Eight admin prompts, and what each needs
https://archon-partners.com/guides/ai-prompts-for-architects/

From Archon & Partners. Replace everything in [square brackets], paste your material where it says [PASTE HERE], and read every amount, date and name against the source before you send anything.

=== 0. The context line, pasted first ===
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.

=== 1. Weekly client update from my notes ===
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.

=== 2. Meeting minutes and action items ===
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.

=== 3. Payment reminder for a late invoice ===
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.

=== 4. Reply to a request outside the agreed scope ===
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.

=== 5. Reply to a new project inquiry ===
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.

=== 6. Compare supplier or consultant quotes ===
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.

=== 7. Sort this month's expenses by project ===
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.

=== 8. Turn how I do a task into a written procedure ===
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.