App Spotlight: CollBox

Overwhelmed with overdue client invoices? CollBox is your solution!  Do not let your company down by falling into the struggle so many contractors in America are facing: failing to collect payments from their clients.

CollBox is an application that makes it faster and easier for companies to collect payments on their past-due invoices. In just three clicks, their QuickBooks integration allows customers to automatically send outstanding invoice data to a collection agency. CollBox’s network of professional, effective collection agencies will quickly work to recover the money owed to contractors by utilizing data from the company’s QuickBooks account.

The CollBox app will show what is collectible, and connect users with the right company to get the best rate on collections. CollBox is an incredible tool that allows contractors to stop worrying about collecting money, and spend more time and focus on efficiently managing their jobs.

For more information on CollBox, check out their website:

And for more information on Knowify shoot us an email at !

Release 2.23: Change Log

We just released a new version of Knowify with a large number of new features and improvements. All these changes are based on your feedback so we hope you are as excited as we are!

This is the complete change log:

1. Ability to invoice fixed priced jobs at the line item or job level: Now, when you have a fixed price job that requires regular invoicing, you can invoice progress for each line item or just invoice a part of the entire job. For those of you that, for instance, invoice 10% upon signature, 40% when the job starts, and the rest when the job is complete, you can now easily do that and you don’t have to deal with each line item included in the proposal.

Additionally, we’ve improved the user interface in the progress invoice popup, which will give you information about the total value of the job, previously invoiced value and current invoice.

2. Unsaved changes warnings: Losing changes because you didn’t save them is a bummer and now we’ll help you avoid this issue in the Plan&Track and Contract sections. If you navigate away without saving the changes, Knowify will give you the option to go back and save your changes.

3. Enhanced mobile onboarding: We always wanted to make the onboarding of mobile users as seamless as possible and now we are one step closer with our new Mobile Onboarding wizard. With this wizard, you’ll be able to track the onboarding process of your mobile users and help them if they get stuck. Knowify will help you communicate with them in both Spanish and English with predefined help messages. Meanwhile, in the smartphone app, the mobile users will go through a simple onboarding wizard that will guarantee that they can check in, check out and provide location information.

4. Quickly build an itemized budget from a accepted proposal: Many of you rely on our Simple and Advanced modes for your jobs because they allow you to create proposals and send them to your customers very fast. Now, if you use these modes, you can also create a complete and itemized internal budget in Plan&Track once the proposal has been approved.

5. Enhanced RFI management: We have made RFIs even more powerful and with these changes you can now set the RFI number or the expiration date. We’ve also improved the user interface so that you can also easily determine the expiration date and extend it if necessary.

6. Easily include job comments in invoices: When creating a new invoice, you can view and add any comments connected to the job, either from the field or the office. This way you can collect the necessary pieces of information while completing the job and provide them to the client to craft a more complete and thorough invoice.

7. Minor improvements:

– Products and services used in contract breakdowns will automatically calculate markups based on your catalog prices and costs.

– Now you can easily access the client contact information from the job section.

– Subcontractors can be created in the Users section without having to create them in the Vendors section first.

– When creating a new invoice you’ll be warned if there is an existing draft invoice for the same job.

– Invoices for service jobs will rely on the company default payment terms.

– When creating a new invoice for a cost plus job you’ll be warned if there is unapproved time for the job.

– You can undo the rounding in time entries in the Review Time section.

– For non-US companies, jobs with holdback will not allow the users to modify the price or quantity in the invoice to preserve the progress calculations.

– The Manage Contract Jobs section will now provide information about budgets when available.

– Fixed issues about formatting manually typed dates in bills and purchases.

– E-signature reminders can now be sent from the contract section.

– Item description can be edited after the Subcontractor PO has been issued.

– Fixed issues around invoicing change orders approved on the same day as the invoice.

– Improved performance in the Purchases History section.

– Fixed issues around calculating the opportunity value for copied jobs.

– Improved user interface in Plan&Track where we’ve grouped some secondary actions (scroll top/bottom, collapse/expand).

– The check in/out view will allow you to change the date of the check in/out.

– New beta Subs Report with all the contact information for the subs involved in the job.

– Improved users interface in the map section of Service Jobs.

– (QuickBooks) When creating a subcustomer for a new job, the subcustomer will take the email of the client’s job.

– (QuickBooks) When sending invoices to QuickBooks, the invoice will include the email of the client.

– (QuickBooks) Improved widgets in the user interface to view the sync details.

– (QuickBooks) Automatically trim long descriptions in invoices and bills to prevent QuickBooks errors.

– (QuickBooks) Setting the default catalog income and expense account are now part of the mandatory QuickBooks setup.

– Visual cue in the footer of Knowify to let you know if the real time connection has disconnected and allow you to reconnect it.

Do not hesitate to reach out if you have any questions!

Release 2.22: Change Log

Our new release is out! As usual, this release includes many improvements, most of them based on your feedback. Please pay attention to the first two items below, which will definitely change the way you use Knowify (for the better!). Also, stay tuned because we’ll be releasing additional new features before the end of the year.

This is the complete change log:

1. We have changed the names of our job-types. Following your feedback, we are simplifying the names as follows:

This is just a change in names; all these job types will behave as usual. You can find more information in this video.

2. We have also simplified the status of a job in Plan & Track. From now on, the Plan & Track section will be Active by default when the job is active, and will stay in Edit mode while you are budgeting or bidding a job. You don’t need to remember to switch the status any longer; Knowify will do it for you.

3. Job creation: We are moving the Job Name to the top of the page. This will create a more logical flow and will allow us further improvements in upcoming releases.

4. Anti-spam filter measures: We continue to optimize the emails coming out of Knowify to ensure that they are delivered. Even though our tested delivery rate was already very high, this new release goes one step further and adds extra measures to avoid spam filters when sending emails via Knowify. While there is no technical way to guarantee 100% email reception, in large part because it depends on how each email user sets up their spam folder, these changes will continue to push our delivery rates up toward the targeted 100%.

5. Taxes for non-US companies: We’ve strengthen the rounding system to make sure there are no discrepancies when adding taxes to your invoices or purchases. Also, for those syncing with Quickbooks, we’ve been able to circumvent a Quickbooks API bug to sync purchases and bills with taxes.

6. Improved bidding process: We will be gradually including improvements in the process to prepare proposals in Knowify. For starters, you’ll see that breakdowns include now a way to label each line as labor, materials or other. This is just in preparation for upcoming releases where we plan on radically simplifying the breakdown process and giving you more options to display them to your customers. These labels will also help Knowify automatically build budgets and list of materials when working in Simple or Advanced job costing modes.

7. Time & materials work: We have strengthened all workflows related to time & materials work. Now, before invoicing, the system will prompt you to enter the timeframe for the invoice, which will help identify the correct billable items. The invoice will also give you internal information about the value in materials, the value in labor and the total number of hours included in the invoice.

8. Improved sync experience with QuickBooks: For those using QuickBooks, we’ve added a few improvements:

– After creating a bill, invoice or any other QuickBooks-related transaction, you will not need to refresh the page to see if it synced properly. Knowify will automatically display the updated status as soon as the transaction syncs with QuickBooks.

– Time entries will now take the Service used in Plan and Track (if any), which will take precedence over the general default service for time entries.

9. RFI link: In RFIs, we’ve seen recipients struggle at finding the attachments given that they didn’t think they had to click the link View RFI to get there. To make it clearer, if you use attachments in RFIs, the link in the email will read View RFI & Attachments from now on.

10. Improved display in contract jobs: We’ve restyled the display in the manage contract jobs page, to make it easier to read. Total values for jobs are now on the revenue side to give you a sense on how much you expect to generate for a given job.

11. Save reminders: While building your bids, Knowify will prompt you to save your work every 10 minutes. This is the first step towards making sure that you never lose any of your work. In upcoming release we’ll include additional enhancements.

12. Minor improvements:

– Faster search in contract jobs, and fewer display issues in low internet speed networks.

– PO numbers can be added or edited right in the invoice page.

– Both phases in the project plan and line items in proposals have a new sorting feature.

– Client and vendor exports include the full address.

– Sorting line items in the schedules of values are being properly displayed in the final invoice.

– RTF files are not accepted as attachments.

– Invoice items can be removed in bulk.

– Time overview page offers new filters.

– After deleting an invoice, you can return to the invoices section or to the job.

– Service tickets include PO number field.

– Job tags can be added when creating a new job.

– For those using pay apps (in our Fixed Price with AIA billing jobs), now you can set a default for your preferred invoicing style. Wiping values in the invoices will also be easier.

– In non-US companies, there is a new display of holdback amounts.

– Fixed issue around marking phases with deleted resources as complete.

– Fixed issue when updating Advisor users.

All these improvements will help you work faster and spend less time in the office. Do not hesitate to reach out if you have any questions.

Knowify + Permitzone = Streamlined Permitting

We are thrilled to announce a new game-changing addition to Knowify’s lineup of tools designed to streamline the way you apply for, pay and receive construction, sign and solar related permits. Beginning 10/17, Knowify will offer a direct integration with PermitZone, the leading platform for sourcing construction permits across the United States! This integration will be fully available in Florida, California and Texas, and we’ll extend it to the rest of the US shortly thereafter.

With just a couple clicks, the job details already captured inside of Knowify will enable you to apply for a permit and track the status of the application online. Imagine: no more trips to the building department, filling out paper applications, wasting time in line, and hoping everything is right the 1st time. Our integration with PermitZone gets to the core of what Knowify is about: radically simplifying the painful administrative side of contracting so that you can focus more on selling new jobs and completing the ones you have going on already, on-time and on-budget.

Here’s how it works:

1. After you create a job in Knowify, an “Apply for Permit” button will appear in the General Information tab of that job.

If you click on that button, Knowify will securely transmit the data for that job to PermitZone, and automatically populate the standard permit form fields.

2. Once in PermitZone, you just have to confirm the data and submit the application. For a $49 processing fee (plus the cost of the permit), PermitZone will handle all the painful oversight, follow up work, and get you your permit on time. Period! You’re going to love it – give it a try today! Use coupon code: KnowifyBringsValue at the checkout and enjoy your 1st one on us.

This is how the process works behind the scenes (while you can focus on more important things!):

1. Submit your permit request – PermitZone immediately notifies the municipality it’s ready for review.

2. Once reviewed, the municipality will forward PermitZone the price and your permit number.

3. PermitZone will advance that notification to you. Simply sign-in, pay and print your permit.

After completing the permit application, PermitZone and Knowify will communicate to update the permit status and you’ll be able to see all the details in PermitZone.

With this integration, you will save time pulling permits, avoid errors, and focus on providing delivering on time & budget.

If you have questions, do not hesitate to reach out at or

Building the cities of the future

We’re excited to share that Knowify has been selected to participate in the inaugural UrbanTech program run by DreamIt, one of the top startup accelerators in the world.

At the center of the program is a major, multi-billion-dollar construction project in Tampa Bay: the revitalization of the Tampa Bay waterfront. Over the next several years, you will see new office towers, apartments, infrastructure, and public facilities, and a vibrant new district will emerge when now underutilized space and buildings exist. Your can learn more about this project here.

The entire project has embraced technology from the get-go, from the use of advanced green materials, to Sim-City like technologies that help planners visualize pedestrian and traffic flows. The waterfront revitalization project is turning into much more than a construction project – it’s a glimpse into the future of how cities will be built, managed, and sustained.

For our part, we will be working closely with the large GCs on the project to try to bring our powerful tools to their subcontractors, with the aim of improving GC/Sub communication and reducing the administrative burden subs face on the job. Thank you DreamIt for the opportunity!

See you all in Tampa!

The new smartphone App Is here!

Over the last few years we’ve been collecting a bunch of feedback and suggestions from the Knowify community and we wanted to make sure the new version meets all your expectations. We know how conditions in the job site are not always ideal and our main goal was to make the app as resilient as possible. After more than a year of work, the new app translates all this feedback into a powerful tool to track your jobs and collaborate with your crews.

You can download this new version here:

These are the highlights:

1. Both online and offline: The app will work even when the user has no internet connection. The only times when it’s required to have internet connection is the very first time the user opens the app or when any data has to be sent to the office. By providing this enhanced offline experience, it will be easier to get your crews set up: meet with them in the office when they get started with Knowify, make sure they can all login, and they should be fine from that point on.

2. Even easier-to-use interface: We have improved the navigation and the menus to simplify the experience. The new app is faster and much easier to use.

3. Fewer user mistakes: We’ve all forgotten at some point to check out once we leave the job site. Now, the app will notify you and you will be able to check out from whatever you are and adjust the time.

We’ve also improved the check out experience, giving the user the option to adjust the time and provide a reason for that. Any time entry that is manually adjusted by the user will be flagged as such, providing the office an opportunity to check the changes. This is ideal for cases where the user forgot to check out or took a break.

4. In English or Spanish: Hola Knowify! We finally have a version in Spanish to make your crews work even easier. Each user will be able to choose their language within the app.

5. Better communication between the office and the job site: Let your crews in the field report deficiencies, safety issues or general comments and keep everyone in the loop.

Also, manage images (including bulk uploads) and share documents with the office.

This new app has many enhancements, all of them aiming at making your contracting business more efficient . Allocate materials from the field, report safety issues, manage your crews, enhanced communications, and more.

If you wish to learn more check out this video tutorial.

Knowify wins the Accountex User Favorite Awards

We are thrilled to receive the 2017 User Favorite Award to the best industry-specific solution!

Accountex USA is the leading independent conference on accounting technology and showcases companies that provide the most productive and effective technologies and meet the highest standards of design, ease-of- use, and conformance with appropriate accounting standards. Thousands of users voted during the conference and these were the other honorees along with Knowify: QuickBooks, Sageworks, Salesforce, Right Networks, Handifox, Expensify, ADP, Scanov, Karbon, Asana,, TSheets, Fundbox, SmartVault, Oracle, Intuit Field Service Management, LedgerSync, Tax1099, Chargeover, ProSeries, CCH Wolters Kluwer, Square, QuickBooks POS, B2B Gateway, Fiscal Technologies and Zapier.

According to the Accountex committee, the award “honors the solutions that have the happiest clients. It creates a true user satisfaction award rather than a popularity contest”, and nothing makes use happy than an award voted by the users!

Congratulations to the entire Knowify family for the hard work and special thanks to our network of Advisors and Construction Company Advisor Network members for their support!

As you already know, we won’t stop here. We have many surprises in the pipeline, including a couple of integrations with new partners that will make running a contracting office even more efficient.

Release 2.21: Change Log

Another exciting new release of Knowify is here! Our mission to modernize the contracting office continues!

This is the complete change log:

1. New job logs section: In order to improve your visibility and control over your jobs, we have created a new section that will display chronological job logs. This new section will merge user actions, comments, documents and emails to capture the whole job history, giving you the ability to see and analyze how the job has evolved. No better way to stay on top of your jobs than by having the full job history.

Along with this new section, we’ve added the ability to capture the email correspondence around your Knowify-generated proposals, change order, invoices, and more. This feature adds a unique ID to all your email subjects, which will allow Knowify to retrieve the emails and display them in the job log. If you wish to enable this feature, contact

2. Improved scheduling: This new release includes significant changes in the way you can schedule in Knowify. We’ve been collecting feedback over the last year, and we feel the new changes will translate that feedback into a smoother experience around scheduling. For starters, the Corporate Calendar will be the default view in the scheduling section, and you will be able to schedule and make changes in the Corporate Calendar itself.

Also, we have adjusted the look and feel of Job Board to display more information when scheduling your crews. Last but not least, scheduling dates in Plan and Track is back. You will be able to set dates or just go to Job Board if you also need to schedule your crews.

3. Improved management of time and materials jobs: While our support for T&M jobs was already very solid, we’ve strengthened certain areas around recording bills against POs, editing POs, and other edge cases.

Also, when invoicing your clients, we have created a new feature that will help you easily group your invoice items based on certain parameters, like labor vs materials, job phases, etc.

4. New form for purchases: We have improved the user experience around creating POs and expenses. The most relevant change is the ability to allocate items to multiple jobs within the same PO or expense.

5. Setting budgets in Simple and Advanced job costing modes: The popularity of our Simple and Advanced modes has grown so much that many of you have been requesting the ability to set cost budgets once the contract is approved. Now you can do it. Just go to the Plan and Track section and set materials, labor and subs budgets.

6. Feature to copy jobs: You can now copy a whole job. This is perfect if your jobs look alike and you just need to change the client information and adjust the quote values. (available on 9/8/17)

7. More powerful import of data from QuickBooks: We have added support to capture expense items with negative values and expenses against multiple jobs. We have also improved the logic behind the QuickBooks import to prevent duplicates and errors.

8. Hide/display contract breakdowns in customer outputs: Many of you have been using the BOM/breakdown feature in Contracts to come up with your bid values. However, you didn’t want to display the breakdown to the customer. Now, you have the ability to show/hide these values in the contract.

9. Service ticket history page: This page will look the same, but it should be working much smoother than before. We’ve changed the technology behind it to speed it up, which will be really convenient for those of you with many service jobs.

10. Advanced e-signature features: If you are using our e-signature features, now you will be able to prevent Knowify from attache the proposal pdf to the email (in case you want to force your customer to click on the e-signature link) or produce an e-signature link without sending any email (in case you prefer to use your our email to send the link, outside Knowify).

11. Improved exports of vendors and bills.

12. Improved display of information in Work Order outputs.

13. Editing job names will sync with QuickBooks Online.

14. Improvements in Pay Apps, like the ability to set retainage with decimals or invoice in full after just having invoiced for stored materials.

15. US companies can enable/disable taxes in purchases.

16. For non-US companies, we have improved the tax support in expenses and bills and now you can exclude certain tax rates from job costing calculations.

17. Complex tax codes in non-US companies will now be broken down into their individual rates in contract and invoice outputs.

18. Ability to add a contract summary page to your invoices to help your customer understand your progress billing. Contract to enable this feature.

19. Ability to disable the recording of payments when using PaySimple. This will avoid duplicate payments in QuickBooks if you pul data from your bank feed.

20. Resolved glitches:

– Deposit invoices

– Deleting invoices and restoring billable items

– Welcome emails for users

For those of you interested in learning more about QuickBooks Online, click here.

Stayed tuned, because we have more enhancements in the immediate pipeline. In the meantime, do not hesitate to reach out if you have any questions.

6 Construction Technology Trends to Look out For

The construction industry has a reputation for resisting change. OK, we admit: maybe that reputation is deserved. BUT – that doesn’t mean that change isn’t happening! In fact, it’s a very exciting time to be in construction tech: new technologies, approaches, and processes are beginning to fundamentally change the way buildings get built and maintained. Here are a few things to keep an eye on:

1. 3D Printing – Construction Scale

3D printing has emerged as a powerful tool across a wide variety of industries and applications. You might have thought that buildings were on a totally different scale though, and immune to the disruptive potential of 3D printing. Think again! Although 3D printing an entire building from start to finish may seem like science fiction, the truth is that we’re much closer than you think – thanks to Cazza, a Silicon Valley startup. Cazza is developing a 3D printing technology specifically for construction. They’ve already demonstrated proof-of-concept with low-rise buildings, and they’re currently working on enhancements that would enable high-rise construction as well. Could 3D printing dramatically reshape construction into a far less labor-intensive field? Stay-tuned!

2. Sustainable Construction

In an effort to reduce the ecological footprint of buildings – from construction materials that end up in landfills to inefficient buildings that waste electricity and water – builders have begun turning to emerging “green” technologies. Some examples include: (a) natural paints and mycelium bricks (look it up… very cool!) that decompose and do not emit toxins; (b) smart (electrochromic) glass, which uses ions to reflect UV rays during peak hours over the summer and dramatically increase the energy efficiency of a building; (c) and active solar panels that absorb UV rays during the colder months and warm the building’s interior. As construction methods change and become more efficient, we will likely see more and more companies integrate sustainable materials into standard practice.

3. Drones

Unmanned Aerial Vehicles (UAVs), also known as drones, have traditionally been used to survey areas with limited accessibility. Drones not only eliminate the need to rent expensive lifts or other such equipment but also offer efficiency and accuracy gains over human teams. Drone surveys can be compiled into 3D models to compare progress vs. the architectural plans, helping to give superintendents, project managers, and owners a better grasp of job status. No less important, drones improve job site safety. Falls make up the largest percentage of construction-related fatalities in the United States; with drones, construction firms now have the ability to look at hard-to-reach areas without risking the well being of one of their employees.

4. Wearables

With smart watches and bluetooth earbuds becoming the norm, it’s clear that wearable technology is here to stay. The construction industry could be a huge beneficiary of the emerging “Internet of Things” (IoT) movement, given the value of real-time updates and seamless communication between the field and the office. Safety appears to be leading the way: already some companies have begun deploying smart vests, which not only have an emergency button and use GPS to locate workers but also have built-in heart monitors to help PMs and foreman track the stress levels of their team members. On the other end of the spectrum, exoskeletons being built by startups like Ekso Bionics offer construction workers the promise of superhuman strength.

5. AR & VR

In an ideal world, every member of your team, in the office and on the field, should know the project’s end goal and be able to visualize it. With augmented reality and virtual reality, this dream may yet come true. So what’s the difference between VR and AR? Virtual reality completely replaces what you can see with something else: if you put on VR goggles, your entire environment changes. Augmented reality, on the other hand, takes something virtual and transposes it to the real world. VR can be very useful in project planning from the start, while AR technology can project 3D images directly on the job site to measure building materials and ensure the design is built exactly as intended. With the potential to significantly reduce error and increase efficiency, AR and VR have a bright future ahead of them in construction.

6. Project Management Software

The first step in taking advantage of construction technology is switching to a cloud-based software so everyone is kept in the loop. The cloud isn’t new to construction tech trends, but now more than ever it is essential to any project management. The ability to share information and track profits in real time is a powerful tool that enables everyone stays updated immediately. No more worrying that your computer will crash and all your data will be lost. With cloud-based software, data is constantly backed up and always accessible no matter where you are or what happened to your computer.

Of course, with new technology, comes new rules and regulations. Before much of this can be implemented into your daily routine, there is still extensive testing to be done in order to ensure the safety of everyone on the job site. However, as we begin a long journey of technological change, it seems we’ve only scratched the surface of the future of construction.

How to Make the Most of Your 14-Day Free Trial with Knowify

Welcome to Knowify! We’re thrilled you’ve started your trial and we hope you can take some time to explore our features and get comfortable with the software. Here are some great ways to make the most out of your first two weeks.


Schedule time in to use it:

We all know how quickly schedules get filled up: you begin our trial one day and the next thing you know, two weeks are up and you haven’t even logged in. To avoid this, make sure you and your team block out some time over the next 14 days to actually test out the software.


Practice makes perfect:

Now it’s time to go in and get your hands dirty! We believe the best way to get good at using Knowify is to try and try again. We know that it can be a little overwhelming at first, but focusing on one feature at a time can help make the process easier for you. Don’t forget to add real data into the system! It’ll allow you to play around with the aspects of completing a project from start to finish.


Sit back and watch a tutorial:

Some people learn by looking and others by listening, so we decided to combine the two and created some video tutorials to help you get a little more comfortable. From PO’s and job costing to invoicing and project management, we’ve got you covered. Check them out here. We know these won’t answer all your questions, so we’ve got something for that too. Here’s our FAQ page for your additional questions.


Use your resources (that’s us!):

Our customer success team eats sleeps and breathes Knowify (really, it’s like they live in the office). Not only are they patient, knowledgeable, and experienced — they are passionate about providing the best service possible to you. Better yet, they want to hear from you! If you want an overview of the software or a step-by-step run through of a specific feature, we offers free demos at any point during your time with Knowify. If you’d like to set up a 1-1 session, click right here and let us know a time that works best for you.


Alright now it’s all up to you. Check out our user documentation for a detailed process to get you started. Good luck in the next two weeks, and if you have any questions at all, shoot us an email.