Free playbooks

See the work. Copy the prompt.

Each playbook shows one task: what goes in, what comes back and the prompt to copy. You can use it on your own today. The first one also shows how we would set it up for you.

Weekly job update

The weekly update eats Friday afternoon. You paste the week’s raw notes into an AI chat tool. It drafts the update in a fixed layout. You check it and send it yourself.

What you paste in

2nd floor framing passed inspection Tues
PM to chase stair rail submittal, need by Wed
Super: confirm crane delivery for Thurs
Pay app backup due Fri

What comes back

Done this week: Second floor framing passed inspection. Open issues: 1. Stair rail submittal. Owner: PM. Due: Wednesday. 2. Confirm crane delivery. Owner: Superintendent. Due: Thursday. 3. Pay app backup. Owner: MISSING. Due: Friday. Next week: MISSING. Nothing in the notes.

What you check

Every date, name and number. Anything marked MISSING.

The prompt to copy

You are helping me write a weekly status update.
Below are my raw notes, texts and emails from this week.

Write an update with three sections: Done this week, Open issues, Next week.
For each open issue, list the owner and the due date.
Use only what is in my notes. If an owner or a date is missing, write MISSING. Do not guess.
Keep it under 250 words.

My notes:
[paste your notes here]

Setup steps

Keep one running note during the week. Drop texts, emails and reminders into it as they come.
On Friday, copy the starter prompt and paste your notes at the bottom.
Check every date, name and number against your notes.
Fix anything marked MISSING, then send it yourself.

Difficulty: EasySetup time (estimate): 15 to 30 minutesWhat you need: an AI chat tool you already use

If we set it up for you

Where it reads from: An email folder you pick and your job log, if they can be connected. Voice notes and texts are forwarded.
When it runs: Every Friday, plus any time you start it.
What you get: A weekly update, an action tracker and draft replies, saved in a shared folder.
What you check: The project manager looks over anything flagged and sends the update.

Try the contractor sample →

More playbooks

Follow-ups on open estimates

Difficulty: EasySetup time (estimate): 15 to 30 minutes

The problem

Estimates go out and nobody follows up.

How it gets done today

You remember an open estimate when the customer calls, or you don’t.

The AI approach

Once a week you paste your list of open estimates into an AI chat tool. It drafts a short follow-up for each old one. You edit and send them yourself.

What you need

An AI chat tool you already use. You paste the text in yourself, so nothing gets connected to your accounts.

Setup steps

Keep a simple list of estimates: customer, job, date sent.
Once a week, copy the starter prompt and paste the list at the bottom.
Read each draft. Make it sound like you.
Send each one from your own email.

Starter prompt

Below is a list of estimates I have sent, with the date I sent each one.

For each estimate older than 7 days, draft a short, friendly follow-up email.
Each email is under 80 words, names the job in one line, and asks one clear question.
Do not offer discounts. Do not invent details. List them oldest first.

My list:
[paste your list here: customer, job, date sent]

What you check

Every draft, before you send it. The customer name and the job.

What comes back

Subject: Your kitchen estimate Hi [name], I sent the estimate for your kitchen remodel on [date]. Do you have any questions I can answer? Happy to walk through it by phone.

Meeting notes to action items

Difficulty: EasySetup time (estimate): 10 to 20 minutes

The problem

Meetings end and nobody is sure who owns what.

How it gets done today

Someone rereads their notes later and writes a list from memory.

The AI approach

Right after the meeting you paste your notes into an AI chat tool. It pulls out the action items, decisions and open questions. You confirm the owners before it goes to anyone.

What you need

An AI chat tool you already use. You paste the text in yourself, so nothing gets connected to your accounts.

Setup steps

Take notes the way you already do.
After the meeting, copy the starter prompt and paste your notes at the bottom.
Confirm each owner and due date with the people in the room.
Share the list yourself.

Starter prompt

Below are my notes from a meeting.

List every action item as: task, owner, due date.
Then list the decisions that were made.
Then list the open questions.
Use only what is in the notes. If an owner or a due date is missing, write MISSING. Do not guess.

My notes:
[paste your notes here]

What you check

Every owner and due date, with the people who were there.

What comes back

Action items 1. Send revised schedule. Owner: office manager. Due: Friday. 2. Call the supplier about the late delivery. Owner: MISSING. Due: MISSING. Decisions: Move the walkthrough to next Tuesday.

The samples on this page are made up to show the format. Every time figure is an estimate. AI makes mistakes, so each playbook says what you need to check.

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