These are the main principles of the Knowify-QuickBooks integration:

  1. If you have QuickBooks Online, Knowify has a bi-directional, real-time sync with QuickBooks. You just need to connect your QuickBooks account to Knowify and we’ll take care of the rest.
  2. If you have QuickBooks Desktop, US version, we offer an integration for yearly Growth and Enterprise plans only. Contact our Customer Service at to get started.

Powerful. Simple. Real Time.

Getting Started

There are 3 ways to connect your QuickBooks account to Knowify:

Intuit App Center
  • If you don’t have an account with Knowify yet, click here and you can sign up via Intuit’s app portal. It’s the easiest way to start the integration!
Via setup
Connect via Setup
  • If you sign up on our website and start the setup process, the second step of this process will allow you to connect to QuickBooks.
Via admin panel
Connect via Admin Panel
  • If you have already gone through Knowify’s setup, you can still connect to QuickBooks in our admin panel, under the QuickBooks tab. Just click ‘Connect to QuickBooks’ and follow Intuit’s instructions.

Our powerful sync

From QuickBooks to Knowify From Knowify to QuickBooks
Clients check check
Vendors check check
1099’ers check check
Products and Services check check
Classes check
Accounts check
Tax Rates check
Employees check
Invoices check
Invoices Payments check check
Bills check check
Bills Payments check check
Employees Time check
1099 Time check
Cash/Debit Expenses check check
Credit Card Expenses check check

What happens after connecting to QuickBooks? (hint: we import your data)

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.

How do I send data into QuickBooks?

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 to QuickBooks:

  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.

What data do you get from QuickBooks after the initial import?

After the initial import, we’ll keep checking you 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.

Where do I create vendor bills or record payments?

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

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.

Benefits of the Integration

Entering data twice is a pain, and reduces productivity. But your accounting software – QuickBooks – 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 managers, and owner – will be on the same page. It’s even better if you run payroll through Intuit: approve timecards in Knowify, and instantly the time will appear in QuickBooks, ready for you to run your payroll!