Knowify Bookkeeping Services & Job Costing Support

Knowify answers its own biggest question honestly: no, it is not a replacement for QuickBooks. It is a job-costing and contract-management layer for trade contractors that syncs with QuickBooks Online, QuickBooks Desktop and Intuit Enterprise Suite — and its own guidance says your chart of accounts, tax prep and cash flow reporting belong in QuickBooks. Which means your month-end still closes in QuickBooks, and the sync between the two is where the books are won or lost. That is the work we do.

A QuickBooks Layer, and Proud of It

Knowify positions itself for trade and specialty contractors — electrical, plumbing, HVAC, painting, concrete, excavation — plus remodelers, and calls itself the leading QuickBooks integration in construction. Job costing runs by phase and cost category with budget-versus-actual comparison, and the toolset covers AIA-style pay applications, progress invoicing, retainage and schedule-of-values tracking, change orders and subcontractor management.

The sync is real but directional, and the directions matter. Per Knowify’s own documentation: clients, vendors, subs, items, expenses, invoice payments, bills, bill payments and projects sync both ways; invoices, employee time and 1099 time flow one way from Knowify into QuickBooks; and classes, accounts, tax rates and employees flow one way from QuickBooks into Knowify.

Where Knowify Books Go Wrong

Invoices only travel one direction. An invoice raised directly in QuickBooks never syncs back to Knowify, so a client who invoices in both places ends up with duplicated revenue on one side and missing job revenue on the other. The rule has to be absolute — all project invoicing through Knowify — and somebody has to audit for strays.
The chart of accounts and classes live in QuickBooks. They flow into Knowify one way, so a messy QuickBooks account structure becomes a messy Knowify cost structure automatically. Cleaning up the QuickBooks side is a prerequisite, not an afterthought.
Non-project activity never touches Knowify. Overhead, owner draws, loan payments, payroll taxes — Knowify itself says that work belongs in QuickBooks. A contractor who watches only Knowify dashboards sees job profitability and misses the company bleeding cash on the overhead side.
Retainage and pay apps still need accounting treatment. Knowify tracks retainage and schedule of values operationally; getting retainage receivable onto the balance sheet correctly, and progress billings reconciled to contract values, is bookkeeping that happens in QuickBooks.

Core Knowify Bookkeeping Functions We Manage

1. Sync Supervision and Stray-Invoice Audits

Every sync direction verified monthly — two-way records agreeing, one-way flows landing where they should — plus an audit for invoices raised directly in QuickBooks that Knowify will never see.

2. QuickBooks Chart of Accounts and Class Structure

Because accounts and classes flow one way into Knowify, we keep the QuickBooks structure clean and construction-shaped — the foundation every Knowify report stands on.

3. Job Costing, Budgets and WIP

Phase and cost-category discipline, budget-versus-actual reviewed with you monthly, and WIP reporting your bank and surety will accept, reconciled between Knowify and the QuickBooks ledger.

4. Pay Apps, Retainage and Progress Billing

AIA-style pay applications and schedule-of-values billing supported operationally in Knowify, with retainage receivable and progress billings correctly stated on the QuickBooks balance sheet.

5. Full-Company Close in QuickBooks

Overhead, payroll journals, bank reconciliation, and the month-end close where Knowify itself says it belongs — in QuickBooks. Plus 1099 filing using the time data Knowify pushes over.

The Knowify Rescue: Reuniting Job Costs With the Ledger

The pattern: a trade contractor adopted Knowify for pay apps and job costing, kept invoicing some customers straight from QuickBooks, and let the class list sprawl. Now Knowify says the jobs are profitable, QuickBooks says the company is not, and neither number is trusted.

We audit the invoice population on both sides and eliminate the duplicates and orphans, rebuild the QuickBooks account and class structure so it flows into Knowify sensibly, restate retainage receivable, and reconcile job-level profitability to the company P&L until the two stories agree.

Behind on the ledger itself? Start with catch-up bookkeeping.

Why Outsource Your Knowify Bookkeeping to Maxim Liberty?

Knowify shops are QuickBooks shops, and QuickBooks is where we live. We have kept US construction books since 2005, we are BBB A+ accredited, and we run the QuickBooks side — and the sync discipline — that Knowify’s own guidance assumes someone is running.

Plans start at $75/month; dedicated bookkeepers are $15/hour for businesses and $10/hour for CPA firms who white-label our team. Your first deposit carries a 100% money-back guarantee, so you can test the work with little to no risk. See pricing.