Knowify Onboarding and Setup | Financial Cents Templates

About this template

This Knowify Setup Template is designed to streamline the implementation of Knowify alongside QuickBooks Online (QBO) for construction clients. The template includes key tasks such as setting up user roles and permissions, integrating Knowify with QBO, and entering historical data. It also walks through multi-step client training and provides essential support documentation. The project concludes with a final review and closeout, ensuring a smooth transition to ongoing operations.

Work type: Advisory

Location: United States

Client industry: Construction

Version: 1 (Latest)

This template includes

10 tasks
2 client tasks

	Team Tasks
	Ensure Knowify Access for All Team Members
	Review the list of team members needing access to Knowify.
	Confirm with the operations team that access was granted during an earlier onboarding step.
	If any team members do not have access, request advisor permissions from the Knowify onboarding team.
	Customize Knowify Settings
	Verify that company details are correctly entered into Knowify.
	Customize job costing and billing structures based on the Knowify Discovery documentation.
	Set up time tracking preferences for internal employees and subcontractors.
	Set Up Roles and Permissions for Users
	Review the Knowify Discovery documentation to determine required roles and permissions for users.
	Add internal team members and assign permissions accordingly.
	Test access for all roles to ensure proper permissions are applied.
	Create user roles for subcontractors or other external users with limited access if necessary.
	Add Subtasks for every internal team member and subcontractor that needs to be added so they can be checked off once completed.
	Integrate Knowify with QuickBooks Online
	Expenses Defaults: Map expense categories from Knowify to QuickBooks Online accounts to accurately track job-related expenses.
	Income Defaults: Set up income categories, ensuring Knowify revenue tax, and accounts receivable all align with QuickBooks Online accounts for accurate revenue tracking.
	Project Defaults: Configure project defaults, including default service for time entries, default service for deposits, default class for jobs, and the ability to set class and location per project.
	Catalog Defaults: Map product and service items in Knowify’s catalog to corresponding items in QuickBooks Online.
	Tags: Establish tags for tracking specific data in both Knowify and QuickBooks Online, ensuring easy reporting and analysis.
	(If Necessary) Accounts: Determine which accounts should have expenses pull in from QuickBooks Online.
	Perform Sample Sync: Run a test sync, reviewing key data points such as invoices and expenses to ensure accurate transfer between Knowify and QuickBooks Online.
	Enter Historical Data Based on Client Information
	Set up each job as a subtask and check off each job once all historical data entry is complete.
	Perform an audit post-data entry to ensure Knowify and QuickBooks Online data match.
	(Optional) Create Initial Project and Service Templates
	Develop project templates with common phases, milestones, and cost categories based on the client’s standard project needs.
	(If applicable) Set up Service Templates in the Knowify catalog to align with the client’s service offerings.
	Conduct Multi-Step Client Training
	Operations Team: Coordinate with the Knowify Setup Team to determine the total number of training sessions required.
	Once the total sessions are confirmed, add each training as a sub-task to be checked off upon completion of that training topic.
	Confirm Knowify Functionality and Sync with QuickBooks Online
	Test job costing and invoicing features in Knowify for functionality.
	Confirm that client entered (or internal team entered) transactions are accurately syncing to QuickBooks Online.
	Document and address any syncing issues with Knowify and QuickBooks support.
	Provide Client with Support Documentation and Resources
	Collect Knowify and QuickBooks Online support resources and client guides.
	Prepare a document outlining essential workflows and resources for the client.
	Set up an initial post-implementation follow-up to confirm that the client has what they need.
	Conduct a Final Project Review and Closeout
	Review all completed tasks in the Knowify Setup Template and confirm each is finished.
	Archive final documentation and resources in the client’s Google Drive folder.
	Notify the client that the setup project is complete and coordinate any future needs.

Team Tasks

Ensure Knowify Access for All Team Members

Review the list of team members needing access to Knowify.

Confirm with the operations team that access was granted during an earlier onboarding step.

If any team members do not have access, request advisor permissions from the Knowify onboarding team.

Customize Knowify Settings

Verify that company details are correctly entered into Knowify.

Customize job costing and billing structures based on the Knowify Discovery documentation.

Set up time tracking preferences for internal employees and subcontractors.

Set Up Roles and Permissions for Users

Review the Knowify Discovery documentation to determine required roles and permissions for users.

Add internal team members and assign permissions accordingly.

Test access for all roles to ensure proper permissions are applied.

Create user roles for subcontractors or other external users with limited access if necessary.

Add Subtasks for every internal team member and subcontractor that needs to be added so they can be checked off once completed.

Integrate Knowify with QuickBooks Online

Expenses Defaults: Map expense categories from Knowify to QuickBooks Online accounts to accurately track job-related expenses.

Income Defaults: Set up income categories, ensuring Knowify revenue tax, and accounts receivable all align with QuickBooks Online accounts for accurate revenue tracking.

Project Defaults: Configure project defaults, including default service for time entries, default service for deposits, default class for jobs, and the ability to set class and location per project.

Catalog Defaults: Map product and service items in Knowify’s catalog to corresponding items in QuickBooks Online.

Tags: Establish tags for tracking specific data in both Knowify and QuickBooks Online, ensuring easy reporting and analysis.

(If Necessary) Accounts: Determine which accounts should have expenses pull in from QuickBooks Online.

Perform Sample Sync: Run a test sync, reviewing key data points such as invoices and expenses to ensure accurate transfer between Knowify and QuickBooks Online.

Enter Historical Data Based on Client Information

Set up each job as a subtask and check off each job once all historical data entry is complete.

Perform an audit post-data entry to ensure Knowify and QuickBooks Online data match.

(Optional) Create Initial Project and Service Templates

Develop project templates with common phases, milestones, and cost categories based on the client’s standard project needs.

(If applicable) Set up Service Templates in the Knowify catalog to align with the client’s service offerings.

Conduct Multi-Step Client Training

Operations Team: Coordinate with the Knowify Setup Team to determine the total number of training sessions required.

Once the total sessions are confirmed, add each training as a sub-task to be checked off upon completion of that training topic.

Confirm Knowify Functionality and Sync with QuickBooks Online

Test job costing and invoicing features in Knowify for functionality.

Confirm that client entered (or internal team entered) transactions are accurately syncing to QuickBooks Online.

Document and address any syncing issues with Knowify and QuickBooks support.

Provide Client with Support Documentation and Resources

Collect Knowify and QuickBooks Online support resources and client guides.

Prepare a document outlining essential workflows and resources for the client.

Set up an initial post-implementation follow-up to confirm that the client has what they need.

Conduct a Final Project Review and Closeout

Review all completed tasks in the Knowify Setup Template and confirm each is finished.

Archive final documentation and resources in the client’s Google Drive folder.

Notify the client that the setup project is complete and coordinate any future needs.

	Client Tasks Client Tasks
	Please fill out the attached Knowify Historical Data spreadsheet
	Please fill out the attached Knowify setup questionnaire

Client Tasks Client Tasks

Please fill out the attached Knowify Historical Data spreadsheet

Please fill out the attached Knowify setup questionnaire