Guide · AI for admin
A usable admin prompt says who you are, what to do, gives the raw material in full, says what format to return, and sets the rules.
Fill in the builder below and it writes the prompt for your task; paste it into ChatGPT, Claude or Gemini.
Who you are, the firm, the reader of the output. Example: "I run a 6-person architecture firm. This goes to a homeowner client who is not technical."
One job, in one sentence. Example: "Write this week's project update email."
Everything the AI needs, pasted in full: your notes, the email thread, the bank export.
Length, structure, language. Example: "Under 150 words, three short sections, in Spanish."
What it must not do and how to flag gaps. Example: "Do not invent dates or amounts. Mark anything missing as [CHECK]."
Free tool
Choose a task, fill in what you know, and the builder writes a complete prompt with all five parts. It runs in your browser; nothing you type is sent anywhere. Leave out client names if you do not need them.
Paste the prompt into a new chat, then paste your material where it says [PASTE HERE]. Read the result before you use it.
Most poor AI drafts are missing context, not clever wording. The AI does not know your firm, your client, your project names or what you have already promised. Give it those, tell it what to do when it is unsure, and the first draft is usually close. This guide covers admin only: client messages, minutes, invoices, receipts and procedures. It does not cover prompts for design or drawings.
Step 5 (the rules) matters most for admin. A language model will fill a gap with something plausible. "Mark anything missing as [CHECK]" turns a hidden error into a visible one you can fix before sending.
If you run the same prompt every week on material from the same place, the copying and pasting is the slow part. That is the point to automate the task, with the AI step writing a draft for a person to check. The readiness check tells you whether the task is ready.
The builder's prompts with the choices left in [square brackets]. Paste the context line, then the task prompt. Each task needs different material; if the result is weak, check what you pasted in first.
Download the templates as a plain text file, no signup needed.
When: At the start of each new chat, one task per chat.
Subject: First message in the chat
Context: I work at [describe your firm]. The result will be read by [who reads it]. Use a [warm and direct] tone. Write the result in [English / Spanish]. Rules for every answer: if anything you need is missing or unclear, write [CHECK] in its place instead of guessing. Do not use information from earlier chats.
When: After the context line, in the same chat.
Subject: Paste in: this week's notes, what is next, what you need from the client
Task: Write this week's project update email to the client from my notes. My notes for this week (what happened, what is next, what I need from the client): [PASTE HERE] Format: An email with a subject line. Three short sections: what happened this week, what happens next, what we need from you. Under 180 words. Rules: Do not add any date, decision or cost that is not in my notes. Write [CHECK] for anything missing.
When: After the context line, in the same chat.
Subject: Paste in: notes or transcript, attendee list
Task: Turn these meeting notes into minutes with action items. Meeting notes or transcript, and who attended: [PASTE HERE] Format: Minutes in four parts: attendees, decisions made, open questions, action items. Action items as a table: action / owner / due date. Rules: Every action has exactly one owner. If the owner or date is not in the notes, write [CHECK] instead of guessing. Write [CHECK] for anything missing.
When: After the context line, in the same chat.
Subject: Paste in: invoice number, amount, due date, days late, payment details
Task: Write a payment reminder for a late invoice. Invoice number, amount, due date, days late, how to pay: [PASTE HERE] Format: Two versions: a friendly first reminder and a firmer second one. Each with a subject line and under 100 words. Rules: Copy the invoice number and amount exactly. Do not mention interest, legal steps or pausing work. Write [CHECK] for anything missing.
When: After the context line, in the same chat.
Subject: Paste in: the client's message, the agreed scope
Task: Draft a reply to a client who asked for work outside our agreed scope. The client's message, then our agreed scope: [PASTE HERE] Format: An email under 150 words that thanks them, says clearly the request is outside the current scope, and offers to send a short proposal for the extra work. Rules: Do not quote any price, fee or date. Do not over-apologize. Write [CHECK] for anything missing.
When: After the context line, in the same chat.
Subject: Paste in: the inquiry, what you need to know next, how to book a call
Task: Draft a reply to a new project inquiry. The inquiry as received, and the three things I need to know next (for example site location, project type, timing): [PASTE HERE] Format: An email under 150 words that thanks them, asks the three questions, and invites them to book a short call. Rules: Do not give a fee range, a start date or any promise about availability. Write [CHECK] for anything missing.
When: After the context line, in the same chat.
Subject: Paste in: each quote in full
Task: Compare these supplier or consultant quotes side by side. Each quote, pasted in full: [PASTE HERE] Format: A table: supplier / total / what is included / what is excluded / lead time / validity. Then three lines on the main differences. Rules: Copy every amount exactly as written. If something is unclear in a quote, write [CHECK]. Do not recommend a supplier. Write [CHECK] for anything missing.
When: After the context line, in the same chat.
Subject: Paste in: bank export or receipt list, active project codes, categories
Task: Sort this month's expenses by project and category. The bank export or receipt list, then our active project codes and our categories: [PASTE HERE] Format: A table: date / supplier / description / amount / project / category. Then totals by project and by category. Rules: Do not change any amount. Lines you cannot assign get [ASSIGN]. List possible duplicates and missing invoice numbers at the end. Write [CHECK] for anything missing.
When: After the context line, in the same chat.
Subject: Paste in: a transcript of you talking through the task
Task: Turn my spoken explanation of how I do this task into a written procedure. A transcript of me explaining the task: [PASTE HERE] Format: A title, who does it and how often, then numbered steps of one action each, then a short list of common mistakes. Rules: Keep my steps and order. Where something is missing or unclear, add it as a question in [brackets]. Write [CHECK] for anything missing.
Five parts: who you are and what the firm does, the task, the raw material pasted in full, the format you want back, and the rules (do not invent amounts, mark anything unknown). Most weak results come from a missing part, not from the wording.
Yes. Nothing here needs a paid plan or a plugin. Paid plans mostly add longer inputs and file uploads, and business plans change how your data is handled; see the privacy guide.
You can write the prompt in either language. Add one line saying which language the reply must be in. The builder on this page adds that line for you.
It can draft the structure and wording from your notes. It should never choose the fee. Leave fees, dates and scope commitments as placeholders and fill them in yourself.
Archon & Partners