25 copy-paste AI prompts that write your client updates, meeting minutes, supplier comparisons and the month-end summary for your accountant. They work in ChatGPT, Claude or Gemini, free versions included. Nothing to install, nothing to set up.
Three of the 25 prompts in the pack, shown here in full. Copy one into your AI chat, replace the parts in [brackets], and check the result before you send it. For the best results, paste the "Tell the AI about your firm" prompt from the pack first.
Two versions ready to send, so chasing money stops feeling awkward.
Write a payment reminder for invoice [number] for [amount] to [client], due on [date], now [X] days late. Version A: a friendly first reminder. Version B: a firmer second reminder that mentions [our payment terms / pausing work on the next stage], still polite. Each under 100 words, with a clear subject line.
Your bank export or receipts, sorted by project and category, with problems flagged.
Here are this month's expenses and purchases (bank export, invoice list or receipts): [paste] Our active projects: [list] Our categories: [e.g. materials, labor, subcontractors, transport, office, software] Make: 1. A table: Date / Supplier / Description / Amount / Project / Category 2. Totals by project and by category 3. Items you couldn't assign, marked [ASSIGN] 4. Anything unusual: duplicates, very large amounts, missing invoice numbers Don't change any amount. I'll send this to my accountant.
A warm, firm reply that protects your fee without souring the relationship.
A client asked for something outside our agreed scope. Their message: [paste message] Our agreed scope: [paste or summarize] Draft a reply that thanks them and shows we understand what they want, explains clearly that it's outside the current scope, offers to send a short proposal for the extra work (time and fee to be confirmed by me), and keeps the relationship warm. Don't over-apologize. Don't quote any price or date. Under 150 words.
AI drafts can contain mistakes. Read every line, and never let the assistant invent amounts, dates or technical details.
Every prompt here still needs you to copy, paste and check. The next step is having the work happen on its own: invoices sorted by project every month, site notes turned into reports, client updates drafted before you ask. Find out which tasks are worth automating first in your firm.
Find out what admin costs your firmBook your free Admin MapAI makes mistakes. Read everything before you send it. Don't paste ID numbers, bank details, passwords or anything a client asked you to keep private.
Archon & Partners