Five prompts, one template, one tool. Every Friday.

The free prompt

Turn a pile of receipts into a claim summary

When to use it: The shoebox, the glovebox and the photos on your phone all need to become one list.

Turn these receipts into a claim summary for [MONTH AND YEAR]. I will paste them as lines of: date, supplier, amount, what it was for, and how it was paid.

Produce a table sorted by date with those five columns, then a total by category: [CATEGORIES MY ACCOUNTANT USES]. List anything that looks like a duplicate, anything without a date, and anything without a clear purpose as [CHECK: ...] instead of guessing.

Do not add a receipt that is not in the list, do not round amounts, and do not decide what is deductible — that is for my accountant. Finish with the total, the number of receipts, and "Assumptions to confirm".

Download this prompt as a text file

Also in this drop

1. Write the one-page end-of-month note for the accountant
   The monthly pack is due and you would rather send a note than a folder with no explanation.
2. Draft an equipment replacement plan
   The van, the oven or the machine is costing more to fix than it is worth, and you need to plan rather than panic.
3. Write warranty wording you can actually honour
   A customer asks what is covered, and you realise you have never written it down.
4. Explain a price rise to a long-standing customer
   The regulars are about to see new prices and one of them will ask why.

Those four are in the library and the drop shows what they do, not the wording. There are 3200 prompts behind this page.

The template

The month-end folder. Everything your accountant asks for, collected in one pass instead of a January panic.

The tool

The AI policy builder — Six answers turn into a one-page rule for how your business uses AI: what it may be used for, what never goes into it, who checks the writing, and who to tell when a draft is wrong.

The free prompt

Say no to a job that is not worth taking

When to use it: The enquiry is out of your area, below your minimum, or the sort of customer you have learned to avoid.

Write a short reply declining this job without sounding like a brush-off: [WHAT THEY ASKED FOR], [WHY IT IS NOT A FIT — PICK ONE: TOO FAR, TOO SMALL, NOT MY TRADE, FULLY BOOKED], [ANYONE I CAN SEND THEM TO].

Four sentences maximum. Thank them, say plainly that it is not one I can take on, give the alternative if I supplied one, and stop. No apology paragraph, no long explanation, no invented reason, no promise to "keep them in mind". Do not offer a discount or a referral I have not given you. If the alternative is blank, leave it out rather than inventing a name.

Download this prompt as a text file

Also in this drop

1. Ask a regular to pay before the next booking
   The account is running late and you want the next job paid up front without losing them.
2. Tell a supplier the delivery was short
   The order arrived with items missing and you need it fixed without a row.
3. Write the note when you have to cancel on a customer
   You cannot make a booked job and it is your fault, not theirs.
4. Reply when a customer asks for a discount
   "Can you do it cheaper?" and you have decided the answer is no.

Those four are in the library and the drop shows what they do, not the wording. There are 3200 prompts behind this page.

The template

The difficult message checklist. Six checks before you send the message you have been putting off.

The tool

The review reply builder — Paste the complaint and the facts you actually know. It writes a plain reply, leaves a bracket where it was not told something, and switches to an owner-first holding reply for anything about safety or the law.

The free prompt

Turn a voicemail into a call-back note

When to use it: Someone left a message you cannot listen to again, or the voicemail is hard to hear.

Write a call-back note from this voicemail. Use only these facts: [CALLER NAME], [NUMBER], [WHAT THEY SAID IN THEIR OWN WORDS], [WHEN THEY CALLED], [ANY DEADLINE THEY MENTIONED], and [WHAT I ALREADY KNOW ABOUT THE JOB].

Then give me:
1. One line saying what they want.
2. One line saying what I need to check before I call back.
3. A two-sentence opening for the call.

Do not invent a price, a time, an address or a promise. If something important is missing, write it as [MISSING: what it is] instead of guessing. Finish with "Assumptions to confirm" and list anything you inferred from the message.

Download this prompt as a text file

Also in this drop

1. Write the note that goes on the door
   You have to close early, open late, or explain a change at the entrance.
2. Summarise a supplier's price rise for the team
   A supplier sends a new price list and the people buying or quoting need to know what changed.
3. Draft the hiring post from the job advert
   The advert is written and you need the short version for social media and the window.
4. Write the handover note for the person covering you
   You are away for a day or a week and someone else is holding the phone.

Those four are in the library and the drop shows what they do, not the wording. There are 3200 prompts behind this page.

The template

The Monday reset. A twenty-minute pass over the week before it starts, so the first phone call does not set the agenda.

The tool

The quote calculator — Put the call-out, the hours and the parts range in before you say a number out loud. It shows the range, the margin and the version that still covers the bad day.