Software Solutions across multiple platforms

Knowify 2.3.0, www.knowify.com, is an HVAC and plumbing business software suite for residential and commercial contractors performing service and/or long-term contract work. The software, cloud-based and optimized for use on a tablet, handles estimating, contracts, job management, dispatch/service ticket management, time keeping, purchasing, invoicing, scheduling, invoicing, client relations and job costing.

Users build estimates on a pre-formatted form or a customizable template. To estimate labor, the contractor can use the actual cost of each person doing the work or the average cost of that type of employee. If the bid is accepted, the estimate can be converted into a contract automatically and the estimator can quickly cost out the job, create and issue purchase orders for materials and create a job schedule.

The program supports billing by time and materials and by fixed price contract. Contractors can invoice for partial payments and can use AIA g702 billing (Contractors Application for Payment) and AIA g703 billing (Continuation Sheet).

An integrated mobile app features timekeeping and communications tools. Mobile users can clock in/clock out on jobsites with GPS verification, either individually or via the foreman doing it for the entire crew. Alternately, the office can track the time. For all clock-in/clock-out, the office has the ability to review and approve the input.

Knowify can automatically create tickets for clients as calls come in. Scheduling can be done at the resource level by person or by equipment. Technicians in the field are notified automatically of the work order via the mobile app and can view it, clock in and out, send or receive photos and notes, and add materials from the jobsite. 

Users can submit purchase orders or send photos and notes from the field to the office and receive pictures and responses in return. They can also create change orders as PDFs, which clients in the field can sign off on using the software’s built-in e-signature tool.

The solution, which offers real-time integration with QuickBooks, carries a monthly subscription fee, scaled according to number of users (free 30-day trial version available).

Payroll4construction.com, www.payroll4construction.com, is a national payroll service for contractors. The basic payroll service handles payroll processing, checks, direct deposits, tax calculations and filings and regulations, and year-end W-2’s. The service handles weekly, monthly and quarterly tax deposits, manages tax deadlines, and aids in all filing requirements.   

The solution, which offers real-time integration with QuickBooks, carries a monthly subscription fee, scaled according to number of users.

The service includes construction-specific reporting and gives users the ability to instantly view several types of reports through the online payroll account, including certified payroll (federal, state and online forms available), new hire, EEO Minority Compliance and Workers Compensation reports.

Other options include Proofing Report (timecard list by job), job labor and job hour variance reports, union reporting and tracking and job costing. The service can handle payroll in multiple states and locations or for multiple jobs with varying pay rates.

The service, which works on computers, smartphones and tablets, integrates with QuickBooks, instantly updating the general ledger and job cost information with a single click, and other accounting programs. Users log in through a secure online payroll account, enter each employee’s time and run a proofing report to double-check accuracy.

FinishLine Pro 4.0, www.punchlist.net, a list management solution for PCs and laptops  has a companion app available for iPad, iPad Mini, iPhone, Android Tablets, Android smartphones, and PC tablets, that enables contractors and their employees, working off of project plan views, to create contractor-relevant lists, including punch lists, safety checklists, warranty lists and observations in the field. The app can also be accessed via PCs and laptops (along with the software where all the reporting and admin functions reside). On a PC or laptop, the app is online and requires an Internet connection. On a tablet or smartphone, the app is offline so users can inspect without being connected.

Working with a plan view on the top half of the screen, the user adds each issue, in turn, that needs to be addressed, building a list to distribute to those responsible for addressing/correcting the issues. The plan views are uploaded into the software as PDF files during the set-up process; when a tablet syncs up to the FinishLine software, they are downloaded to the app on the tablet.

The program supports two types of checklists. The first is “reactive” and starts with the lower half of the screen — a blank page. The user inspecting the job adds each item that needs to be addressed. The second checklist is “proactive” — the user starts with a list of pre-known items to be inspected, organized by plan view. The user goes down the list and either checks completed items off or collects information related to each item. This information is uploaded to the servers and distributed to the necessary team members via e-mail directly from the system.

Depending upon how the contractor or project manager chooses to set up a checklist, the user can add specifics and details for individual items, such as photos, due date, complete or not, quantity, cost information, person responsible and comments.

Every checklist item is a separate record stored in the FinishLine database and can be searched, filtered and reported on in a variety of types of reports.

Bill and Patti Feldman write articles and web content for trade magazines and manufacturers of building products. They can be reached at [email protected].