Run a service business with a small team of AI assistants, one job each: dispatch routes, timesheet checks, the customer inbox and review requests, with a rule that nothing sends or spends without your yes: AI agent prompt
Brett Brownlee has run Archway Lawn Care in St. Louis for 25 years and says he can't code. On Oct 29, 2026 he described the 10 AI bots that now help run the company, each an assistant with one job that works the same screens he does in Service Autopilot, which has no open API. A Dispatcher rebuilds crew routes (59 aeration jobs split into six teams, balanced by revenue and location, in about seven minutes), a Timekeeper walks the week's job clocks for duplicate punches and missed lunches, a Customer Service bot logs jobs booked by an AI phone agent and works the inbox, a Reviews bot lines up Google review requests only for clean, paid jobs, a Costkeeper pulls lists like every property that got a fuel surcharge, and a Chief of Staff gives him a morning briefing by voice. The one rule: the bots draft, he approves; anything that sends or spends waits for his yes. The prompt below helps you design the same roster for your own business.
The prompt
Help me plan a small team of AI assistants for my [type of service business, e.g. lawn care / cleaning / HVAC] company. We have [number] crews, use [scheduling or field service software] and [accounting software], and my biggest daily time-sinks are [list, e.g. rerouting crews, checking timesheets, answering the inbox, asking for reviews, chasing job costs]. 1) Suggest 4 to 7 assistants, each with ONE job, a plain name (like Dispatcher or Timekeeper), what it reads, what it may change, and what it must hand back to me. 2) For each, write the standing instructions I'd give it, including my rules (e.g. how I like crews split, what makes a job 'clean' enough to ask for a review). 3) Apply one rule to all of them: they draft, I approve; nothing that sends a text or email, or spends money, happens without my explicit yes. Mark every action as 'does alone' or 'waits for my yes'. 4) Give me a one-week rollout: which assistant to start with, how I check its work for the first few days, and what would make me pause it. 5) List the questions I should answer before I let any of them touch customer data.
Fill in the blanks, then copy
This prompt has 4 [bracket]s to fill in. Type your details below and the prompt updates as you go. Your answers stay in this browser and are reused on other prompts with the same blanks. Nothing is sent to us.
Example values are fictional, just to show how a filled-in prompt reads. Replace them with your real details.How to use it
- Copy the prompt above.
- Replace every [bracket] with your own details (use the fill-in-the-blanks box above, 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, Service Autopilot
Real-world example: x.com/Brettbrownlee22/status/2115831204305842515
Featured in: ChatGPT prompts for business email, replies and follow-ups
Before you use it: what to check
Already built into this prompt
- rerouting crews, checking timesheets, answering the inbox, asking for reviews, chasing job costs].
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.
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