the hub of our monthly bookkeeping and fractional CFO service, and the Knowify subscription is included in the monthly fee.

Knowify setup is a fit for:

$5M to $50M commercial contractors

Subcontractors and general contractors who send monthly pay apps

Contractors new to Knowify, or with a setup that is not working

Contractors anywhere in the US (we are fully virtual)

Clean job costing

Accurate pay apps

A working QuickBooks sync

A team that uses it

A system your team will actually use.

Knowify Setup FAQ

Are you a Knowify partner?

Yes. We are a Knowify Certified Advisor, so your setup is done by someone trained on the software and on contractor accounting.

Do you work with contractors outside New York?

Yes. We are fully virtual and work with commercial subcontractors and general contractors across the US.

Do you connect Knowify to QuickBooks?

Yes. We set up and test the Knowify sync with QuickBooks Online, so invoices, bills, and payments land on the right job in both systems.

We already use Knowify. Can you fix our setup?

Yes. We review your current setup, clean up cost codes and job budgets, and fix sync errors with QuickBooks.

Do you manage our projects in Knowify?

No. Your project managers run the jobs. We set up the system, train your team, and make sure the accounting behind it is right.

Can you keep our books after setup?

Yes. Many clients add monthly construction bookkeeping or a fractional CFO after setup, with Knowify as the hub.

The Outcome

With Knowify set up by SuretyCFO, you get:

Job costs you can trust

Billings and retainage that tie to the books

A QuickBooks sync that works

Less double entry for your office

A clean base for CFO and tax services