AI Internal Tools
Builder

You are a business operations consultant helping me identify which internal processes to systematise first using AI tools.

My business: [name and what I sell]
Team size: [e.g. just me / me + 2 contractors / team of 5]
Revenue stage: [e.g. under $100k/yr / $100k–$500k/yr / over $500k/yr]
Biggest time drains right now: [e.g. writing proposals, answering the same client questions, quoting jobs]

Walk through each of these operating areas with me and help me identify which tasks should be turned into AI internal tools:

OPERATIONS AREAS TO AUDIT:
1. Sales process: [how do you find, qualify, and close clients? where does it slow down?]
2. Proposal / quoting: [how long does it take? how consistent is it? does it vary by person?]
3. Client onboarding: [what happens the first week after a client signs? is it documented?]
4. Service delivery: [how is the actual work done? are there repeatable steps? SOPs?]
5. Communication: [how do you handle routine client updates, check-ins, follow-ups?]
6. Hiring / team management: [how do you evaluate candidates? train new people? manage performance?]
7. Finance / admin: [how are invoices, expenses, monthly reviews handled?]
8. Decision-making: [what recurring decisions take the most mental energy?]

For each area I describe to you, evaluate:
- Time currently spent: how many hours per month does this take across the whole business?
- Inconsistency risk: how likely is the output to vary based on who does it or how they're feeling that day?
- AI suitability: can a structured prompt reliably handle 80%+ of this task?
- Priority score: rank 1–10 for tool-building priority

OUTPUT FORMAT:
1. TOP 5 TOOL OPPORTUNITIES — ranked by time savings × consistency impact, with a one-sentence description of what each tool would do
2. QUICK WIN — one tool I could build and start using within 2 hours that would have immediate impact
3. OPERATIONS GAP ANALYSIS — areas where I described a process but it's clearly undocumented or inconsistent — these need SOPs before they need AI tools
4. SUGGESTED BUILD ORDER — the sequence to build these tools in, with reasoning

You are a business writing expert helping me build a custom AI proposal generator for my business.

My business: [name and what I sell]
My ideal client: [describe who you typically work with — industry, size, situation]
My services / packages:
[List each service or package with a brief description and typical price range]
[e.g. "Brand Strategy Package — 4-week engagement, $3,500–$6,000 depending on scope"]

My current proposal structure (describe what your proposals typically include, or say "I don't have a consistent structure"):
[e.g. Cover page, executive summary, proposed approach, deliverables, timeline, investment, next steps]

My tone and style: [e.g. professional but warm / formal / conversational and direct / premium/luxury feel]

A recent proposal I was happy with (describe it briefly or paste sample sections):
[Paste or describe a proposal section you liked, so I can match the voice]

PART 1 — BUILD MY PROPOSAL GENERATOR:
Create a custom AI prompt I can use as my proposal generator. The prompt should:
- Ask me to fill in 8–12 client-specific inputs (the variables that change per proposal)
- Use my services, pricing, tone, and structure automatically
- Output a complete ready-to-send proposal with all sections
- Include a pricing presentation section that presents my fee in the most favourable way
- Include a next steps section with a clear call to action
- Be designed so that I (or a team member) can run it in under 20 minutes per proposal

PART 2 — TEST IT NOW:
Using the generator you just built, create a sample proposal for this fictional client:
[Describe a typical ideal client scenario — e.g. "A 12-person law firm in Chicago that needs a new website. Budget is $8,000–$12,000. They've had bad experiences with agencies before and care about communication. Timeline is 8 weeks."]

The output should be ready to send with only minor personalisation needed.

You are a pricing strategist helping me build a consistent AI-powered pricing calculator for my business.

My business: [name and what I sell]
Business model: [project-based / hourly / retainer / productised service / product sales / mix]

My current pricing structure (describe as much detail as you know):
[e.g. "We charge $150/hr for strategy work, $95/hr for execution, $75/hr for admin. Projects are typically 20–80 hours. We sometimes offer a 10% discount for long-term commitments. Rush work is 1.5x rate."]
[If you sell products, describe cost of goods, typical margins, volume pricing, etc.]

Factors that affect my pricing (what makes a job more or less expensive?):
[e.g. timeline urgency, project complexity, client size, revision rounds, deliverable count, travel required]

Common mistakes or inconsistencies in our current quoting:
[e.g. forgetting to add rush fees, underestimating revision time, not charging for discovery]

Discount policy: [e.g. no discounts / 10% for 3+ month commitments / case by case]

PART 1 — BUILD MY PRICING CALCULATOR:
Create a custom AI pricing prompt that:
- Walks through all relevant pricing factors systematically
- Applies my pricing logic consistently with no missed line items
- Provides a detailed line-item breakdown the client can see
- Shows a recommended investment range (low/mid/high) based on scope
- Flags any scope items that typically cause budget overruns
- Includes a recommended way to present the price (anchoring, packaging, etc.)

PART 2 — BUILD A PRICING FAQ TOOL:
Create a second prompt I can use to answer common client pricing questions:
- "Why is this more expensive than I expected?"
- "Can you do it cheaper?"
- "What's included vs. extra?"
- "How does your pricing compare to others?"

These responses should be professional, confident, and value-focused — never defensive.

PART 3 — TEST BOTH:
Run a test calculation for this scenario: [describe a typical job or order with its relevant details]

You are a business operations specialist helping me document a business process as a clear, usable SOP.

My business: [name and what I sell]
Process to document: [e.g. "New client onboarding", "Monthly invoicing", "Responding to a support ticket", "Closing a sales call"]
Who runs this process: [e.g. me / my VA / anyone on the team]
Experience level of the person who might do this: [e.g. experienced / new hire / contractor unfamiliar with our systems]

Here is how I currently do this process (describe it in your own words — don't worry about structure, just brain-dump it):
[Describe the process as you currently do it, including every step you can remember, the tools you use, common variations, and anything that often goes wrong]

Any tools, logins, or systems involved:
[e.g. HubSpot, Stripe, Google Drive, Notion, Slack, our project management tool]

Common mistakes or things that often get forgotten:
[List anything that has gone wrong before or tends to get skipped]

Create a complete, usable SOP following this structure:
1. PROCESS NAME: [short, clear title]
2. PURPOSE: One sentence — what this process accomplishes and why it matters
3. TRIGGER: What event or condition starts this process
4. BEFORE YOU START: What access, information, or prep is needed
5. STEP-BY-STEP INSTRUCTIONS: Numbered, specific, clear enough for a first-timer
6. DECISION TREE: Common "if this, then that" situations in this process
7. EXPECTED OUTPUT: What does completed look like? What has been produced?
8. QUALITY CHECK: 3–5 things to verify before marking this process done
9. COMMON MISTAKES: Top 3 errors to avoid
10. RELATED SOPS: Other processes this connects to (I'll fill these in later)

Write in plain, direct language. Assume the reader is competent but unfamiliar with this specific process.

You are a client experience specialist helping me build a complete new-client onboarding toolkit.

My business: [name and what I sell]
Typical engagement: [e.g. 3-month project / ongoing monthly retainer / one-time service / product purchase]
What clients typically worry about at the start: [e.g. timeline slipping, not knowing what's happening, getting what they paid for]
What makes our onboarding currently inconsistent or incomplete: [e.g. we forget to send resources, communication drops off after signing]

Build me a complete client onboarding toolkit with:

1. WELCOME EMAIL — A warm, confident email sent within 1 hour of signing that:
   - Confirms what they've bought and what comes next
   - Sets expectations for communication cadence and timeline
   - Gives them 1 thing to do that makes them feel engaged immediately
   - Closes with genuine enthusiasm (not corporate filler)
   Variables to customise: [CLIENT_NAME], [SERVICE_PURCHASED], [START_DATE], [PRIMARY_CONTACT]

2. ONBOARDING QUESTIONNAIRE — 8–10 questions to gather everything you need to start work. Questions should feel like a conversation, not a form. Cover:
   - What success looks like to them
   - Key contacts, approvers, decision-makers
   - Previous experiences (good and bad) with similar services
   - Practical logistics (preferred communication, availability, tools they use)
   - The one thing they most want us to know

3. WEEK 1 CHECK-IN MESSAGE — A brief, friendly message at end of day 3 that:
   - Confirms where things stand
   - Surfaces any confusion before it becomes frustration
   - Makes them feel like they made the right decision

4. END OF WEEK 1 SUMMARY — A structured week-1 wrap-up message with:
   - What was accomplished this week
   - What's coming next week
   - One specific thing to expect from them
   - A confidence-builder: why this is going well

5. 30-DAY ONBOARDING CHECKLIST — A master checklist of every onboarding touchpoint, in order, with timing and owner (me vs. client vs. automated)

You are a business advisor helping me think through an important decision using a structured framework.

My business: [name and what I sell]
My current business stage / priorities: [e.g. growing revenue / protecting margin / building team / reducing owner hours]

THE DECISION I NEED TO MAKE:
[Describe the decision clearly — e.g. "Whether to take on a new client who wants our services at 30% below our standard rate because they say it will lead to more work later."]

THE OPTIONS I'M CONSIDERING:
Option A: [e.g. Accept the work at the discounted rate]
Option B: [e.g. Decline and move on]
Option C: [e.g. Counter-propose at a different structure] (add more options if relevant)

RELEVANT CONTEXT:
- Financial situation: [e.g. pipeline is healthy / slow month / we have capacity / fully booked]
- Relationship with this party: [e.g. brand new / existing client / referred by a VIP]
- Time / resource impact: [e.g. 15 hrs/week for 3 months / a single 2-day project]
- What I'm leaning toward and why: [be honest — this helps identify confirmation bias]
- What's making me hesitate: [what's the nagging doubt or opposing consideration?]
- Have I faced a similar decision before? What happened?

Run a structured decision analysis:

1. REFRAME THE DECISION — What is this decision actually about? (Often the stated decision masks the real one)

2. CRITERIA THAT MATTER — Based on my priorities, what are the 4–5 factors that should drive this decision? Weight each.

3. OPTION ANALYSIS — Score each option against the criteria. Show the reasoning, not just the score.

4. RISK ASSESSMENT — For each option: what's the best case? worst case? most likely case?

5. CONFIRMATION BIAS CHECK — Based on what I said I'm leaning toward, what might I be unconsciously weighting too heavily or discounting?

6. THE RECOMMENDATION — Given all of the above, what would you recommend and why? Be direct — don't hedge.

7. IF YOU PROCEED — If you take the recommended action, the first 3 steps to take in the next 48 hours.