Connecting Knowify to AI tools like Claude and ChatGPT gives you access to powerful insights about your project lineup and financial health. Use the prompts below to get a head start, analyzing your latest project activity, job site execution, invoicing, margins, and more.
Tips for more effective prompts and more reliable analysis.
“Show me job margins” is vague. “Show me active job margins for jobs created since January 1, 2025, sorted by projected profit ascending” gets you exactly what you need.
Once you find a prompt that delivers value, save it. Many contractors run the same handful of prompts weekly — business health, AR aging, over-budget jobs. These become your operational rhythm.
You can do multiple things in one prompt: “Pull all over-budget jobs, rank them by projected loss, and draft a summary for my PM team.” MCP handles multi-step flows naturally.
If a result isn’t right, refine your prompt. Ask Claude to filter differently, reformat the output, or dig into a specific job or client. This is a conversation, not a form.
First time connecting? Start here. These prompts help you understand what you’re working with before you take any action.
Lists every active job with the key financial fields you need to assess portfolio health at a glance. The most at-risk jobs surface first.
Using my Knowify data, list all active jobs. For each one, show me: job name, client, contract total, % complete, projected profit, and projected profit margin %. Sort by projected profit margin ascending so the most at-risk jobs are at the top.
Useful when you're getting started or want to know what questions you can ask. Lists the reports and entities the Knowify MCP connector can access.
What data can you access through my Knowify connection? List the available reports and data entities, and give me one example of a useful question you could answer with each one.
Pulls a top-level view of your active jobs, open AR, open AP, and pipeline so you understand where the business stands before diving deeper.
Give me a full overview of my Knowify data — total active jobs and combined contract value, total outstanding AR, total open vendor bills, and a summary of my current bid pipeline. I want to understand the lay of the land.
Turn your Knowify data into actionable summaries — the prompts owners and controllers reach for first and run most often.
Scans active jobs, outstanding invoices, and unpaid bills and surfaces the 3–5 things most worth your attention that week. Overdue receivables, low-margin jobs, past-due bills, uninvoiced work.
Using my Knowify data, give me a plain-English summary of where my business stands right now. Look at: active jobs and flag any with negative or very low margin; outstanding invoices and flag anything significantly past due; and open vendor bills. Tell me the 3-5 things I should most be paying attention to this week. Don't just list data — tell me what it means.
Covers revenue invoiced, job margin status, AR, AP, and any jobs that moved into trouble — formatted as a brief you can share with your team.
Pull the last 7 days of activity from my Knowify data. Give me: total revenue invoiced this week, any jobs that moved into negative or near-zero margin, outstanding invoices past due, and open vendor bills. Summarize what's trending, what's quiet, and what needs action. Format it as a weekly report I can share with my team.
A broader summary covering revenue, margin, AR, pipeline, and patterns — useful before planning meetings or end-of-month reviews.
Using my Knowify data, give me a plain-English summary of how my business has performed over the last 30 days. Cover: total revenue billed, overall margin across my jobs, AR aging summary, open AP, and how my bid pipeline looks. What's going well? What stands out as a concern? Write it like a brief for a business owner, not a data dump.
Pulls WIP, margins, AR, and backlog into a narrative summary. Useful prep before a lender or bonding conversation, or for spotting what they're likely to question.
Using my Knowify data, help me prepare a plain-English summary of our financial position as if I were presenting it to a banker or bonding company. Cover: total active contract value, current margins across the job portfolio, WIP position (underbilled vs. overbilled), total outstanding AR, and forward backlog. What would a lender see as strengths? What would concern them?
Find the jobs that are in trouble before they get worse. These prompts surface cost overruns, billing gaps, and schedule variances across your active portfolio.
Flags jobs with warning signs — cost overruns, negative margin, percent complete well ahead of percent billed, outsized change orders — and explains what's wrong on each one in plain English.
Using my Knowify data, look at all my active jobs and flag the ones showing warning signs. I want to know about: jobs with negative or near-zero margin, jobs where actual costs have significantly exceeded budget, and jobs where percent complete is much higher than percent billed. Explain what's going wrong on each flagged job in plain English.
Compares how much of each job has been completed against how much has been invoiced. Flags underbilled jobs (earned but uncollected cash) and overbilled jobs (invoiced ahead of work done).
Using my Knowify data, run the JobsReport for active jobs within [date range]. For each job, compare PercCompleted to the billing percentage (Invoiced divided by ContractTotal times 100). Flag jobs where billing percentage is more than 15 points behind completion (underbilled) or more than 15 points ahead (overbilled). Show the dollar gap for each.
Counts all unresolved checklist items per project ranked by volume — a cross-job view not available in Knowify's native reporting.
Using my Knowify data, query ListItems where ObjectState is Active. Group by ProjectId and return a count of open to-do items per project. Include the project name. Sort by count descending.
Scans active jobs and returns a ranked list of the ones that need the most attention — over budget, significantly underbilled, work ready to invoice, or large open sub balances.
Using my Knowify data, look at all my active jobs and tell me which ones need my attention most urgently this week. Consider: jobs that are over budget or have very low margin, jobs that have completed work not yet invoiced, and jobs with large open subcontractor balances. Give me a ranked list with a one-line reason for each.
Weighs overruns, AR, AP, and unbilled work and returns one specific recommendation rather than a list.
Using my Knowify data, look across my active jobs, outstanding invoices, unpaid bills, and open subcontractor balances. If I can only focus on fixing one thing this week that will have the biggest positive impact on my business, what is it? Give me a specific, direct recommendation — not a list, just one clear answer with your reasoning.
For each job over budget, breaks down which cost category is driving it — labor, materials, or subs — and shows how far over you are in dollars and percent.
Using my Knowify data, pull all active jobs where actual costs (sum of LaborCommitted, MaterialsCommitted, SubsCommitted) exceed the BudgetTotal. For each overrun job, break down which cost category — labor, materials, or subcontractors — is driving the overrun. How far over are we, in dollars and percent? Help me understand what's causing the problem on each job.
Shows change order totals per job as a percentage of the original contract — flagging jobs where scope has grown significantly beyond what was originally agreed.
Using my Knowify data, run the JobsReport for active jobs within [date range] and return ProjectName, ContractTotal, ChangeOrders, and original contract value (ContractTotal minus ChangeOrders). Calculate change orders as a % of current contract. Flag any job where change orders exceed 15% of the original contract.
Shows what has been contracted with each sub per job, how much they've billed, and the unpaid balance — ranked by largest open exposure across your entire portfolio.
Using my Knowify data, query the SubcontractorsReport (include_paid_subs: false). For each subcontractor-project combination, show VendorName, ProjectName, ContractValue, BilledToDate, PaidToDate, and Balance remaining. Sort by Balance descending.
Cash position, collections, aging, unbilled work, and what you owe. These prompts give you the AR/AP picture that Knowify’s native views show record-by-record but don’t aggregate.
Identifies overdue clients, how long each has been outstanding, and which ones are worth following up with this week.
Using my Knowify data, pull all outstanding invoices and tell me who owes me money and how long they've owed it. I want more than a list — I want to know which clients are most overdue, how much is at risk of becoming uncollectable, and which ones I should call this week. Write it like advice, not a report.
Produces a standard aging summary bucketed by days past due. This is the format banks, bonding companies, and CPAs request.
Using my Knowify data, query InvoicesSummaryReport for all outstanding invoices within [date range] where OutstandingAmount is greater than 0. Bucket each invoice by days past due date: Current (not yet due), 1-30 days, 31-60 days, 61-90 days, 91-180 days, 180+ days. Show total outstanding and count of invoices in each bucket.
Finds the gap between work completed and revenue invoiced. Looks at WIP on active jobs and any billable items ready to send but not yet issued.
Using my Knowify data, show me work that I've completed but haven't billed for yet. Look at active jobs where PercCompleted is significantly higher than the billing percentage (Invoiced divided by ContractTotal). Also check the BillableItemsReport for items ready to invoice. What's the total dollar value of work I've done but not yet invoiced? List it by job.
Shows what percentage of invoiced revenue was actually collected each quarter — revealing whether collections are improving or deteriorating over time.
Using my Knowify data, query InvoicesSummaryReport for all invoices within [date range]. Sum TotalAmount and OutstandingAmount per quarter. Derive collected amount and calculate collection rate (collected divided by invoiced) for each quarter. Is the rate improving or worsening?
Combines AR, AP, and unbilled backlog into a short-term cash picture — what's coming in, what's going out, and what you've earned but not yet collected.
Using my Knowify data, help me understand my cash position. Look at: total outstanding invoices (money owed to me), total outstanding bills (money I owe), and any work I've completed but not yet invoiced. Give me a simple summary: is my cash position healthy? What should I be doing to improve it?
Shows what's already past due on the AP side, what's coming up in the next 30 days, and flags any vendor relationships that could be at risk.
Using my Knowify data, look at all my outstanding vendor and subcontractor bills. Tell me what I owe, what's already past due, and what's coming up in the next 30 days. Flag anything that's significantly overdue — are there vendor relationships at risk? What should I pay first?
Shows how much retainage is being withheld per job and the total across all projects. Flags jobs where retention has been held past 90 days.
Using my Knowify data, run the WipReport for [date range]. Return Job, Client, ContractTotal, RetentionInPeriod, and RemainingPlusRetention for each project. Sum the total retainage we are owed. Flag any job where retention appears to have been held more than 90 days.
Breaks down all spending by payment method — cash, credit card, PO, or reimbursement — with totals and counts per type.
Using my Knowify data, query the PurchasesReport for [date range]. Group by purchase type (Cash/debit, Credit card, Vendor will invoice, Reimbursement) and show the total dollar amount and count per type. Which payment method accounts for the most spending?
Cross-job margin analysis, earned value, client concentration risk, and patterns in where you lose money — calculations that Knowify’s native reports don’t surface on their own.
Asks Claude to give a direct read on whether you're genuinely profitable or just generating activity. Looks at margin by job and flags anything losing money.
Using my Knowify data, look at my active and recently completed jobs. I want an honest answer: am I actually making money, or am I just keeping busy? Show me margin by job, identify any jobs that are losing money, and tell me whether my overall margin is healthy for a contracting business. Be direct.
Calculates the ratio of total labor cost to total billed revenue across the business, month by month. Not available in any single Knowify native report.
Using my Knowify data, query all TimeEntries from [date range] and sum the Cost field for total labor cost. Also pull InvoicesSummaryReport for the same period and sum TotalAmount for total revenue. Calculate labor cost as a percentage of revenue and show the trend month by month.
Looks across your portfolio for patterns in margin loss — specific job types, contract structures, cost categories — rather than just listing individual bad jobs.
Using my Knowify data, look at all active and recently closed jobs and help me find patterns in where we lose money. Are certain job types, contract types, or cost categories consistently over budget? Is there a type of work we should stop taking, or a pricing assumption we should revisit? Don't just show me the numbers — tell me what the pattern is.
Calculates each client's share of total company revenue and flags dangerous concentration. Also flags the top 3 combined if they exceed 50% of total revenue.
Using my Knowify data, pull all invoices from [date range]. Group by ClientName, sum TotalAmount, and calculate each client as a % of total revenue. Flag any client above 20%. Also flag the top 3 clients combined — if they exceed 50% of revenue, note the concentration risk.
Finds your single largest client by outstanding invoices and active contract value and calculates total exposure if they stopped paying.
Using my Knowify data, identify our single largest client by total outstanding invoices and active contract value combined. If that client stopped paying tomorrow, what would be our total exposure? Include outstanding invoices already issued and any contracted work still to be billed. How much of our business depends on this one relationship?
Combines unpaid subcontractor contract balances with outstanding vendor bills to produce total sub exposure. This cross-report calculation is not available natively in Knowify.
Using my Knowify data, first query SubcontractorsReport (include_paid_subs: false) to get all unpaid sub contract balances by project. Then query BillsSummaryReport for outstanding vendor bills. Combine these to give me total subcontractor financial exposure — sum of unpaid contract balances plus outstanding bills, by sub and by project.
Forward revenue, bid win rates, and backlog. Use these to understand what’s coming in and whether you have enough to hit your targets.
Combines pending proposals and contracted backlog into a 90-day revenue picture. Tells you whether you have enough to hit a target and what the gap is if not.
Using my Knowify data, help me understand my forward revenue picture. Pull my pending proposals (ValuePending from the SalesReport) and my contracted backlog (ContractTotal minus billed from the WipReport). If I tell you my monthly revenue target is [$ amount], do I have enough in the pipeline and backlog to hit it over the next 90 days? What's the gap, if any?
Shows total pending proposal value broken down by salesperson — who owns what and how much. Flags any rep with more than 50% of the total pipeline.
Using my Knowify data, run the SalesReport for [date range]. Pull total ValuePending across all sales leads. Show a breakdown by sales lead name, how many proposals are pending for each, and the total pending value per person. Flag any rep with more than 50% of the total pipeline.
Compares win rate to the margin on jobs you've won. Helps you see whether you're closing the most profitable work or just the easiest to get.
Using my Knowify data, look at our recent bids and won jobs. What types of work are we winning most often? And when I look at the jobs we've won, what are the margins like? Are we winning work that's actually profitable, or are we chasing volume? Help me think about where to focus our sales energy.
Looks at revenue per client, payment history, and job margins to help you figure out which relationships are worth prioritizing for repeat work.
Using my Knowify data, help me understand which clients are most valuable to my business. Look at total revenue per client, whether they have outstanding invoices that are overdue, and the margin on jobs we've done for them. Which clients should I be prioritizing for repeat work? Which ones concern you?
Aggregates total invoiced revenue by month so you can see whether billings are growing, flat, or declining.
Using my Knowify data, pull all invoices created within [date range] and sum the TotalAmount field. Show me total revenue billed for the period, then break it down by month so I can see the trend. Format dollar values with commas.
Cross-ticket insights for service departments — callback rates, uninvoiced work, technician workload, and client profitability. Not available in Knowify’s native per-ticket views.
Identifies service tickets that needed more than one visit to resolve — a proxy for callback rate and first-time fix failure.
Using my Knowify data, query ServiceJobsSummaryReport for all tickets within [date range] (date_type: created). Return ServiceTicketName, ClientName, NumVisits, BusinessStateLabel, Profit, and InvoiceTotalAmount. Filter for tickets where NumVisits is greater than 1. Sort by NumVisits descending. What % of total tickets required more than one visit?
Covers open tickets, unscheduled work, completed jobs not yet invoiced, and how workload is distributed across techs.
Using my Knowify data, give me a plain-English summary of how my service operation is running. Look at: how many tickets are open and how long they've been open, any tickets that are unscheduled, completed tickets that haven't been invoiced, and which techs have the most visits assigned. What should I be focused on this week?
Looks for completed tickets never invoiced, tickets with costs but no billing, and tries to identify the pattern behind the misses.
Using my Knowify data, look at my service tickets and help me understand if I'm leaving money on the table. Find any completed tickets that were never invoiced, tickets where materials were recorded but the invoice amount is zero, and the total dollar value of that missed revenue. Is there a pattern? What should I change?
Higher-altitude prompts for using your data to make better decisions — what to build, where to focus, and what to stop doing.
Compares margin, win rates, and job performance across your portfolio. Gives you an honest read on what's generating profit and where you're losing ground.
Using my Knowify data, compare job performance over the last 30 days. Which jobs or job types are generating the best margin? Which are consistently underperforming? Are there clients, contract types, or cost categories that stand out as either strengths or problems? Give me an honest assessment of what's working and where I'm losing momentum.
Looks at job types, clients, and cost patterns to identify work you should consider stopping or pricing differently.
Using my Knowify data, look at my jobs and tell me what I should consider stopping or deprioritizing. Are there types of work, clients, or contract structures that consistently deliver poor margins? Tell me what I should stop taking on, or at minimum start pricing very differently.
Looks at revenue billed, margins across your portfolio, and pipeline movement and gives you a narrative summary. Useful before planning meetings or end-of-year reviews.
Using my Knowify data, give me a plain-English summary of how my business has performed over the last 12 months. Cover: total revenue billed, overall margin across my jobs, and how my bid pipeline looks. What's going well? What stands out as a concern? Write it like a brief for a business owner, not a report.
Turns the prompts and analysis workflows you've been running with Knowify MCP into documented SOPs your team can run without you.
Based on the prompts and workflows I've been running with Knowify MCP — business health reports, over-budget job triage, AR follow-up, service operations — help me turn these into documented standard operating procedures. For each one, outline: what it does, when to run it, and the exact prompt to use. I want my team (or a future hire) to be able to run these without me.
Combine Knowify MCP with your other connected tools for workflows that span multiple platforms — Slack, Gmail, Notion, HubSpot, and more.
Pulls job health, AR, and AP data from Knowify and formats it as a Slack message for your team channel — so everyone sees the same picture each week without you writing it manually.
Pull this week's business summary from my Knowify data — active jobs with margin issues, overdue invoices, and past-due vendor bills. Then draft a message for the [#operations] Slack channel summarizing the 3-5 most important things the team should know this week. Keep it short and direct.
Pulls over-budget jobs from Knowify and drafts an email to your PM team flagging the jobs that need immediate attention, broken down by what's driving each overrun.
Pull all active jobs from my Knowify data where actual costs exceed the budget. For each one, note the job name, how far over budget, and which cost category is driving the overrun. Then draft an email to [pm-team@yourcompany.com] flagging these jobs with a brief summary of each situation and subject line "Jobs Needing Attention This Week."
Pulls overdue invoices from Knowify and drafts a personalized follow-up email for each client — tone varies based on how far past due they are.
Pull all invoices from my Knowify account that are more than 30 days past due. For each client with an overdue balance, draft a short professional follow-up email I can send via Gmail requesting payment, referencing the invoice number, amount, and days outstanding. Vary the tone slightly: friendly nudge for 30 days overdue, more direct for 60+ days.
Pulls revenue, margin, and job health from Knowify and creates a formatted monthly report page in Notion that your team can reference and annotate.
Pull the last 30 days of data from my Knowify account — total revenue billed, overall margin across active jobs, AR summary, AP summary, and any jobs flagged for overruns or margin issues. Then create a new page in my Notion [Operations / Monthly Reports] database titled "[Month] Business Report" and format it as a structured monthly summary my team can review.
Checks your CRM for recently closed deals and cross-references against your active Knowify jobs to identify new contracts that haven't been set up for cost tracking yet.
Check my HubSpot CRM for deals marked Closed Won in the last 30 days. Then look at my active jobs in Knowify. Which recently won deals don't appear to have a matching job set up in Knowify yet? Give me a list — these are jobs I need to create to start tracking costs and billing.
