Prompt Library

A reference of things you can ask Kiaro AI, organized by what you’re trying to get done — not by which button or feature is involved. Most examples show two or three phrasings so you can see the AI doesn’t need exact wording. Speak naturally.

Nothing in this library is a command you have to memorize. Every example below is a starting point. Kiaro’s AI understands intent, not syntax. If a phrasing isn’t here, try saying it the way you’d explain it to a colleague.

All write actions stage a preview for your review before anything is saved. Read actions (searching, asking questions) execute immediately.

Jump to a group:

• Every day — your morning briefing and weekly review
• Clients and pipeline — onboarding, relationships, contracts and proposals
• Delivery — projects, tasks, and time tracking
• Money and analytics — invoicing, who owes you, rankings, and targets
• Knowledge and power moves — the knowledge base and multi-step commands
• Good to know — guardrails, data gaps, and tips

Prefer a shortcut? Type / in the command bar for ready-made prompts — including /overview, /money, /pipeline, /analytics, and /retainers.

Every day

Start your day

Morning briefing — what needs attention today

• “What needs my attention today?”
• “Give me a morning briefing.”
• “Type /overview for a prioritized summary.”

Review the week ahead

• “What’s due this week?”
• “Show me overdue tasks and tasks due in the next 7 days.”
• “Which invoices are overdue or due soon?”
• “What deliverables are due or overdue?”
• “Which projects are wrapping up soon?”
• “What are my tasks?” or “What’s unassigned right now?”

Check your utilization

• “How are my hours looking this week?”
• “What’s my billable vs non-billable split this week?”
• “How many billable hours have I logged this month?”

Weekly review

Overall state

• “Give me a weekly summary: hours, revenue, active projects, anything that needs attention.”
• “What’s my billable utilization this week?”
• “Which projects are at risk of going over budget?”

Project health

• “How’s the Website project tracking against its budget?”
• “Show health for all active projects.”
• “Which projects have overdue tasks?”

Clean-up

• “Mark completed tasks as done.” (stages the transitions for your review)
• “Close out finished projects.” (asks which to mark completed)

Clients and pipeline

Onboard a new client

Create the client

• “Create a new client called Acme Corp, industry fintech, contact Sarah Chen at sarah@acme.com.”
• “Add a lead: Acme Corp, SaaS, based in Amsterdam.”
• “Onboard Acme Corp as a client with Sarah Chen as the primary contact.”

Add more contacts to an existing client

• “Add Jamie as a contact for Acme, jamie@acme.com, project manager.”
• “Add John Kim to Acme as a decision maker, john@acme.com.”
• “Add a finance contact for Acme: Priya Shah, priya@acme.com.”

Update client details

• “Change Acme’s industry to healthtech.”
• “Update Acme’s billing address to 123 Herengracht, Amsterdam, NL.”
• “Set Acme’s default currency to EUR.”
• “Change the notes on Acme to say ‘referred by Lisa — warm intro, fast decision cycle’.”

Change contact details

• “Change Sarah’s email to sarah@newcompany.com.”
• “Update Jamie’s phone to +31 6 1234 5678.”
• “Promote Jamie to be Acme’s primary contact.”

Remove a contact

• “Remove Jamie from Acme.” (fails if Jamie is the only contact — add a replacement first)

Manage client relationships

Catch up before a call

• “Catch me up on Acme.”
• “What were the action items from my last meeting with Disney?”
• “Show me the key decisions from my recent meetings with Acme.”

Find stale clients

• “Which clients have gone quiet?”
• “Which clients haven’t had any activity in the last 30 days?”
• “Show me active clients I should follow up with.”

Segment your book

• “Which of my leads came from referrals?”
• “Show me all my clients in the Netherlands.”
• “Which clients came from LinkedIn?”

Draft emails

• “Draft a status update email for Acme.”
• “Follow up on the overdue invoice for Disney.”
• “Draft a re-engagement email for Acme — it’s been a month since we last talked.”
• “Write a project wrap-up email for Acme.”
• “Draft a contract renewal note for Disney — their retainer ends next month.”

Check client health

• “How’s the Acme relationship? Show revenue, hours, and any overdue items.”
• “Which clients are my top 3 by revenue this quarter?”

Contracts and proposals

Review what’s active or expiring

• “Which contracts expire in the next 60 days?”
• “Show me all signed contracts for Acme.”
• “Which proposals are awaiting a response?”
• “List the proposals about to expire.”

Create a contract

• “Create a contract for Acme, $15,000, signed today, expires in 12 months.”
• “Draft a retainer contract for Disney at $3k/month, renewal date January 1.”

Update a contract

• “Mark the Acme contract as signed.”
• “Extend the Disney contract’s end date by 6 months.”
• “Change the payment terms on the Acme contract to Net 30.”

Generate a proposal

• “Draft a proposal for Acme for a $30k analytics dashboard project. Scope: data integration, dashboard design, QA.”
• “Write a proposal for Disney — brand audit, logo refresh, style guide, $12k total.”
• “Draft a proposal for the Acme retainer, $2,500/month, 6-month commitment.”

Save and send a proposal

• “Save that as a draft proposal.”
• “Create the proposal we just drafted.” (after generateProposal, this stores it in the Proposals section)
• “Send the Acme analytics proposal.” (emails it to the client with a magic link to accept)

Delivery

Kick off a project

Create a new project

• “Set up a website redesign project for Acme at $25k, starting next Monday.”
• “New project for Acme: brand refresh, $15k, ending end of June.”
• “Create an hourly project for Acme called Ongoing SEO Retainer, $150 an hour.”

Break the project into tasks

• “Break the Website Redesign project into discovery, wireframes, visual design, development, QA, and launch tasks.”
• “Add 5 tasks to the Brand Refresh project: research, moodboard, logo concepts, style guide, rollout kit.”
• “For the Ongoing SEO project, create weekly recurring tasks for keyword review, content audit, and reporting.”

Add payment milestones

• “Add a $5,000 kick-off milestone to the Website Redesign project, due May 15.”
• “Add three milestones to the Brand Refresh: discovery done $5k, design done $5k, launch $5k.”
• “Add a final-delivery milestone of $2,500 due August 1.”

Update project details

• “Change the hourly rate on the Website project to $220.”
• “Rename the Brand Refresh project to Brand 2.0.”
• “Move the Website project’s end date to July 15.”
• “Switch the Ongoing SEO project to fixed billing at $2,500/month.”

Add deliverables

• “Add a deliverable called ‘Final wireframes’ to the Website project, due Friday.”
• “Create two deliverables for the Brand Refresh: style guide (due May 10) and logo suite (due May 24).”

Track your time

Log time

• “Log 2 hours on the homepage design task.”
• “Log 45 minutes on the Acme discovery call, notes: scoped out the analytics dashboard.”
• “Log an hour on the Brand Refresh research, yesterday.”

Correct a time entry

• “Change the duration on yesterday’s design entry to 90 minutes.”
• “Mark the 30-minute entry from Tuesday as non-billable.”
• “Update the notes on the discovery-call time entry to ‘scoped analytics + pricing’.”

Delete a time entry

• “Delete the 15-minute entry from Monday.” (fails if already invoiced — reopen the invoice first)

Review time

• “Show me all time I’ve logged this week.”
• “What’s my uninvoiced time for Acme?”
• “How much time have I spent on the Website project so far?”

Money and analytics

Shortcuts: /money (what you’re owed), /pipeline (proposals and leads), /analytics (rankings and budgets), /retainers (retainer usage).

Bill and get paid

Invoice from time

• “Invoice Acme for this month’s uninvoiced time.”
• “Create an invoice from time entries for Disney, last 2 weeks only.”
• “Bill all uninvoiced time for all clients.” (stages one invoice per client, you confirm or reject each)

Create a fixed-amount invoice

• “Create a $500 invoice for Acme for May retainer work.”
• “Invoice Disney $2,500 for the discovery phase, due in 14 days.”
• “Create a draft invoice for Acme with three line items: kick-off workshop $1,500, research $800, reporting $700.”

Invoice a milestone

• “Which milestones are done and ready to invoice?”
• “Create an invoice from the Discovery Done milestone.”
• “Generate the invoice for the completed kick-off milestone on the Website project.”

Follow up on overdue invoices

• “Which invoices are overdue?”
• “Draft a payment follow-up for Acme.”
• “Send a reminder about the overdue invoice for Disney.”

Mark an invoice paid

• “Mark invoice INV-2026-003 as paid.”

Money, pipeline and analytics

Kiaro computes these across your entire workspace, so the figures are the real totals, not a sample. Amounts are shown per currency.

See what you’re owed, and how old it is

• “Who owes me the most money right now?”
• “Show me my invoice aging — what’s 30, 60, and 90 days overdue?”
• “How long do my clients take to pay on average?”

Rank clients and projects

• “Who’s my most valuable client this year?”
• “Which client have I spent the most time on?”
• “Which project has soaked up the most hours?”

Track revenue over time

• “How much revenue did I bring in this quarter?”
• “How’s my revenue this month compared to last month?”

Watch budgets across the board

• “Which projects are over budget or at risk?”

Work your sales pipeline

• “What’s in my pipeline — which leads are closest to closing?”
• “Which proposals are still waiting on a client’s decision?”
• “What’s my proposal win rate, and how much is in my open pipeline?”

Keep retainers honest

• “Which retainer clients are over their included hours this month?”
• “How’s Acme’s retainer tracking this month?”

Check progress against your targets

• “Am I on track against my monthly revenue target?”
• “How are my logged hours tracking against my weekly target?”

Knowledge and power moves

Knowledge base

Save something

• “Save these meeting notes to the knowledge base, tagged Acme.”
• “Add an SOP called ‘Discovery call template’ with the content below.”
• “Store the link https://example.com/framework as a bookmark in the knowledge base.”

Update or delete

• “Update the Discovery SOP to include the new pricing question.”
• “Change the tags on the Brand Refresh article to include ‘v2’.”
• “Delete the old SOP about project kickoff.”

Search your knowledge base

• “Find the SOP for discovery calls.”
• “Search the knowledge base for ‘pricing framework’.”
• “What have I written about client onboarding?”

Multi-step requests

Kiaro chains actions in a single turn. Examples:

• “Onboard Acme Corp as a client, set up a branding project at $15k, and break it into 5 tasks.”
• “Draft a proposal for Disney for a $30k analytics project, save it as a draft, and send it to them.”
• “Invoice all clients with uninvoiced time from last week, then draft payment reminders for anything still overdue.”
• “Create a retainer project for Acme at $3k/month with 3 recurring tasks, and add a $3,000 monthly milestone.”

For complex chains, the AI stages every write action as a reviewable card. Confirm or reject each before anything touches your data.

Good to know

Things Kiaro AI won’t do

A few guardrails are intentional — the AI refuses rather than silently doing the wrong thing:

• Edit or delete an invoiced time entry. Once a time entry has been billed on an invoice, it’s locked from AI edits. Reopen the invoice first from the time page.
• Delete the last contact on a client. Every client must have at least one contact. Add a replacement first.
• Create a duplicate contact with the same name and email. The AI detects the clash and skips the insert.
• Modify data in another workspace. The AI only sees and writes your own tenant’s data. Hand-crafted IDs from elsewhere return an access-denied error.
• Set a status to something the field doesn’t allow. Task statuses are todo, in_progress, blocked, done. Project statuses are planning, in_progress, on_hold, completed. Invalid values return a clear error.
• Accept blank updates. Asking “update the Acme project” without any field change returns an error — the AI won’t pretend to do nothing.
• Work outside consulting workflows. Kiaro AI helps with clients, projects, tasks, time, invoicing, proposals, contracts, and the knowledge base. Ask it for a recipe or a coding question and it’ll politely decline.

What Kiaro can’t answer (and will tell you)

Kiaro only answers from your actual workspace data. When it doesn’t have what a question needs, it says so plainly and points you to the closest thing it can show, rather than guessing or inventing a number. A few things Kiaro deliberately does not track:

• Expenses and costs. Kiaro knows your revenue and billable time, but not your business expenses. Ask for “profit” or “margin” and it will say it can’t compute that, and offer revenue and hours instead.
• Client satisfaction / NPS. There’s no survey or sentiment data in Kiaro.
• Email open and click rates. Kiaro sends invoices and proposals but doesn’t report engagement metrics on them.
• Forecasts and projections. Kiaro reports what has happened, not predictions of future revenue.
• Industry benchmarks. Kiaro won’t compare your rates or numbers to “industry averages” — it has no benchmark data for your workspace, and won’t make one up.

If you ask for something in one of these areas, expect an honest “Kiaro doesn’t track that” plus a suggestion for the nearest real answer, never a fabricated figure.

Tips for better prompts

• Speak naturally, not like a command line. “Invoice Acme for last week’s work” beats “createInvoiceFromTime clientId=acme dateFrom=2026-04-14”.
• Include specifics when you have them. Names, dollar amounts, dates, email addresses — the AI uses them directly instead of asking you for them. But it’ll ask if it needs more info, so don’t worry about missing anything.
• Use names, not IDs. The AI resolves “Acme” or “the Website project” to the right record automatically via search.
• Chain multi-step requests in one sentence. One natural sentence describing the full workflow is usually better than several separate commands.
• For speed on common actions, try /commands. Type / in the command bar to see pre-built prompts — creating clients, projects, tasks, and invoices, plus read-only shortcuts like /money, /pipeline, /analytics, and /retainers.
• When in doubt, just ask. “What can you help me with on this project?” or “What’s the best way to invoice this client?” — the AI will offer options.
• Review before confirming. Every write action stages a preview. Read it before clicking Confirm & Execute.

This library is current as of 2026-07-15. Kiaro AI is always improving — if a prompt here doesn’t work the way it reads, let us know, and if you’d like to see a workflow added, get in touch.