QuickBooks Online

Right after connecting to QuickBooks, Knowify will import the following data:

1. Basic company data
2. Accounts
3. Tax rates and codes
4. Employees
5. Classes
6. List of clients with contact information
7. List of vendors with contact information
8. List of products and services

These data should be imported into Knowify in less than 5 minutes. Very large accounts might take longer. In any case, you’ll get an email from us when the import is finished.

You don’t have to do pretty much anything. If Knowify has the minimum default accounts, we’ll send relevant data into QuickBooks automatically and in real time. These are the entities that will be sent:

1. Clients (new or update)
2. Vendors (new or update)
3. Products and services (new or update)
4. Vendor bills (you can disable it for specific bills)
5. Vendor bill payments
6. Client invoices (you can disable it for specific invoices)
7. Client invoice payments
8. Deposits
9. Retainage
10. Time entries

There is a very important element to consider when we send information into QuickBooks: the default accounts. You can learn more about it below.

After the initial import, we’ll keep checking your QuickBooks account pretty often to import into Knowify any relevant information. This is the list of entities that we will keep up-to-date with QuickBooks:

1. Clients (new or update)
2. Vendors (new or update)
3. Products and services (new or update)
4. Vendor bill payments
5. Client invoice payments
6. Accounts (new or update)
7. Classes (new or update)
8. Tax rates and tax codes (new or update)

If any of these entities changes in QuickBooks, you should see it in Knowify in less than 10 minutes.

You’ll be creating vendor bills in Knowify and recording payment on either Knowify or QuickBooks—we’ll let the other side know that a vendor bill has been paid. Why do you have to create the bills in Knowify? An essential part of cost allocation will come from your vendor bills. If you create them in Knowify, you’ll be able to reconcile them with your purchase order and/or allocate them to your jobs. This way you’ll have accurate information about your costs. A similar reasoning applies to client invoices: if you create them in Knowify, we’ll help you track progress on your jobs and make sure you stay profitable. Besides, we do progressive billing in a very simple way, which you might find really useful if you charge on a percentage of completion basis.

Default accounts are important because when we send information into QuickBooks, we need to know the associated account for that information. For instance, if you create a vendor bill, we’ll need your accounts payable account and the applicable expense account. When you record payment for this bill, we’ll need the accounts payable account and the payment account. You can set these accounts in the accountant’s section. Keep in mind that you can set default income accounts for each client and default expense accounts for each vendor. This way you’ll be able to track revenues and expenses to the level of detail your business requires. Once your default accounts have been set, you don’t have to worry about them anymore.

Entering data twice is a pain, and reduces productivity. But your accounting software needs to stay synced up with the rest of your business. After all, you want your financial reporting and operational reporting to match, as well as your profit and loss, expenses, and more. Knowify’s best-in-class QuickBooks integration means that your construction software will always be connected to your accounting software, so that everyone—bookkeeper, office manager, project manager, and owner—will be on the same page. It’s even better if you run payroll through Intuit: track time and approve timecards in Knowify, and instantly the time will appear in QuickBooks, ready for you to run your payroll!