Knowify Review & Pricing: Plans, Costs and Verdict

Knowify pricing has three tiers. Core includes one user and shows two prices, $99 and $149 a month. Advanced includes 10 users at $329 or $399 a month. Enterprise is a quote. Knowify's page doesn't clearly label which figure is yearly and which is monthly; the lower one is most likely the yearly-billing rate. Extra users are $29 a month. The more important detail is what Core leaves out. Job costing, WIP reporting, subcontracts and the client portal are all Advanced features. Here's the plan-by-plan breakdown for electrical, mechanical and plumbing subs.

What Knowify is

Knowify is job management and billing software for contractors who work on contracts, not just service tickets. Think electrical, mechanical and plumbing subs bidding work for GCs, plus residential contractors who bill on progress. Its center of gravity is money: estimates, contracts, change orders, progress invoices, AIA pay apps and job costing, all synced two ways with QuickBooks Online.

It's best for subs who get paid on schedules of values and live in QuickBooks. If that's your shop, Knowify fits the way you already work. It also belongs on the shortlist for small software for general contractors who bill AIA-style draws.

Estimates, contracts and change orders

Every plan includes estimates and proposals, fixed-price contracts billed by percent complete or by unit, and change orders you can send for e-signature or log as field-approved. Knowify applies change orders to the right billing cycle, which keeps you from over- or under-billing on the next pay app.

Advanced adds cost-plus and time-and-materials contracts, subcontracts you can create from your project plan, and calculated cost templates. With those, you enter square footage or linear feet and the template fills in labor, material, equipment and sub costs. For an electrical estimator pricing 40 tenant fit-outs a year, that's a real time saver.

Progress billing and AIA pay apps

This is the reason most people buy Knowify. Every plan includes progress billing and AIA G702 and G703 pay apps with automated schedules of values, retainage tracking and change-order reconciliation. You enter percent complete and stored materials and Knowify builds the pay app.

Payments by card or ACH run through your own QuickBooks Payments account, so your existing Intuit rates apply.

Job costing and WIP

Job costing and real-time WIP reporting are Advanced features. Knowify assigns costs from time clock entries, purchase orders and QuickBooks bills to the right project, phase and cost category. WIP shows whether you're over- or under-billed on each job, which is exactly what your bonding company and your banker ask about.

If you buy Core, you'll have pay apps without job costing. That works for some solo subs, but most shops buying Knowify want both.

Scheduling, time tracking and the mobile app

All plans include drag-and-drop scheduling for employees, subs and equipment, a map view of check-ins, and geofenced time tracking from the iOS and Android app. Time flows into QuickBooks Payroll. Daily logs and work orders start on Advanced.

Users commonly report the mobile app does less than the desktop. Foremen can clock in, check schedules, upload photos and log expenses. Billing and project setup are office work.

Knowify pricing in plain terms

Here's the lineup, rechecked in November 2026. The lower figure on each plan is the yearly-billing rate and the higher one is month to month; Knowify's pricing page defaults to yearly.

Plan	Users included	Likely yearly	Likely monthly	Key additions
Core	1	$99/mo	$149/mo	AIA pay apps, progress billing, QuickBooks sync
Advanced	10	$329/mo	$399/mo	Job costing, WIP, budgets, subcontracts, client portal
Enterprise	Unlimited	Quote	Quote	Inventory, RFIs, QuickBooks Desktop, priority support

Extra users are $29 a month on any plan.

Add-ons

• Service Pro: $99 or $199 a month (lower figure likely yearly). Adds service jobs, dispatching, a service map, service assets, maintenance agreements, a service portal and inventory. Needed if you run a service department next to contract work.
• Live Equipment Tracking: starts at $25 to $35 per vehicle per month.

The Core-to-Advanced jump

Users commonly report the step from Core to Advanced is steep, and on paper it is: $99 to $329 at the likely yearly rates. Look at it per user, though. Core plus 4 extra users is $215 a month for 5 people with no job costing. Advanced is $329 for up to 10 people with job costing, WIP and subcontracts. For a 5-person shop, Advanced is the better buy. For a solo sub who just needs pay apps, Core is fine.

A 5-person electrical sub that also does service calls would pay about $329 for Advanced plus $99 to $199 for Service Pro, so roughly $428 to $528 a month.

A pay app month in Knowify

Here's how a month might look for a 5-person electrical sub on Advanced, working a $420,000 contract on a medical office build-out with 10% retainage:

1. Set up the contract from your estimate. The schedule of values comes from your line items: mobilization, underground, rough-in by floor, gear, fixtures, low voltage, trim, closeout.
2. Track the month. Foremen clock in on the app against the right phase. Purchase orders for wire, conduit and gear get entered in Knowify or as bills in QuickBooks, and either way they land on the job.
3. Log the change order. The GC asks for six more circuits in the imaging suite. You price it, send it for signature, and Knowify adds it to the next billing cycle.
4. Build the pay app. On the 25th, enter percent complete and stored materials for each line. Knowify fills out the G702 and G703 with retainage held, change orders reconciled and previous billings carried forward.
5. Check WIP before you send. If the WIP report shows you're under-billed on rough-in, fix it now instead of finding out at closeout.
6. Sync to QuickBooks. The invoice and costs show up in QuickBooks Online without anyone retyping them.

That loop is what Knowify does best. If your work looks like that, the learning curve is worth it. If your month is 200 service calls averaging $350, it's the wrong shape of tool.

Getting the QuickBooks setup right

Most Knowify headaches trace back to the first week. Users commonly report a learning curve on job costing and billing, and the fix is order of operations:

• Clean up QuickBooks first. Merge duplicate customers and vendors, and settle your items and cost categories.
• Decide your phases. Pick a standard phase list for your common job types before you build estimates.
• Use the onboarding sessions on mapping, not on a feature tour. Core includes 1 session, Advanced 3 and Enterprise 5.
• Start with new contracts. Bring jobs already halfway through only if you need their pay app history in one place.

Where it falls short

Core is missing the main feature. Job costing should arguably be on every plan of a tool built around contract work.

Learning curve. Users commonly report it takes time to set up job costing and billing correctly. Use your onboarding sessions, and map QuickBooks accounts before you enter jobs.

Service work costs extra. Dispatch and maintenance agreements need Service Pro.

QuickBooks Desktop only on Enterprise.

Unlabeled prices. Small thing, but it makes budgeting harder than it should be.

Who should look elsewhere

• Residential service electricians and plumbers. Housecall Pro, Jobber or ServiceM8 fit a day of short calls better.
• HVAC and plumbing shops on QuickBooks Desktop. FieldEdge syncs with both Online and Desktop.
• Remodelers selling to homeowners with selections. Buildertrend or Contractor Foreman handle selections and client portals better for that work.
• Very small budgets. Contractor Foreman starts at $49/mo billed annually for one user.