Dispatch software got you here. Commercial work needs more.
When your first GC asks for a pay application, no amount of service scheduling tools will help. Knowify handles service dispatch and commercial project work in one platform — job costing, AIA billing, and QBO sync included.
When service tools run out of road
Service dispatch software is fine — right up until your first commercial job.
Most HVAC contractors start with a tool built purely for service work. It handles dispatch, invoicing, and maintenance agreements well. But when your business grows into commercial mechanical contracts, that tool hits a wall. The billing requirements are different. The job costing is different. GCs don't care about your service software — they want a G702.
No AIA billing
Service tools generate invoices. Commercial GCs require pay applications — a G702/G703 schedule of values with retainage tracked by phase. These are two completely different documents, and most service software can't produce one.
Job costing that can't keep up
Tracking profitability on a service call is simple. Tracking it across a multi-phase mechanical contract — labor, materials, equipment, subs — by phase, in real time, against a budget you bid months ago, is not. Service tools aren't built for that.
Two systems, twice the admin
So you keep your service tool for dispatching and bolt on a construction platform for commercial jobs. Now you're double-entering labor costs, managing two QBO integrations, and training new hires on two different systems.
One platform for all of it
Service dispatch on Monday. AIA billing on Tuesday. Same system, no duplicated effort.
Knowify was built to handle both sides of the HVAC business — fast-paced service work and longer commercial projects — without splitting your operations across multiple platforms.
Real-time job costing
Track labor, materials, equipment, and subs by phase. Always know your projected profitability before the job is done.
AIA pay applications
Generate G702/G703 pay apps with schedule of values, retainage by phase, and stored materials — built into the billing workflow.
Service dispatch
Manage service calls alongside project work. One schedule, one field app, one source of truth for your whole operation.
QuickBooks sync
Real-time, two-way sync with QuickBooks Online. Your accountant sees every job cost, invoice, and payment without you touching it twice.
How Knowify works for HVAC contractors
The tools your commercial jobs actually need
Not a patchwork of workarounds. Every feature below was built because HVAC and mechanical contractors needed it — not because it sounded good on a marketing page.
Job Costing
Know if a job is making money before it's done
Knowify automatically tracks expenses as you work — time cards, material purchases, subcontracts, equipment. You see budget vs. actual by phase, in real time, without building a spreadsheet.
- Track labor costs by phase using fully loaded labor burden rates
- Log material purchases directly to jobs from the field or office
- Get a profitability overview for every active job at a glance
- WIP reporting shows you when cash flow is ahead or behind your billing
AIA Billing
Send a pay app a GC will actually accept
Knowify generates real G702/G703 pay applications — not "AIA-style" invoices. The schedule of values is built from your project budget. Retainage is tracked by phase, not manually added. Overbilling alerts catch mistakes before they become disputes.
- Auto-generated schedule of values from your project budget
- Retainage tracking by phase — automatically carried forward
- Stored materials tracking prevents accidental double-billing
- Electronic submission with e-signature built in
QuickBooks Integration
The #1 QuickBooks integration in construction
Everything in Knowify syncs to QuickBooks Online in real time — job costs, invoices, payments, time entries. Your bookkeeper or accountant stays in QBO while your team works in Knowify. No double entry. No end-of-month reconciliation scramble.
- Two-way sync: changes in Knowify update QBO instantly, and vice versa
- Integrates with QuickBooks Online, Time, Payroll, and Intuit Enterprise Suite
- Labor, materials, and sub costs mapped by job, category, and phase
- Lower transaction fees than standard Intuit rates for ACH and credit card
From proposal to payment
Everything your HVAC business needs in one platform
Knowify covers the full scope of your operation — service work, commercial projects, billing, job costing, scheduling, and financials — without requiring a separate tool for each.
Service & Dispatch
Schedule techs, manage service calls, track job history, and invoice from the field — all from the same platform as your commercial work.
Proposals & Contracts
Build professional, budget-backed proposals. Win the job and turn the proposal directly into a fully costed project plan.
Invoicing & Payments
Progress billing, AIA pay apps, service invoices, online ACH and credit card payments — customers pay faster when it's easy to do so.
Job Costing & Budgeting
Compare budget to actual costs by phase in real time. Catch overruns before they eat your margin, not after the job is done.
Workflows & Scheduling
Manage your entire team's schedule from one place. Keep project timelines and service calls from competing for the same crew.
Prevailing Wage & Certified Payroll
Track hours by trade classification, handle prevailing wage job costing, and connect directly to certified payroll providers for public works jobs.
Contractors who made the switch
They were outgrowing their service tool too.
"Knowify has helped us scale 300% over the last 5 years. We run service calls and commercial mechanical projects out of the same system. I don't know how we'd manage both without it."
"I didn't see anything like the AIA billing at any other software. The schedule of values builds automatically from the project budget and the retainage tracks itself. Our GC relationships are better because our billing is professional."
"We were doing double data entry between our service tool and QuickBooks for two years. With Knowify, everything syncs automatically. My bookkeeper stopped asking me for data she used to chase me for every week."
Get a walkthrough
See how Knowify works for your HVAC business
30 minutes with a Knowify specialist. Walk away knowing exactly how service dispatch, commercial billing, and job costing work together — and whether it fits what you're building.
Talk to a Knowify specialist
We'll walk through your current setup and show you what Knowify looks like for an HVAC operation doing both service work and commercial projects.
Prefer to explore on your own? Start a free trial — no credit card required.