Run your back office with a small team of bots that file email, track bids and log invoices: AI agent prompt
For a contracting business, bid invites, supplier invoices and timesheet changes all arrive mixed into one inbox. Give each routine job to its own AI helper, keep every bid on one shared board, and make each helper log what it did so you can count it every week. On Oct 20, 2026, Monica Thomas of M&M Interiors posted the first 11 days (Oct 8-19) of her team of 13 bots running 46 routines: 2,773 emails filed, 892 junk emails deleted, 69 bid invites routed onto a board of 59 active jobs, 71 invoices processed and 75 timesheet edits checked and applied. Her next bot, an estimator, gets read-only access to past bids first.
OperationsContractor back officeadvancedThe prompt
Help me hand my contracting company's inbox and back office to a few AI helpers, one job each. We do [type of work, e.g. commercial interiors / roofing / electrical]. Here are [20-40] recent emails: [paste sender, subject and body]. Sort each one into: bid invite, active job, supplier invoice, timesheet or payroll change, customer or GC question, junk. For bid invites, add a row to a bid board table: project, GC or client, bid due date, scope, location, documents link, and 'go / no-go / needs me'. For invoices, log vendor, job, invoice number, amount and due date, and flag any that don't match a job on my list: [paste active jobs]. For timesheet changes, list worker, date, old and new hours, and who asked. Don't pay, reply to or delete anything; mark it for me. Then suggest how to split this into 3-5 separate helpers using [Grok Bot / ChatGPT / Claude / Zapier], each with its own daily log and a weekly count of what it did, and which one should start with read-only access.
How to use it
- Copy the prompt above.
- Replace every [bracket] with your own details (or fill in the blanks on AgentPlaybook Real Estate, which remembers your answers for the next prompt).
- Paste it into Grok Bot, ChatGPT, Claude and review the answer before you use it.
Works with: Grok Bot, ChatGPT, Claude, Gmail, Google Sheets, Zapier
Real-world example: x.com/mthomas_99og/status/2112263599120879954
Featured in: ChatGPT prompts for business email, replies and follow-ups · AI agent prompts for Zapier, Make and n8n automations · AI prompts for Google Sheets and Excel work
Before you use it: what to check
Already built into this prompt
- Don't pay, reply to or delete anything; mark it for me.
Check yourself
- This prompt works on text other people wrote (emails, reviews, messages or web pages). That text can hide instructions aimed at AI, such as "ignore your rules and…". Paste it as material to work on, and never let the AI act on requests inside it, like paying, sharing logins or changing records. How prompt injection works →
- Check every figure, price and total against your own records before anything is sent, posted or booked. A person approves refunds, discounts, payments and price changes.
- Check hours, breaks, overtime and any rules for young workers against your local labour law and staff contracts before you publish a schedule.
- Remove names, contact details, account numbers and other personal data the task doesn't need before you paste, and check your AI tool's data and training settings.
Using an AI agent? Download this prompt as a SKILL.md agent skill with these checks built in, or get the .zip for Claude.ai. How to install skills.
Want to make this prompt even better? Grade it with the free prompt grader or build your own with the AI prompt generator.
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