Top 12 Use Cases for Knack Flows: What Our Customers Are Automating

When we introduced Knack Flows, the goal was simple: help teams move faster, smarter, and smoother — without needing to write code or rely on third-party tools.

And it’s working.

We’re seeing customers across industries use Knack Flows to connect their data with the automation tools they rely on daily, reducing errors, saving time, and unlocking more value from the applications they’ve already built in Knack.

Here are some of the top use cases we’re seeing from our customers.

From Manual CSVs to Real-Time Sync: Automating a Knack Finance App with NetSuite

One of our larger mid-market customers built a financial operations app in Knack to collect invoice approvals and reporting data. Previously, every record had to be manually exported as a CSV and uploaded into NetSuite.

Now, with Knack Flows, records are automatically pushed into NetSuite as soon as they’re created in Knack — eliminating manual work, improving data accuracy, and enabling real-time financial updates.

Teams that previously relied on Excel or Airtable for financial tracking now benefit from a low-code, seamless integration directly into Knack, without needing complex third-party authentication setups.

Knack acts as a complementary front-end layer to NetSuite. Employees interact with customized forms and approvals in Knack, while NetSuite remains the system of record behind the scenes. 

This approach saves licensing costs (no need for every user to have NetSuite access), simplifies the user experience for non-technical staff, and keeps finance operations running faster and cleaner without touching the ERP’s core complexity. Data flows securely between the systems, blending Knack’s no-code flexibility with NetSuite’s financial power.

Why it matters:

• Saves finance teams 10–15 hours weekly by eliminating manual exports
  
• Boosts data integrity by reducing the chance of errors in records
  
• Enables real-time synchronization between operational activity and financial reporting
  
• Reduces NetSuite licensing costs by using Knack as a flexible, low-code user interface
  
• Strengthens security by limiting direct NetSuite exposure to only necessary users
  

By using Knack as a complementary workflow layer, this customer streamlined finance operations, enhanced reporting accuracy, and created a more agile, cost-effective system — all without disrupting their core accounting platform.

Google Drive File Management: Seamless Document Handling with Flows

A chemical products company uses Knack to track customer orders and manage product documents. Previously, when orders were submitted, their teams had to manually search Google Drive — a familiar situation for teams juggling Excel, Airtable, and other file management tools.

Now, by using Flows, document syncing is handled behind the scenes, improving efficiency without adding another app builder or custom API connection to manage.

Another customer, operating in field services, leverages Flows to automatically attach fieldworker photos (stored in Google Drive) to the appropriate Knack records. Instead of manually downloading and matching images to job reports, their process now happens seamlessly — saving staff hours each week and keeping project documentation perfectly organized.

Whether it’s attaching files to records, sending documents to customers, or archiving completed forms, Flows automates the entire file lifecycle behind the scenes — reducing manual steps and speeding up operations.

Why it matters:

• Saves teams hours weekly by eliminating repetitive file management tasks
  
• Delivers faster customer service with instant access to the right documents
  
• Boosts accuracy by automatically linking the correct files to each record
  
• Keeps operations streamlined by connecting Drive and Knack into a single, efficient workflow
  

By using Knack and Google Drive together through Flows, we help customers simplify file management, strengthen document accuracy, and deliver faster, more reliable service — all without needing additional tools or manual intervention.

Automated Email Workflows with Gmail & Mailchimp: Smarter Messaging, Less Manual Work

Several Knack customers are using Flows to automate communications that would otherwise require multiple automation tools like Zapier, Make.com, or manual list building in HubSpot.

Flows now triggers perfectly timed messages through Gmail or Mailchimp directly — a feature especially valuable for beginners who don’t want the complexity of managing multiple integrations for simple email workflows.

For example, one customer managing community events built a Knack app to track attendee registrations. Now, whenever someone signs up, Flows instantly triggers a confirmation email via Gmail — no manual copy-pasting, no delays.

Another customer runs a small business membership program and uses Flows to sync their Knack database with Mailchimp automatically. New member signups or subscription renewals in Knack trigger audience updates in Mailchimp — keeping their email lists clean, segmented, and ready for marketing without any manual syncing.

Flows empowers customers to streamline everything from simple notification emails to complex marketing sequences, ensuring their communications are fast, consistent, and personalized — without extra staff time or complicated integrations.

Why it matters:

• Sends critical communications instantly — no human bottlenecks
  
• Reduces errors by automatically pulling the right contact data from Knack
  
• Keeps CRM and marketing lists clean and up-to-date
  
• Simplifies workflows by connecting forms, databases, and email platforms
  
• Enhances customer experience with real-time, personalized messaging
  

By pairing Knack’s database power with trusted email platforms like Gmail and Mailchimp, Flows helps customers send smarter messages, faster — while freeing up their teams to focus on high-impact work instead of manual tasks.

Syncing Google Sheets to Knack: Bringing Offline Workflows Online

Many teams still operate heavily in Google Sheets, especially in warehouses, field locations, or shared-device environments where users don’t have direct access to Knack. Offline computers, limited connectivity, or tight permissions often make spreadsheets the quickest way to capture data on the fly.

Now, with Knack Flows, customers can automatically sync data from Google Sheets into their Knack applications — eliminating manual uploads, reducing delays, and keeping records accurate across platforms.

For example, one logistics company uses shared warehouse laptops to log incoming shipments in Google Sheets. A Flow automatically pushes these entries into Knack every few minutes, updating inventory dashboards in real time without staff ever needing to touch the Knack interface.

Another customer in construction syncs project updates from remote field crews’ spreadsheets directly into Knack project trackers, ensuring leadership always has up-to-date visibility without waiting for manual end-of-day uploads.

Why it matters:

• Bridges the gap between offline or shared environments and centralized systems
  
• Reduces manual uploads and errors from transferring data by hand
  
• Ensures real-time visibility into operations from anywhere
  
• Frees up IT and admin teams from chasing down missing updates
  
• Keeps workflows flexible while improving overall system accuracy
  

By connecting the familiarity of Google Sheets with the power of Knack, Flows helps customers create a seamless data pipeline — no matter where their teams are working.

Forms and CSV Automation: Simplifying Data Collection and Reporting

Many customers who collect data through external forms — like Formstack — want a cleaner, more automated way to integrate that information into their Knack apps and reporting workflows.

One customer in the education sector uses Formstack to gather student registration details. With Knack Flows, they now automatically push new form submissions into their Knack database and export the data as a CSV — all in one smooth process.

Previously, they relied on Zapier to connect Formstack to Knack and manage exports. Now, Flows gives them an all-in-one, native solution — reducing the number of tools in play and minimizing points of failure.

Whether it’s registrations, surveys, or intake forms, Flows makes it simple to route collected data exactly where it needs to go and automatically generate reports without manual exports.

Why it matters:

• Reduces tool complexity by eliminating third-party connectors
  
• Centralizes workflows directly inside Knack
  
• Enables faster, automated reporting with real-time CSV exports
  
• Improves reliability by minimizing integration points
  
• Frees up teams to focus on insights, not busywork
  

By using Flows to connect form submissions and reporting seamlessly, customers create a faster, more resilient data pipeline — no patchwork integrations required.

Google Sheets for Scheduling and Payroll: Streamlining Contractor Management

Managing freelancers and contractors across multiple events or locations often creates a heavy scheduling and payroll workload — especially when every project has different timing, roles, and pay structures.

Instead of tracking everything manually in spreadsheets, customers are using Flows to automate critical parts of the process:

• Syncing scheduling data into Google Sheets for easy access and printed sign-in sheets
  
• Exporting payroll data into templates that automatically factor in custom rules, like different pay rates for multi-day events or rehearsal session lengths
  
• Eliminating the risk of errors from constant manual updates and re-entry
  

One of our music customers, set up a system where event schedules update in real time and payroll exports happen automatically — even accounting for complex scenarios like multi-instrument performance bonuses or variable rehearsal durations.

Why it matters:

• Reduces administrative time and minimizes manual corrections
  
• Simplifies complex payroll calculations with custom rule handling
  
• Supports both digital workflows and traditional printed materials
  
• Improves accuracy and visibility across contractor operations
  

By combining Knack Flows with Google Sheets, customers are turning time-consuming contractor management tasks into simple, automated workflows — saving hours every week and improving financial accuracy.

Document Management with DocuSign & PandaDocs: Faster Signatures, Cleaner Records

Legal, HR, and onboarding teams are streamlining document workflows with Flows by connecting Knack directly to signature platforms like DocuSign and PandaDocs.

Now, instead of manually pushing client or employee data into separate systems, Flows automatically:

• Sends form data to PandaDocs or DocuSign
  
• Triggers signature requests
  
• Updates document status directly inside Knack
  

Teams can monitor progress, resend reminders, and centralize signed documents without leaving their Knack app — saving hours and tightening compliance.

Why it matters:

• Saves time chasing down signatures manually
  
• Improves compliance with real-time status tracking
  
• Centralizes contracts and signed documents inside Knack
  
• Reduces friction in onboarding, HR, and client intake processes
  

By automating document management, Flows empowers teams to deliver faster, more organized experiences — without additional tools or complicated workflows.

Knack-to-Knack Data Sync: Streamlining Multi-App Operations

Many larger organizations operate multiple Knack apps — like a parent CRM, a separate onboarding app, and a customer support app.

With Flows, customers can now automatically sync data across their Knack apps:

• When a new record is created or updated in one app, it automatically updates the related record in another
  
• No need for external tools like Zapier or Make to keep apps connected
  

This keeps systems aligned and operations smooth, without adding complexity to the stack.

Why it matters:

• Simplifies multi-app setups by keeping everything inside Knack
  
• Maintains data consistency across different apps and teams
  
• Reduces reliance on third-party integration tools and their associated costs
  
• Increases operational efficiency with real-time updates
  

Flows makes it easier for organizations to scale their Knack ecosystems without losing control or accuracy.

Marketing Attribution & Analytics: Turning Data Into Insights

Marketing teams are starting to unlock deeper analytics by using Flows to push critical data from Knack into reporting platforms like:

• Power BI
  
• Google Analytics 4 (GA4)
  
• Custom-built dashboards
  

Customers are also using Flows to track:

• First-touch vs. last-touch attribution across campaigns
  
• Form submissions by UTM parameters or ad campaigns
  
• Content engagement metrics from videos, demos, and webinars
  

By automating these data flows, teams tie real-world activity inside Knack directly to marketing performance — unlocking better insights and smarter decision-making.

Why it matters:

• Unlocks deeper analytics and visibility into customer journeys
  
• Ties marketing activities directly to real business results
  
• Improves campaign attribution to sharpen future marketing strategies
  
• Reduces reporting lag by automating data updates
  

Flows helps marketing teams move beyond basic form tracking to real, actionable marketing intelligence — all powered by the data already living inside Knack.

Managing Sponsorship Requests Across Platforms: Connecting Forms, Tracking, and Approvals

Managing sponsorship requests often spans multiple disconnected systems — web forms, spreadsheets, emails, and internal portals.

Now, with Knack Flows, teams are automating the entire sponsorship pipeline:

• Capturing sponsorship submissions through web forms
  
• Instantly sending submission data into internal tracking sheets or CRM platforms
  
• Triggering email notifications to the right reviewers based on funding type, organization, or request size
  

Flows bridges the gap between external request collection and internal decision-making, keeping everything connected without manual exports or messy handoffs.

Why it matters:

• Reduces manual steps between submission and internal tracking
  
• Ensures review teams are instantly notified and able to act
  
• Improves visibility and reporting across sponsorship programs
  

Flows makes managing community impact programs smoother, faster, and fully connected — no more bouncing between systems.

Ticketing System Integrations for Real-Time Updates: Keeping Support Teams in Sync

Managing internal IT or marketing tech tickets often means connecting intake forms with external project management tools — which used to involve manual re-entry or clunky integrations.

Now, customers are using Flows to:

• Push new support tickets directly from Knack into Trello, Asana, or Monday.com
  
• Trigger Slack or email alerts the moment a new ticket is created
  
• Keep ticket status synced automatically between Knack and external platforms
  

Flows eliminates the tedious copy-paste work, helping support teams stay on top of incoming requests without switching between systems.

Why it matters:

• Eliminates duplicate data entry across multiple platforms
  
• Speeds up ticket triage, assignment, and resolution
  
• Keeps internal workflows fully connected and responsive
  

Flows ensure support and ops teams can stay fast, organized, and focused — no manual syncing required.

SOP Library Search with External Indexing: Smarter Knowledge Management

Static document libraries are hard to manage — especially when you need fast search, permission control, and up-to-date metadata across platforms.

With Flows, teams are simplifying knowledge management by:

• Syncing SOPs stored in Knack to external cloud search tools or document indexes
  
• Automatically updating external databases when new SOPs are added or edited
  
• Enabling smarter, faster search experiences while keeping Knack as the centralized source of truth
  

Flows makes it easy to maintain a single knowledge base while still offering modern search capabilities across platforms.

Why it matters:

• Keeps document content fresh across all connected systems
  
• Avoids duplicating document libraries across tools
  
• Improves end-user search experiences without adding admin work
  

Flows unlocks a modern knowledge management experience — without the overhead of maintaining multiple repositories.

RFP Content Export and Assembly: Faster, Smarter Proposal Workflows

Responding to RFPs often means manually pulling content from internal databases and assembling polished documents — a time-consuming and error-prone process.

Now, with Knack Flows, teams are automating key steps:

• Automatically pulling evergreen content (bios, case studies, company overviews) from Knack into PDF or document-generation tools like Formstack Documents or Google Docs
  
• Triggering document assembly automatically when a new RFP is initiated
  
• Streamlining editing and delivery for faster turnaround times
  

Flows acts as a seamless bridge between structured Knack data and client-ready proposal documents — dramatically reducing manual effort.

Why it matters:

• Speeds up proposal creation and delivery
  
• Maintains brand consistency and formatting across documents
  
• Connects internal content libraries directly to external proposal tools
  

Flows empowers proposal teams to move faster, stay consistent, and deliver polished documents — all without the heavy manual lift.

Start Simple, Automate What Matters

The most successful Knack Flows users don’t try to automate everything at once. They start by tackling the everyday repetitive tasks — like syncing a spreadsheet, sending a notification email, or generating a report.

From there, they scale up, expanding Flows to automate onboarding, reporting, integrations with other platforms, like HubSpot, Microsoft, or Airtable, and even syncing data between multiple Knack apps.

Knack Flows is built to help both beginners and experienced app builders take their first step into no-code automation — making it easy to deliver powerful results without heavy coding or complicated integrations.

Need help setting up your first Flow?

Check out our Flows documentation or contact our team for support.