AI prompts for CRM Admins

PromptPaste into ClaudeCopy

I run operations at [type of business]. Here are last week's numbers next to our goals: [paste measures such as sales, orders, jobs done, labor hours, overtime, costs, errors or returns, with the goal for each]. Here is the week before: [numbers, or write "none"].

1. Make a table: measure, goal, actual, gap. Show how far off each one is.
2. Work out simple rates where you can, like sales per labor hour or a cost as a percent of sales. Show the math.
3. Name the top 3 problems, worst first, in plain words.
4. For each problem, give 2 likely causes to check. Mark them as guesses.
5. For each problem, give one fix to try this week and the number to watch to know if it worked.
6. Write a 4 line summary I can send to my boss or partner.

Use only my numbers. Do not name or blame people.

PromptPaste into ClaudeCopy

I run [type of business]. Here are this week's jobs, with the hours each one needs, the skill it needs and the due date: [paste list].
Here is my team, with each person's skills and open hours this week: [first names only].
Week: [work days, like Mon to Fri].

Build a simple plan:
1. A table with each person, the jobs they own in the order to do them, hours per day and due dates.
2. Do the earliest due dates first.
3. Only give a job to someone with the skill.
4. Do not book anyone past their open hours.
5. Flag any job that will not be done on time, and say why.
6. For each problem, give two ways to fix it, like moving a date or getting help.

Show your math for the hours. Say who has time left. Do not make up people, hours or jobs.

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I run [type of business]. Here are my rough notes on how we [the task, like handle a refund or open the shop]: [notes, emails or chat messages, with customer details removed].

Write it as clear steps:
1. Purpose, in one sentence.
2. Who does each part.
3. Numbered steps, one action per step, in plain words.
4. Time limits, only if my notes give them.
5. When to stop and ask a manager or the owner.
6. What to write down and where.

Keep it under 300 words. Then list anything unclear or missing in my notes as questions. Do not add rules, laws, fees or time limits I did not give you. I will check those with [the owner, a lawyer or whoever handles rules for us].

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Help me cut repeat problems at [type of business]. Here is our log for [week or month] of [waste, returns, mistakes, breakdowns or complaints], with date, item, amount, cost and reason: [paste log].

Add up the cost by item and by reason, and give the total. Show the top three items and the top three reasons. Point out patterns, like the same item many times, or one day or shift with more problems. For each top problem, suggest one simple fix someone can start this week. Use only my log. Do not blame any person by name. If any costs are missing, say so.

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Write a one page monthly update for [reader, such as the owner, partners or board] about [your team or business]. This month's numbers: [key measures, with last month or the goal next to each]. Project notes: [what moved, what is stuck, next steps, dates]. What I need from them: [your asks].

Layout: a 3 line summary at the top, then Numbers (short table), Projects (on track, at risk, or stuck), and Asks.

Use only my numbers. Do not round or change them. Do not add asks I did not list. Use plain words. Leave out customer names and private details.

PromptPaste into ClaudeCopy

I lead a team at [type of business]. Turn this rule into a 5 minute talk I can read out loud at a team huddle.
Rule or policy text: [paste the exact wording from your safety manual, policy or handbook]
Why now: [a near miss, a new rule, or a problem that keeps coming up, with no names]

Write it in plain, spoken words:
1. What happened, in two or three sentences, with no blame. Skip this if nothing happened.
2. What the rule says, in words a new hire would get.
3. Why it matters, with one simple example of how it could go wrong in our work.
4. What to do on the job, step by step.
5. Two questions to ask the team to check they understood.

Keep sentences short. Only explain what the text says. Do not add new rules or laws, and do not promise anything the policy does not allow. If the text is unclear, list what I should ask [the owner or our safety lead].

PromptPaste into ClaudeCopy

Check this invoice before I send it. Today's date: [date].
Work record: [paste the approved timesheet, job notes or delivery list: date, what was done, hours or quantity].
Our price list: [paste each service or item and its price, including any overtime or rush rate].
Draft invoice: [paste each line and the total].
Take out Social Security numbers, birth dates, ID numbers and pay details first.

1. Check each line against the work record. Do the hours or quantities match?
2. Check that the right price from my list was used.
3. Check the math on each line and the total.
4. Flag lines that show up twice, work done but not billed, lines with no date, and dates in the future.
5. Make a table of only the lines with a problem: line, what the invoice says, what it should be, and the difference.
6. Say what to check for each one.

If everything matches, say so. Do the math step by step. Do not guess prices or hours. I will make the fixes in our billing system.