AI prompts for Founders and Business Owners

PromptPaste into ClaudeCopy

I track money customers owe our [type of business]. Today is [date]. Our payment terms: [for example, due 30 days after the invoice date]. Late fees: [paste our terms, or write "none"]. Message type: [email or text].

Open invoices: [paste customer, invoice number, invoice date, due date, amount, amount paid, and notes like a promised pay date]. Take out any bank or card numbers first.

1. Work out how many days late each invoice is. Check the date math.
2. Sort them into: not due yet, 1 to 30 days late, 31 to 60, 61 to 90, and over 90. Show the amount still owed and the total for each group.
3. For each late customer, write a short, polite reminder. Include the invoice number, amount owed and due date. Ask when they plan to pay. Be friendly when it is new and firmer when it is old.
4. Leave a blank for how to pay. Never ask for card or bank numbers in the message.
5. If it is a text, keep it under 300 characters and end with "Reply STOP to opt out."

No threats, no shame and no legal claims. Do not add late fees I did not list. Use only my facts. If I pick text, or if you suggest a call, put a note to me at the top: check the national Do Not Call list and our own Do Not Call list, and make sure this customer agreed to get texts, before I call or text.

PromptPaste into ClaudeCopy

Here is our budget (or estimate) and what we really spent for [month, quarter or job] at our [type of business]: [paste each line with budget and actual]. Here is what I know about why things changed: [your notes, or write "none"]. Costs I could not place in a line: [list them, or write "none"].

1. Make a table with each line: budget, actual, dollar difference and percent difference. Show over budget as a positive number.
2. Sort by dollars over budget, most first.
3. Flag any line more than [10]% or [$ amount] over. If the job is still going, also show percent of budget used and flag any line over 90% used.
4. For each flagged line, explain why in one or two plain sentences, using only my notes. If my notes do not explain it, write "Need reason" and list two questions I should ask.
5. Give total budget, total actual and total difference. Check the totals.
6. Write a 3 sentence summary for the owner or managers in plain words.

Show your math. Do not move costs between lines. Do not guess at causes.

PromptPaste into ClaudeCopy

I keep the books for a [type of business]. Help me figure the cost of [job, product or service] for [quantity].

Materials or parts: [paste each item, quantity, and price, with where the price came from and its date]
Labor: [paste hours and hourly cost]
Overhead: [paste our overhead rate and what it is based on, or write "none"]
Other costs: [paste setup, travel, packaging, freight or fees]

1. Build a cost table with each line, the math and the total.
2. Show the cost per unit if there is more than one.
3. Round to cents only at the end.
4. Flag any price from an old quote, or with no source or date.
5. List anything that is missing.

Use only my numbers. Do not guess a price.

PromptPaste into ClaudeCopy

I am hiring a [job title] at a [type of business]. Help me check applications against what the job needs.

The job: [paste must-haves and nice-to-haves, such as licenses, years of experience, schedule and lifting needs]
Applications: [paste each one, labeled Applicant A, B, C]

Before you paste, take out names, contact info, birth dates, photos, ID numbers, and anything about age, race, religion, health, disability or family.

1. For each applicant, list each must-have with Yes, No or Not clear, and the words in the application that show it.
2. List the nice-to-haves each one has.
3. Sort them into three groups: Call first, Needs a follow up question, and Missing a must-have.
4. For each Not clear, write one question to ask.

Judge only on job skills and facts in the application. Do not guess at anything that is not written. Do not reject anyone. I make the final call.

PromptPaste into ClaudeCopy

I am hiring a [job title] at a [type of business]. Write interview questions for this job.

Main duties: [paste]
Must-have skills, licenses or training: [paste]
Hours: [paste]
What a strong hire does in the first 90 days: [paste]
The applicant's resume, if you have it: [paste, with address, phone, email, birth date and ID numbers taken out]

Give me 8 questions:
1. Two about work history.
2. Two about training, licenses or job skills.
3. Three that ask for a real past example, like "Tell me about a time..."
4. One about the hours.
Under each, add one line on what a strong answer includes. If I gave a resume, add 2 more questions about gaps or parts that are not clear.

Only ask about the job. Do not ask about age, family plans, health, disability, religion or where someone is from. Flag any question I should check with HR or a lawyer first. Use plain words.

PromptPaste into ClaudeCopy

Plan the start for a new [job title] at our [type of business].

How much to plan: [day one only, or the whole first week]
Start date, time and where to report: [paste]
Their days and hours: [paste]
What they must learn: [paste forms, safety rules, gear, tools or systems, required trainings and people to meet]
Who can help and when they are free: [first names, roles and times]
Real work they can start on: [one or two small tasks]
What to wear and bring: [paste]

Give me:
1. A checklist of forms, gear, logins and keys to have ready before they arrive.
2. A short welcome email to send the day before, with start time, where to go, who to ask for, and what to wear and bring.
3. Day one in time blocks, with who leads each part. Put safety before any hands-on work. Keep sit-down blocks under 45 minutes. Add breaks.
4. For each other day, a short plan. Move from watching, to doing with help, to doing alone.
5. One small real task and one check question for each day.
6. A 15-minute check-in at the end, with the questions to ask.

Only plan work inside their hours, with helpers who are free at that time. Use only the facts and rules I gave you. Mark anything that seems missing with [check]. Never ask the new hire to send ID or bank details by text or email.

PromptPaste into ClaudeCopy

You help me train new staff at [business name], a [type of business]. Here are my rough notes on how to do [job or task, like opening for the day or closing out the register]: [paste notes].

Turn them into a one-page guide a new hire can read in five minutes.
1. Use short numbered steps in the order they happen.
2. Put safety steps in bold.
3. Add a short "Common mistakes" list from my notes.
4. Use plain words a 5th grader could read.

Do not add steps, rules or times that are not in my notes. If something in my notes is not clear, list it at the end as a question for me.