Guides for the admin that comes back every week: replies, quotes, follow-ups, reports and paperwork, in the order an owner would set them up, starting with a safety check.
Most of these guides work in Claude, ChatGPT or Gemini. The invoice and agreement guide was tested only in Claude, so try its practice round before you use another tool. Each one handles a job an owner repeats every week. The AI does the first draft, and you check it before anything goes out.
Start with the safety check, because every guide after it asks you to paste real messages, prices or paperwork. The full Desks these starter versions come from are taught in the Academy.
Do this first. Two minutes on what to remove before you paste a customer message, and which jobs shouldn't go into AI at all.
Before the AI writes a reply or a quote, put your prices in one plain list it can read, with units, inclusions and the jobs only you can price.
Turn a customer message into a short reply in BM or English that uses only your real prices. You read it and send it yourself.
When enquiries pile up, sort them into Hot, Warm, Later and Unclear, and get draft replies with the risky ones flagged.
Paste a request and your price list. You get line items, the assumptions behind them and the questions to ask first, with totals checked in a spreadsheet.
Follow up on sent quotes with a plan that has a clear end, stop rules and something useful to share each time.
Get the same short report every Monday from your own files, with every number traced back to a file and column.
Log invoices and agreements, then catch wrong amounts and renewal deadlines before you pay.
Before any AI draft reaches a customer, ask the six questions and log the mistakes, so your rules get better over time.