Release 2.20: Change Log

Our new release is out! Get ready for a long list of new features and improvements, including some of the most requested features in Knowify history.

This is the complete change log:

  1. Create clients, vendors, and catalog items on the fly: Our search bars will now let you create and save new clients and vendors when you need to. Also, and more importantly, they will give you the option to create products and services without having to go to the catalog section. Quick and easy.
  2. Company documents: The admin section has a new tab called ‘Documents’, where you can store up to 20 company documents. We’ll make these documents available every time you are about to send an email to a customer or vendor, this way you can easily attach them. You can use this feature to store your insurance documents, general information about your business, or any other information applicable across jobs.
  3. Overtime: Yes, it finally happened. Over the last months we’ve received many requests to extend our overtime capabilities. However, as many of you know, QuickBooks Online has not released support for overtime and we’ve been waiting for them to make sure our features would seamlessly fit into their structure. Well, we didn’t want to wait any longer so we’ve released our enhancements that will give you more control over overtime. For now, these enhancements will be available upon invitation. If you are interested, reach out to support@knowify.com.
  4. Attachments in purchase orders: Now you can attach additional documents to purchase orders. Along with this change, we’ve also improved our support for vendors, allowing them to store multiple contacts. These contacts will also be available when you send POs via email.
  5. Additional comment in e-signature: When your customers e-signed a document, now they will also be able to provide an optional comment. This comment will not modify the content of the agreement (as clearly states the e-signature page), but will streamline the process of managing classic follow up questions from your customer like when the job starts or when the deposit payment can be expected. This comment will be included in the confirmation email and will pop up in your dashboard activity.
  6. Subcontractor PO workflow: We’ve improved the workflow related to managing subcontractors in Plan & Track. Now, when you select a subcontractor and Knowify creates a subcontract PO, this PO will include the work order information. Also, the subcontract PO document can now be customized, giving you the ability to include useful information (whether scope of work, terms and conditions, payment details, etc) for your subs.
  7. Custom placement of e-payment link: For those processing electronic payments, you can now place the payment link anywhere in the email you sent to the customer, so it doesn’t need to be at the bottom any longer. This gives you the flexibility you need to customize your emails and will likely improve the customer experience.
  8. New actions panel in detail pages: Many of you already had access to our newest action panels, but now it’s available to all users. These changes make a lot easier to understand all the available actions in the detail pages of purchases, bills, and invoices.
  9. Email attachments: We’ve improved the experience around attaching documents to emails. We’ve increased the attachment area, and we’ve made it easier to verify that your list of attached documents/files is correct before sending the email. Also, we’ve made it very easy to attach standard company documents (uploaded in the admin panel – standard examples include W9s, licenses, etc) to any email.
  10. Contract summary report:We have a new report available when you send a change order to the customer for e-signature. This is an optional report with the contract summary that will be attached to the confirmation email once the change order is signed. This is a great way to make sure you and your customers are on the same page regarding the status of the contract. We know things can get a bit hairy when multiple change orders are out for signature.
  11. Manage users: We’ve completely changed the section to manage users in the admin page to make adding, updating, and removing users much easier.
  12. Manage equipment:Similarly to users, we’ve adjusted the layout of the section to manage equipment to make it more user friendly.
  13. Speed improvements: There are significant improvements in Manage Bills and Manage Service Jobs sections to make them a lot faster.
  14. Job board:We’ve enhanced Job Board to include new features like Add New Allocation for job scheduling, group scheduling, and the ability to create service tickets on the fly. We’ve also improved this page to remember your latest settings when you go back to it.
  15. Multiple vendor contacts: We’ve mentioned it before when we were talking about attachments in POs, but now you can also create multiple contacts for each vendor in the Vendors section.
  16. Unit-based billing in owner contracts: We’ll keep adding invoicing methods to the platform and the newest addition is unit-based billing in owner contracts. If you use catalog items in the proposal and set quantities, you’ll have to option to invoicing your customer based on these quantities. Unit-based AIA-style billing will come in our next release.
  17. Catalog account defaults: For those connected to QuickBooks Online, our QuickBooks section, Catalog tab, has now a general default income and expense account for catalog products and services created in Knowify. Any new catalog item will take these defaults when synced with QuickBooks for the first time.
  18. Holdback in owner contracts (non-US): For our international users, we’ve improved our support for holdback in owner contracts.
  19. Clockshark import: We’ll be focusing on integrating with other useful apps in the near feature and our first step is a simple time import for Clockshark users. Contact support@knowify.com for more information.
  20. User logs in contracts: In order to speed up the contract page for those dealing with large amounts of items, we’ve hidden the list of user actions by default.
  21. RFIs: RFIs will now display the title of the RFI inside the pdf document.
  22. Improvements in electronic payments: This release incluedes a few improvements in our PaySimple integration, such as a better handling of ‘Do not honor’ errors, email confirmation for payments processed in the office, and better information in the action logs.
  23. Client notes: You can now include custom notes in the client page. We’ll be extending the capabilities of this future soon.
  24. Job name restrictions: For those connected to QuickBooks Online, we’ll be enforcing a 50-character limitation in job names to prevent sync issues. We will also prevent users from including ‘;’ in the name.
  25. In-modal spinner: For those actions performed inside a popup screen, we’ve improved the experience around submitting the information by displaying a spinner inside the button. This will improve the user experience and prevent multiple submissions by mistake.
  26. Job colors: Along with the current option to select a job color, we’ve included a list of predefined colors to make the color selection easier.
  27. QuickBooks improvements: Our QuickBooks sync will be taking client tax rates and notes from QuickBooks into Knowify. These properties will sync both ways soon. We’ve also improved the experience around identifying sync errors.
  28. Smartphone app improvements: We’ve made a few small adjustments to the smartphone app to make it more reliable. One of these improvements should fix the check in/out issue that some users have experienced in UTC-8. UTC-9 and UTC-10 timezones.
  29. Opportunity value and profit information for leads: We’ll be making significant improvements to lead management in Knowify, enhancing all our CRM capabilities. The first step is displaying the opportunity and profit values for leads in Manage Contract Jobs.
  30. Adjust cost and markup for time entries in the invoice: When invoicing billable items originated from time entries, now you can adjust the markup in the invoice.
  31. Actions around review time: We´ve duplicated the actions at the top of the table of Review Time. This will be especially handy for those managing many entries at the same time.
  32. Update contract breakdown based on budget changes: For those going back and forth between Plan&Track and Contract in the budgeting/bidding phase, you’ll have now the option to update the breakdown of materials based on changes in the list of materials of the project plan.
  33. Resolved glitches:
    – Dates in service summary report
    – Success message in delete time entries
    – Tax star when subtotals are not displayed in owner contracts
    – Improved experience of companies with no departments

Get Contracts and Change Orders E-Signed

By now you are probably familiar with our e-signature tools. They allow you to email your proposals and changes orders to your customers so that they can view and sign them. This is one of our most popular features and it really shows your customers a level of professionalism that can set you apart from your competitors. However, the e-signature tool is not just a cool marketing feature: getting these documents signed will protect your business and improve your relationships with your customers.

At Knowify, we believe that a clear and transparent signature process is essential for any contracting business. It helps that one of our founders is a former attorney that in his previous life had to deal with multiple disputes around contracts. With that experience in mind, we designed the contract management tools in Knowify that will help you build safer and more reliable business relationships with your customers.

These are some of the advantages of using electronic signatures:

– Professionalism: You start the relationship with your customer on the right foot. If you level of organization around the bidding process is impeccable, they will feel more comfortable giving you the job.

– Clarity: The customer can review the terms of the agreement and request changes if they need to. Immediately after the e-signature, you and your customer get a signed copy of the agreement. There are no misunderstandings about what was approved and that helps you get started with confidence.

– Efficiency: No more paper copies being circulated around and no more delays because the paperwork is not signed. Nowadays, everyone has internet connection, either on their phones, at the office or at home. Besides, once the document is signed, you don’t have to worry about storing the paper copy in one of your folders. Knowify automatically stores it in the your Documents section and you can reference it whenever you need to. Many of our users have the really good practice of sending the signed contract along with the invoices when they bill the client. Customers appreciate that.

– Time savings: By entering the terms of the agreement in Knowify, you are already streamlining the rest of work at the office. You can turn the contract into a plan to track your job or bill your customer knowing that the invoice will reflect the terms of the agreement. This is ideal if you have multiple people in the office involved in the bidding/billing process.

– Legal coverage: Disputes around jobs are a serious issue. You want to avoid them by all means and having a signed document with the terms of the agreement can be a life saver. In both the US and Canada, e-signatures have the same validity as paper signatures. We would argue that they are even stronger: you have an email trail of the document being sent to the customer and signed back, and we store additional information on our end about this transaction in case you ever need it.

We’ve worked with thousands of contractors over the years and the best ones always have a high level of organization around their contracts. Do not wait until it’s too late to get organized. Start today.

The Knowify Team

Release 2.19: Change Log

Our version 2.19 contains exciting improvements to Knowify.

This is the complete change log:

1. When creating owner contracts, you have the ability to select whether you wish to user regular invoice or schedule of values to bill your clients.

Numbers

2. We have improved the experience around adding subcontractors to project plans. Now you don’t need to save the changes before selecting the subcontractor.

3. Taxes in proposals and estimates have improved to rely on the existing list of tax rates. If your account is connected to QuickBooks, you can create new rates in QuickBooks and Knowify will pull them automatically. If you are not connected to QuickBooks, you can create new rates in the admin section of Knowify (Customize / Tax Rates). If you connected to QuickBooks at some point and then disconnected, please contact our customer service team for assistance on how to create new tax rates.

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4. With catalog templates you don’t have to itemize materials and labor any longer. You can just enter materials, labor and subs budgets for the unit of work and they will be automatically calculate when used in the project plan.

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5. If you are connected to QuickBooks, your account will rely on any payment terms you have defined in QuickBooks. This way the sync of invoices with QuickBooks will always respect the payment terms you have included in the invoice.

6. In the Customize section of the Admin panel, you can now set your default payment terms.

7. We have improved the user interface in many sections, especially by grouping icons into a drop-down menu. This change will simplify the interface and help you identify the available options. This new interface is available for new users only but will be rolled out to everyone over the next month.

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8. The interface in plan & track has also changed and there are two new drop-down menus grouping ‘allocate from inventory’ and ‘order materials’, and also ‘schedule resources’ and ‘enter time’.

9. We have introduced a large number of improvements to job board, including the ability to unschedule jobs, filter resources, group by departments and allocate entire crews into a job, or real-time information about check ins.

Numbers

10. The welcome email for new mobile users has been improved to include easier-to-follow instructions on how to get started.

11. Now you can use catalog services when adding new phases to a project plan. By doing so, the resulting contract will rely on the same catalog services.

12. Line items in owner contracts and GC bids can be edited even if the contract is active as long as they have not been billed, which means you will no longer need to revert the contract back to draft mode.

13. We have improved the information around the connection between phases, line items and catalog items. You will also be able to change the catalog connection even if the contract or the plan are active.

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14. If you are connected to QuickBooks, we now support Locations when sending invoices and bills into QuickBooks. You can set a location for each job in the QuickBooks section (jobs tab).

Numbers

15. For our international customers, we now support multiple tax rates in proposals and Schedule of Values invoices.

16. The PNL report will include subcontractors budgets when applicable.

17. Now we have the ability to import certain Estimates from QuickBooks.

18. Simple and advanced jobs reports include a new tab for rejected jobs.

19. We added Excel copy-paste functionality to Plan and Track, which will allow you to quickly create your list of materials.

20. The project plan report includes better information around subcontractors and budgets.

21. The ‘Dispatch Jobs’ section has been renamed as ‘Service Jobs’.

22. Payroll report includes now information about the department and job location.

23. Ability to edit time entries even if they have already been billed.

24. Now other agreements can take catalog items in the setup to create deliverables.

25. Time entries will now sync with QuickBooks with more accurate job information.

26. Work order outputs have been improved to better display the available information.

27. You can now convert QuickBooks subclients into Knowify jobs.

28. Improved access from project plan into foreman view.

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29. We have strengthened our ability to pull payments from QuickBooks, including payments against multiple invoice.

30. Editing an invoice will now preserve the comments in the original invoice.

31. When importing phases into a project plan, you can set subcontractor budgets for these phases.

32. We have fixed minor bugs in the following sections:

– Payroll report (hours outside range)

– Catalog (more actions buttons)

– Re-assigning purchases to service jobs (billable item creation)

If you have any questions or wish to share your feedback, you can find us at support@knowify.com.

The Knowify Team

Getting Employees Setup on Knowify’s Smartphone App

Knowify’s smartphone application for field technicians is a great way to automate your job costing in real time from the job site. Giving employees access to Knowify on their phones can save you time dispatching workers, entering their time sheets, and reviewing reimbursement and expense requests. To get your employees started using the app, navigate to the Users tab of your Admin Section:

  1. First, you’ll want to choose User with Mobile Access to Knowify Only from the Type of Access field:
  2. Next, fill out all of the employees data, including their email address: This is also where you can add their Role for budgeting and scheduling. You can also add a Direct Manager and Approval Authority where Approval Authority controls the amount of purchases they can submit without approval, and the Direct Manager is the person who will have to review when they go over.
  3. Last, you’ll want to fill out the users permissions: Tracks their time will be the minimum requirement for mobile time tracking access. Is a foreman or can approve time cards will give them the ability to use the smartphone to Check In/Out other users that are working with them.
  4. When you click the Add User button at the bottom, it will send the user an email to the address entered in step 2 that they can open on their smartphone:
  5. Pressing Click Here to Activate Your Account will bring them to a screen where they can set their password: After entering the new password twice, they will see a confirmation screen:
  6. Next, they will want to go to the App Store (iPhone) or the Google Play Store (Android) and download the Knowify Application (it is free to download):
  7. Once the app is downloaded, simply open up Knowify, enter the email and password, and click Log in And they will be able to see what they have to work on that day to start tracking their time!

Release 2.18: Change Log

Our version 2.18 contains significant improvements to Knowify.

This is the complete change log: (it’s a long list!)

1. The high-level analytics are now much closer to real-time and more accurate. We’re sure many of you had at some point or another experienced frustration waiting for the Knowify Dashboard or Contract Jobs table to update with the current numbers. Well, those days are over: job-related numbers will now update immediately.

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2. Subcontractors no longer have their own independent Phase type in Plan and Track. There were times when the old structure could create weird issues when you wanted to buy materials or have PM/supervision time as a part of a Subcontractor phase; now, since all phases can include labor, materials, or subs, this should be much easier to deal with. Also, you can select the Sub while you are budgeting if you wish to.

3. We’ve added a really cool new tool that checks with the email host you’re sending your proposals or invoices to to make sure that your client’s email address is correct before you hit send. This feature is not compatible with every email host, so it may not catch 100% of the errors, but it will catch a lot of them! Hopefully this will spare you from getting messages from us in the future letting you know that your emails bounced!

4. We’ve added a summary view for time across all your employees in the Time Tracker. Now you can quickly view the weekly totals per resource or day.

Time Overview

5. The Job Board scheduling tool has been enhanced to better support Service Tickets. (from Dispatch Jobs)

6. We added Excel copy-paste functionality to Plan and Track and Purchases, which will allow you to quickly create job budgets or purchase orders.

7. In the Customize section of the Admin panel, you can now set Knowify to hide all the closed jobs for job costing purposes or set default terms and exclusions for all your bids.

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8. Tax management for non-US and non-QBO companies has been improved significantly.

9. Now we provide information about Payments in the Contract Jobs section. Just click on ‘Billed’ to see the Payments. You will also notice that we highlight the paid part of the revenue with a darker green color.

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10. There are new data imports:

– Reviewed time

– Catalog

– Billable Items

11. In Review Time you can bulk allocate time entries to a specific job.

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12. We’ve fixed issues around Invoice Number for deposit invoices.

13. The flow to create subcontractors has been improved to make it easier and faster. You can now create the vendor, set it as a subcontractor and select a role at the same time.

14. Logic to calculate retainage has been improved to account for change orders with retained amounts produced once the initial retaiange has already been invoiced.

15. We provide additional information about retainage in the Contract Jobs section. Just click on ‘more info’ to better understand where this retainage comes from.

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16. You can now fix check outs from your employees when they forget to do it on the same day that they checked in.

17. For those approving many time entries at the same time, the table will now send all the approved entries straight to history so that you can focus on the pending ones.

18. Job Costing Hubs lets you now assign items within the same PO to multiple jobs.

19. You have a significant changes in the Customize section for the Admin panel:

– New setting that let’s you set the company address as default for any new POs.

– New setting to limit budgeting to roles in Plan and Track. This might be convenient for companies that do not wish that certain PMs see the hourly wages of other employees. Contact support@knowify.com to activate this setting.

– New section to manage the existing job Tags. There you can see what tags you are using and delete them.

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– The setting to disregard scheduling is back and companies using it should have an improved experience in Enter Time section.

– New setting to enable and disable WIP.

– New setting to swap Name and Description when dealing with catalog items. Contact support@knowify.com to activate this setting.

20. We have improved the flow to reject a bid, whether you do it from Contract Jobs, the Job Details or the Contract section.

21. We are working on our Dashboard Feed section to make it more useful and you’ll start seeing notifications when services tickets are completed and jobs or phases are closed.

22. Labor and Subcontractors can be disabled in the Plan and Track section after being enabled.

23. Draft project plans are now displayed in Job Board and are available for job costing purposes.

24. Knowify will not longer create billable items when time or purchases are allocated against jobs with no contract. If you wish to create billable items for them, you’ll have to setup an Other Agreement.

26. Both the Vendors and Billable Items sections have been improved to make them faster.

27. We have grouped actions in Review Time and Job Status to unclutter the interface.

28. RFI section will now suggest emails as we do in e-signature or email invoices sections.

29. Deleting a bill will free up taxes and shipping from associated POs.

30. The Job Status section gives you now access to the customer contact information.

31. The rates section calculates average budget costs for you roles based on the costs of all the resources with that role.

32. After sending a change order out for signature you will no longer be redirected to the Manage Contract Jobs section.

33. We have improved the information we provide about Unbilled value in Contracts Jobs. Now you can click on ‘more info’ and we’ll redirect to the Billable Items sections where you’ll see the billable items for that job and have the option to remove them if you don’t plan on billing the client for them.

34. There are structural changes to our sync with QuickBooks Online and new companies will have to go through a setup process to verify that all default settings are correct.

If you have any questions or wish to share your feedback, you can find us at support@knowify.com.

The Knowify Team

Tracking Labor Cost

One of Knowify’s many powerful tools is the ability to track real-time labor cost on each of your jobs. Using a loaded labor burden rate, all employee hours entered against jobs can show you an accurate view on how much you’re spending on labor, beyond just their pay rate. Also, with the help of Knowify’s Smartphone Application, employees can log their hours from the field by checking in and checking out of the jobsite, to give the most accurate timesheets possible.

The first step to tracking labor costs in Knowify is setting up the employees that you’ll be tracking. This will all be managed in the User’s tab of your Admin Section:

You can add three different types of user in your system:

  1. Users with Access to Knowify
  2. Users with Mobile Access to Knowify Only (this includes subcontractors or 1099 vendors)
  3. Users with No Access to Knowify

It is important to differentiate between the different types of users in your accounts when delegating responsibilities and privileges within your account. This chart provides some examples of access given to the different types of user accounts in Knowify:

Users with AccessUsers with Mobile Access OnlyUsers with NO Access
Create purchase orders and manage committed costsLog TimeCan be used to enter time manually against a job with a predetermined rate
Manage Jobs*Check-In/Out Other Employees
Create new projectsView Job Details
Adjust and Setup SchedulingCommunicate Internally
Invoicing and recording paymentsUpload Purchases
Creating/Reconciling Bills
Manually enter & approve time
Build & Send proposals for digital e-signatures

*Must be given Foreman Access in the users section

Any of these types of users can be tracked in your projects as labor cost, but first, you’ll need to set a loaded labor burden for each of them. This can be done in the Rates tab of your admin section:

Setting this rate will control how labor is costed to your jobs as hours are added to the system. You can input the employee’s base rate, any benefits collected, labor taxes, insurance/workman’s comp percentage, an estimated union rate, and any other overhead costs you’d like to factor in. The final column, labeled “Hr Rate” will show the final value being costed to the job each hour. Yearly rates will be used to calculate an estimated hourly burden for the sake of job costs (total yearly cost divided by an estimated 2,000 business hours).

Once all of this setup is complete, you can start tracking the labor cost on jobs by entering employees’ hours. The majority of this will be handled in your Time Tracker module:

Within the time tracker module, you can enter time for your employees manually, get a breakdown of all entries submitted through the smartphone application, review the time entries that have been submitted, and produce a number of different time reports for your reference.

Enter Time

The first section of the Time Tracker is called “Enter Time”. This is where you can manually enter time on an employee-specific basis. In other words, you can choose one of your employees from the drop down menu, and we will list all of the projects/dispatch jobs that they are currently scheduled on. You can then fill in the amount of hours worked for that project under any given day of the week: Simply click on the box to enter time for the date that corresponds to any job listed under the employee’s name. If your employee is not scheduled on a job, you can click “Add New Activity” to manually assign an employee to any of your jobs.

Foreman View

The “Foreman View” is a way for us to also enter time manually, but instead of searching by employee, this is a way for us to search by job. Click on Foreman View, then search for your job (if necessary, you can select a different date). Once you have your job, you can select the corresponding job phase that you want to enter time towards. Once you select the job phase, you will see a list of all the employees from your users section, as well as an indication as to who is scheduled on the job for that day. In the foreman view, you will see who is scheduled to work, you can enter the amount of time each employee worked (whether they are scheduled or not), and also add in any relevant description/comments for each time entry.

Check In/Out View

The next section is the “Check In/Out View”, where you can see all the check in/out entries submitted through the mobile app, as well as add a manual check in/out. When you select the date range, we will display all check ins and outs for that period of time as well as some additional information for you: You can see in the screenshot above, we display the day, employee name, job and job phase they checked in for, a timestamp of when they checked in and out, and the total time spent on the job between checking in and out. We also display, with respect to the job site address, whether the employee was on site or how far off site they were when they submitted this entry. To the far right, we will also show if the time was approved yet (foreshadowing…) as well as what type of phone/tablet was used.

You also can always add a manual check in as well by clicking “Add New Entry”, located next to the date range. Once you click here, you can choose your employee, the job you want the check them into, as well as the date and start time. You also have the option of setting the time out to complete the time entry, however if that is left blank, you can come back into this check in/out view later and check them out with one click. Also, if you manually check in an employee and don’t set the time out, they will be able to check in from their mobile application:

Review Time

The last section of the Time Tracker module is “Review Time”. Here you will be able to see all of the entries submitted over a given time frame and have the option to approve, reject, or adjust each entry.

In the review time section, you get the date of each entry, the employee name, job and phase worked on, and total elapsed time spent for each time entry. You can select time entries by checking the box to the left (select all is an option) and perform various actions by choosing to approve, reject, adjust (see below screenshot), or delete at the bottom of the page. *You will also notice one of my entries in the screenshot above shows “Syncing” to the far right of the page. This relates to our sync with Quickbooks Weekly Timesheet, where for any employee setup and linked in both Knowify and Quickbooks, we will sync over to Quickbooks the hours you approve in this section of Knowify. It is important to note, the cost you use in Knowify is purely for job costing purposes and DOES NOT sync to Quickbooks. We only sync the hours to your “Weekly Timesheets” section of Quickbooks.

When you choose to adjust any of the time entries selected, you have a few options on how to do move forward. First, you can select “Set Time” and just enter the adjusted time entry here (hh:mm format). However if you select the “Add/Subtract” option, you can either add or remove time from the existing entry. In the example below, I can subtract 30 minutes off of the existing entry to account for a lunch break by entering the information as follows:

Time Reports

Knowify can also generate a number of Time Reports with these entries in the “Reports” section of Knowify. You will get an exported PDF or XLSX document downloaded for whichever report you choose. Each report presents a different piece of information:

  1. Time Report (PDF)– Sorts by client/department and by employee:
  2. Time Rate Report (PDF)– Sorted by list of jobs: shows date, employee name, services provided (job phase, comments, check in/out), and the amount of time
  3. Time Card Report (XLSX) – Gives you a breakdown of all check in/out entries for a given time frame
  4. Timesheet Report (XLSX) – AKA Service Report: list each day as a separate column within the date range specified and marks the amount of hours each employee worked for each particular day
  5. Foreman Report (XLSX) – lists each employee, their total hours worked in the range, and total $ of reimbursements in the date range specified
  6. Payroll Report (XLSX) – Breakdown of total hours worked for a given time frame, overtime hours accrued, total gross amount owed, as well additional fields for you to manually put in additional information (for example: vacation time).

To learn more about labor costing and entering time in Knowify, you can check out the tutorial video on time tracking by clicking here.

Pulling Credit Card Transactions into Knowify from QuickBooks

QuickBooks Online has an awesome feature that can automatically load your Credit Card transactions into your QBO account. Knowify has an awesome feature that can automatically load your QBO transactions into your jobs. Put the two of them together, and you get some great automated job costing!

To start this process, you’ll need to know that Knowify can only pull any Expense transactions from QuickBooks. You can find the full list of expenses in QuickBooks here:

QuickBooks will auto-pull your credit card transactions into your QBO account, but they won’t automatically end up in the Expenses. You’ll start by going to the Banking tab of your QBO account:

This is where you will see all credit card transactions that have been made and synced with your QuickBooks account. However, to pull them into Knowify, you’ll first have to pull them into your Expenses. You can do this by selecting the necessary lines:

And when you choose “Accept Selected” it will pull them into your Expenses:

And when you sync with Knowify, it will pull them in as purchases:

You can click on the dollar value in the “Description” column to point them at Knowify jobs:

Or you can use the Job Costing Hub:

And it will be as simple as making sure all the expenses are allocated to the correct jobs in Knowify for job costing! You can learn more about pulling expenses from QuickBooks into Knowify in this video!

E-Signing Proposals and Change Orders

You have probably received an email from a contractor you are working with that looks like the following:

This email was sent by the contractor via Knowify and contains a link that will let you e-sign the estimate and get the job started. This makes the process paperless and faster, saving time and money for everyone involved in the job. Feel free to click the link and have a look at the estimate. You can also request changes or reject the estimate after clicking the link.

Frequently Asked Questions

1. Where is the link to view the document?

Sometimes they might look like the example below:

2. What happens when I click on the link?

You will be directed to Knowify’s e-signature portal, which looks like this:

You will know this is the official e-signature portal of Knowify because the url should read ‘https://esign.knowify.com’.

3. How do I know this is a legit email?

You will be receiving the email from messages@knowify.com, which is Knowify’s authorized email address. Additionally, you will see the contractor’s email copied in the email. Plus, the name of the contractor will be included in the Sender information and in the footer. In any case, if you are not sure, just contact us at 212 233 3230 and we’ll confirm for you that this is a legit email.

4. For some reason the link is not working. What can I do?

Sometimes, unfortunately, certain browsers, email applications or corporate networks will prevent you from clicking this link. This is the case when you try to open the link from the office if you work for a company that has very restrictive security policies. For instance, if you work at Verizon, the link will not work.

Also, certain schools, universities and public entities have very restrictive network policies that might prevent you from opening the link.

In any case, if the link appears to be broken or disabled, you can try the following:

a) Copy the link and paste it onto the search bar of you browser.

b) If the previous step doesn’t work, you can try to open the link on your personal phone. Make sure you are not on the company’s wifi or you might run into the same issue again!

5. The link works, but it says the proposal is no longer available. What happened?

You will see the message when the contractor has cancelled the proposal. Don’t worry! If you are still expecting a proposal from this contractor, just sit tight and you should be receiving an email with a new link.

6. Is all this process secure?

Knowify uses the latest technology to protect your data. All the transmission is encrypted and the link is disabled once the document is signed or rejected. If you check on the search bar of your browser once you are in the e-signature portal, you will see that the browser confirms that all you information will be safe.

7. I do not like clicking on strange links. What are my alternatives?

If you are not fond of e-signatures or just don’t like clicking on links, you can always use the PDF attached to the email and return it signed to the contractor. That’s also ok, the important part is to get the job started and have a successful project!

A picture is worth 1000 words…

Indeed! SO, if a picture is worth 1000 words, you should be taking pictures of all your projects – before, during, and after. That’s can help you show your best work, “make the fewest mistakes and cover your butt,” according to a GAF PROBlog post by Luke Hansen of CompanyCam, a start-up that manages contractors’ photos.

While Hansen advocates getting everyone on your team to snap photos as a recordkeeping/promotional undertaking, he notes the three following, not-to-be-missed occasions where photos can make a difference:

Sales and Estimating

“The moment your [salespeople] get out of their trucks…they should probably start taking photos,” writes Hansen. Not only is it important for estimating, it’s valuable for documenting pre-existing conditions should an issue arise at the end of a job. Hansen even recommends taking photos of the client’s driveway, noting: “Your distributor will LOVE you if you save them a few thousand dollars by producing a photo that shows the driveway was already cracked before their truck was on it.”

Pre-documenting a job site, he says, can also help with job continuity. Should a sales rep leave a job, someone else on your team could still put together a bid without traveling back to the site. It also facilitates information sharing — rather than launch into a lengthy explanation of what they need, your reps can just show the photos.

Operations

Hanson also recommends using your sales rep photos to prep crews on the job before they go out. And then, when the team hits the job site, he suggests each immediately take pictures on arrival and when they finish work for the day. This helps you track progress, and also time management. Because photos are time and date stamped, he says, it can help with time tracking (although Knowify does this automatically!).

Crew leaders can also take snapshots to document the unexpected, like mold or rot, which can be emailed to a client who can quickly approve any additional work/cost.

Marketing

Pretty pictures sell. Hansen says his crew leaders photograph the completed project and his inspector follows with a QC check takes more photos. It is these photos, he says, that are used in marketing, shared on Facebook, and even highlighted in the company’s blog series titled “Roofs of the Week.”

Bottom line, concludes Hansen, “If you’re disciplined in taking photos throughout the entire process, you’re going to save yourself money, headaches, and most importantly time. Selling more jobs is just a bonus.”

Integrating photography into your operating arsenal makes a lot of $ense. But running a smart business profitably makes even more sense. How do you get there? Let’s talk. Knowify is already helping contractors run their businesses better — integrating business management and accounting systems like QuickBooks from an easy-to-use interface accessible from any device — in the field and in the office.

If you have any questions or wish to share your feedback, you can find us at support@knowify.com.

Knowify. Built for the real world.

What’s your business strategy — revenue or growth?

Writing for QuickBooks Resource Center, April Maguire tackled one of Knowify’s customers’ thorniest business dilemmas: Where to focus. Should you position your business with an eye to revenue or position your business with an eye to growth, and why does that matter?

According to Maguire, starting and growing a new business often means walking a thin line between earning revenue and pursuing growth. After all, she says, “a business can’t be successful if it doesn’t bring in profits, which requires revenue. In the long run, however, growing into new markets is crucial if a company hopes to move beyond the startup stage.”

Where are you?

Revenue-focused businesses concentrate primarily on earning money. In construction and the trades, that typically means the money you receive from the sale of your service and the markup on the materials used to deliver that service. Maguire reports that small businesses with a revenue-based mindset “tend to focus on creating a solid revenue model for long-term profitability before expanding their efforts” elsewhere. Growth-focused companies, she says, concentrate on expanding service and territory “at the expense of near-term profitability.” Contractors with this mindset tend to be concerned with growing market share first, and then in building cash revenues. They are likely to hire employees sooner, upgrade operations and spend on marketing — all with an eye to expanding their customer bases.

Cash now or cash later?

Revenue-based business models, Maguire writes, are often considered “safer choices because they focus on creating a model for profitability.” That same revenue focus also can prevent a company from growing too quickly and finding itself suddenly in the throes of expanding so rapidly it sacrifices quality for quantity.

Key, she says, is that growth-focused businesses, especially in their earliest stages, may rush themselves out of business — hiring too few or inadequately training workers, running into serious cash flow crunches that hamstring their ability to make payroll and pay vendor bills.

Maguire also cautions that growth doesn’t always mean profit. Acquiring more business by cutting prices, or trimming margins squeeze cash flow. Better, she says it to ensure you are actually making money on the business you close before expanding into other markets or niches.

Can growth pay off?

Yes, says Maguire, if you are a company like Groupon…or, you are in a highly competitive industry. So ask yourself, are you, and should you? If the HVAC business in your market is flush with competitors, your business strategy may be to “buy” market share by trimming margins and low-ball bidding to draw customers away from your competitors and drive them out of business.

It’s a risky strategy, Maguire notes, “but if you’re focused only on immediate profits, you might make money in the short term while missing an opportunity for huge success down the line.”

Can you be both?

Sure, why not? But it’s a tricky juggling act. Maguire says the best-case scenario for startups is to demonstrate solid revenue while growing their customer bases. That’s difficult to accomplish for most contractors who have limited resources. But, she notes, with careful planning and the right tools, it is possible.

Use the right tools

Not wrenches and snakes, but advisors like a bookkeeper, an accountant, and the right technologies. Each can mean the difference between eking out a living and making real money. Knowify, for one, can help. We’re already helping contractors like you integrate their business management needs with accounting systems like QuickBooks from an easy-to-use interface accessible from any device — in the field and in the office. 

If you have any questions or wish to share your feedback, you can find us at support@knowify.com.

Knowify. Built for the real world.