Stop answering 'is it ready?' calls all season: let customers text a photo at drop-off, have the agent assign a slot, read back their usual order, text them when it's done, and book overflow capacity before you run out: AI agent prompt
A Charleston AI write-up (Nov 3, 2026) describes a South Carolina deer processor (60-hook cooler, more than 1,900 deer last season, about 300 'is it ready' calls a week) who set up an AI agent teammate connected to the shop's text line, the order spreadsheet, freezer inventory, payment app, a cooler temperature sensor and a list of 640 regular hunters' usual cut sheets. A texted photo at the cooler door triggers it: it assigns a hook number, reads back the usual cut sheet for a yes, quotes the price, sets a pickup day, writes the order into the crew's sheet, and texts a payment link when the order is frozen. Past 50 hooks it moves the next sausage block earlier, calls in a second butcher and books a pre-approved trailer; unclaimed orders get texts on days 1, 7 and 14 and a donation question on day 21 that only a yes acts on. It never judges whether a deer is fit, never answers legal questions, never discounts or refunds. The shop reports ready calls fell from about 300 a week to under a dozen.
The prompt
1. Put a sign at your drop-off point: 'Text a photo and your name/tag to [number].' Connect that text line, your order sheet and your payment link to an AI agent. 2. Give it a list of repeat customers and their usual order so it can read it back: 'Same as last time: [order]? Reply YES or tell me what to change.' 3. On each drop-off it assigns the next slot, quotes the price from your price list only, sets a ready date from the queue, and writes the order into the sheet your crew works from. 4. When the order is marked done, it texts the customer with a payment link and a pickup window. 5. Set a capacity line (e.g. 50 of 60 slots): above it, the agent sends you the overflow plan you pre-approved (extra staff, rented space) to confirm. 6. Unclaimed orders: reminder texts on day 1, 7 and 14; on day 21 ask what they want done, and act only on a clear yes. 7. Hard rules: it never judges quality or safety (sends you the photo), never gives legal or regulatory answers, never discounts or refunds. One summary text to you each night.
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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 AI agent teammate (e.g. Grok Bot), business text line, Google Sheets order sheet and review the answer before you use it.
Works with: AI agent teammate (e.g. Grok Bot), business text line, Google Sheets order sheet, payment links, optional temperature sensor
Real-world example: ai-chs.com/intelligence/2026-11-03-ai-cooler-manager/
Featured in: AI prompts for Google Sheets and Excel work · AI prompts for writing SOPs, reports, policies and checklists
Before you use it: what to check
Already built into this prompt
- 50 of 60 slots): above it, the agent sends you the overflow plan you pre-approved (extra staff, rented space) to confirm.
- Hard rules: it never judges quality or safety (sends you the photo), never gives legal or regulatory answers, never discounts or refunds.
Check yourself
- 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.
- Anything legal, tax or compliance-related is a first draft for a qualified person to check. It is not professional advice, and clause references and deadlines must be checked against the source.
- 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".
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