---
name: al-226-run-your-back-office-with-a-small-team-of-bots-that-file
description: "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. Use when the user wants help with contractor back office (operations) for a small business."
---

# Run your back office with a small team of bots that file email, track bids and log invoices

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.

## Inputs to collect first
Ask the user for anything below that they haven't already given you. Don't guess missing facts.

- Type of work, e.g. commercial interiors / roofing / electrical
- Sender, subject and body
- Active jobs
- Grok Bot / ChatGPT / Claude / Zapier

## Instructions

Do the task below with the user's inputs in place of each [bracket].

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.

## Safety checks (share these with the user)

- 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.
- 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.
- Say clearly which parts need a person to review or approve before anything is sent, paid, posted or filed.

## About this skill

- Works with: Grok Bot, ChatGPT, Claude, Gmail, Google Sheets, Zapier
- Based on this real-world example: https://x.com/mthomas_99og/status/2112263599120879954
- Free prompt from AgentPlaybook Real Estate: https://agentic-library.netlify.app/prompt/al-226-run-your-back-office-with-a-small-team-of-bots-that-file-ema/
- To install in an agent that supports Agent Skills, save this file as SKILL.md in a folder with the same name as `name` above (for example in your skills directory). Install steps for Claude.ai, Claude Code, Cursor and Codex: https://agentic-library.netlify.app/skills/