Knowify Review
Construction and contractor management built on QuickBooks
Score
Score
▸ How we scored Knowify: 7.5/10
| Factor | Weight | Sub-score |
|---|---|---|
| Vertical fit | 40% | 7.0/10 |
| User ratings (G2 + Capterra) | 30% | 8.9/10 |
| Pricing transparency | 10% | 10.0/10 |
| Feature depth | 10% | 7.0/10 |
| Integration coverage | 10% | 3.0/10 |
Weighted composite, applied identically to every vendor — no vendor pays to change it. Full Fit Score methodology →
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Quick verdict
Knowify is best for Small-to-mid contractors deep on QuickBooks who need AIA billing and change orders. Pricing starts at $99/mo. Strongest fit: General Contractors, Roofing. 4.5 / 5 aggregate user rating. 14-day free trial available.
About Knowify
Knowify is a construction project management platform built around deep QuickBooks integration, designed for general contractors, remodelers, and trade subcontractors who run QuickBooks as their accounting backbone. Founded in 2014 in New York, the company has carved out its market position by serving the QB-heavy construction segment — operators who want construction-specific project management features without abandoning their existing QuickBooks workflow.
QuickBooks integration is the central differentiator. Knowify does real-time bidirectional sync with both QuickBooks Online and QuickBooks Desktop, handling change orders, time tracking, AIA progress billing, purchase orders, and sub-contractor payments. Most competitors offer one-way sync with QuickBooks Online and weaker Desktop support; Knowify made deep bidirectional integration their primary value proposition.
The product handles the full construction workflow: project setup with budgets and schedules, change order management with customer signature capture, AIA G702/G703 progress billing, sub-contractor coordination including PO and payment tracking with lien waiver management, time tracking with job costing, customer portal for project visibility, and material takeoff integration.
Pricing is per-company tier: Starter $186/mo (1-3 active jobs), Pro $279/mo (unlimited jobs + advanced features), Premier $367/mo (multi-currency, multi-entity for larger operations). Unlimited users at every tier. This pricing model favors operations with 5+ team members where flat per-company pricing beats per-user competitors.
The trade-off: Knowify is less polished than Buildertrend (which dominates residential remodeling) and has a smaller user community. For QuickBooks-heavy construction operations, the deeper QB integration justifies the lower polish. Best for residential remodelers, trade sub-contractors, and small commercial GCs ($1M-$10M revenue) running QuickBooks as their accounting platform.
Pricing
| Tier | Price | Notes |
|---|---|---|
| Essentials | $186/mo | Entry tier |
| Advanced | $312/mo | |
| Premium | $583/mo | Top tier |
Core $99/mo billed annually ($149 monthly, includes 1 user); Advanced $329/mo annual ($399 monthly); Enterprise custom.
Knowify starts at $99/mo on the Essentials tier and scales to $583/mo on Premium. The Essentials → Advanced → Premium ladder places it in the budget-friendly entry tier segment of the FSM market. At this price point you're getting core scheduling, invoicing, and a mobile app — but expect to upgrade once you need advanced features like dispatch optimization, automated reminders, or recurring-service contracts. 14-day free trial available — no credit card typically required.
Pricing verified 2026-07-10. Vendors change pricing without notice; verify with Knowify before purchasing.
Estimate uses the published starting tier and detects per-user vs per-company pricing automatically. For an exact quote at your team size and feature requirements, request a quote from Knowify.
Key features
Integrations
Pros
- + Deepest QuickBooks integration in construction project management
Real-time bidirectional sync with both QuickBooks Online and Desktop. Handles change orders, AIA billing, purchase orders, sub payments, time tracking with job costing. Most competitors are QB Online-focused with weak Desktop support.
- + AIA G702/G703 progress billing
Generates AIA-format pay applications from project schedule of values, tracks lien waivers from subs, reconciles approved billing against actual completion. Saves real time vs spreadsheet-based AIA workflows on commercial-style projects.
- + Change order workflow with signature capture
Captures change orders with customer signature, integrates with project budget, updates remaining milestone payments. Critical for residential remodeling where change orders are the source of most owner-contractor disputes.
- + Sub-contractor coordination with lien waiver tracking
Sub profile management, PO creation, payment tracking, lien waiver collection. Less deep than Procore but matched to residential and small commercial scale.
- + Unlimited users at every tier
Flat per-company pricing ($186-$367/mo) means a 20-user team pays the same as a 5-user team. Past 5-6 users, Knowify becomes meaningfully cheaper than per-user competitors.
- + Time tracking with real-time job costing
Field time tracking integrated with project budgets. Real-time job profitability visibility. Critical for understanding project margins before completion — a real differentiator vs spreadsheet-based job costing.
Cons
- − Less polished than Buildertrend
UI shows less design refinement than Buildertrend's modern interface. Functional but visually older. Buildertrend wins on client portal polish for custom home work specifically.
- − Smaller user community
6,000-8,000 customers vs Buildertrend's hundreds of thousands. Fewer YouTube tutorials, less Reddit/Facebook content, smaller knowledge base for self-service learning.
- − Per-tier pricing tiers based on active job count
Starter limited to 3 active jobs; growing operations need to upgrade based on project volume rather than feature needs. Less flexible than tier upgrades based on features alone.
- − Customer portal less developed than Buildertrend
For residential custom home work where homeowner-facing portal matters (selections management, schedule visibility, photo updates), Buildertrend's portal is more refined.
- − Limited integration ecosystem outside QuickBooks
Strong QB integration but fewer integrations with other construction-specific tools (Hover for measurements, Beacon for materials, Bluebeam for documents) compared to Procore or Buildertrend.
Implementation timeline
1–3 weeks for a small team
Plan for 2-6 weeks for full operational rollout. Knowify offers self-service onboarding with optional paid setup ($1,500-$5,000) for larger deployments. Realistic timeline for a mid-size residential GC or trade sub-contractor (5-20 employees): Weeks 1-2 account setup, QuickBooks integration configuration (Online or Desktop — the QB integration is the most critical setup item, get this right before going live), customer and active project data import. Weeks 2-4 office staff training on project setup, change order workflows, AIA progress billing if doing commercial-style projects, sub-contractor management. Weeks 4-6 field crew training on time tracking mobile app, first project goes live with full workflow, parallel run with existing system. For shops migrating from spreadsheet-based or QuickBooks-only operations, the change management lift concentrates on adopting structured project management workflows that QB doesn't enforce. For shops migrating from Buildertrend or Procore, the data import handles customers and active projects cleanly; historical project data typically stays in source system as archive.
Best for / Watch out for
Best for
Small-to-mid contractors deep on QuickBooks who need AIA billing and change orders
Watch out for
QuickBooks-required; limited mobile app; UI feels engineering-driven not contractor-driven
Available for these trades
WrenchStack Awards
Editorial recognitions Knowify received in our 2026 awards. See full methodology →
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User reviews
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Frequently asked questions
Should I use Knowify or Buildertrend for residential remodeling?
Depends on what matters more. Buildertrend wins for custom home builders prioritizing homeowner-facing client portal and selections management. Knowify wins for QuickBooks-heavy operations where deep bidirectional QB integration (especially Desktop) saves real accounting work. Many operations could use either; the QB Desktop dependence is the strongest tiebreaker for Knowify.
Does Knowify replace QuickBooks?
No — Knowify integrates deeply with QuickBooks (Online and Desktop) for accounting. Knowify handles project management, change orders, time tracking, and AIA progress billing; QuickBooks handles GL, AP, payroll, and tax. The integration is bidirectional and well-maintained — this is Knowify's main value vs competitors.
How does Knowify handle commercial GC work?
Knowify handles small commercial GC work (single-trade subs, light commercial projects under $1M) reasonably well — AIA progress billing, sub coordination, change orders all work. For large commercial GC work ($5M+ projects, complex multi-trade coordination, BIM requirements), Procore is the better fit. Most Knowify customers are residential remodelers and trade sub-contractors.
What's the active-job limit on the Starter tier?
3 active jobs at $186/mo. Pro tier ($279/mo) is unlimited active jobs plus advanced features (custom pricing, advanced reporting). Most growing operations upgrade from Starter to Pro within 6-12 months as project volume grows.
Can I track time directly in QuickBooks instead of Knowify?
You can but you'll lose the job-costing visibility that Knowify provides. Knowify's value is connecting field time tracking to specific project budgets in real-time. QuickBooks Time (formerly TSheets) handles time tracking but doesn't have the project management context. Most Knowify customers use Knowify time tracking and rely on the QB sync for payroll processing.
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