Stop carrying every quote, invoice and promise in your head: have AI assistants log each one from your texts, emails and notes, send you a midday summary and an 8pm list of everything still open, and leave the sending to you: AI agent prompt
Owners of small trade businesses often keep every promised callback, pending quote and unsent invoice in their head, and lose evenings catching up. In a write-up published October 30, 2026 by AI Business Plays (self-reported, drawn from his own replies on X), Stu Parkinson, who runs a family electrical contracting company in Wexford, Ireland, with three employees, describes building a set of Grok Bot assistants over the summer, each handling one admin job and reporting to a main ops agent. The ops agent sends him at least two summaries a day plus an 8pm 'shake down' of what's still open, and he says he has his evenings and weekends back. He gives no exact hour count, and the write-up advises checking every quote and invoice before it reaches a customer. The prompt below runs the same daily sweep with any AI assistant.
The prompt
Be my open-items tracker for my [trade, e.g. electrical] business so nothing I promised slips. Here is today's raw material: [paste texts, emails, call notes and voice memo transcripts from today]. Here is my current open list (if any): [paste]. 1) Pull out every commitment: quotes to send, invoices to raise, callbacks promised, materials to order, site visits to book, and anything I said I'd do. For each: customer, what I promised, by when (write NO DATE if I didn't say one), and the exact message it came from. 2) Merge with my open list, mark anything that today's messages show is done, and never drop an item just because it's old. 3) Give me an 8pm list: overdue first, then due tomorrow, then the rest, 15 lines at most. 4) For each quote or invoice due, draft it from the details given (job, labour, materials, price) and mark any missing number as [CHECK] rather than guessing. 5) Draft a short reply for each callback I owe. Don't send anything to a customer or supplier; give me the list and drafts to check and send myself.
Fill in the blanks, then copy
This prompt has 3 [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, WhatsApp, Gmail
Real-world example: aibusinessplays.com/plays/irish-electrician-bots-track-quotes-and-invo
Featured in: Free AI agent prompts for small business (beginner-friendly) · ChatGPT prompts for business email, replies and follow-ups · AI prompts to summarize meetings, notes, documents and reports
Before you use it: what to check
Already built into this prompt
- Don't send anything to a customer or supplier; give me the list and drafts to check and send myself.
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.
- 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.
- Read and edit the draft before it reaches a customer or goes public. If you later automate this prompt, start with "draft and notify me", not "send automatically".
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.
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