Free Resource
Your AI Admin Time-Saver Checklist
12 Writing Tasks You Can Hand to ChatGPT Today
Free checklist from aibusinessaccelerator.au
Each task below includes: When to use it (the trigger) and a starter prompt to paste directly into ChatGPT or Claude.
Category 1: Invoicing & Billing (5 tasks)
Task 1: Invoice Line Item Description
When to use it: Every time you need to fill in the description field on an invoice.
Starter prompt:
Write a professional invoice line item description for [describe the job:
what was done, where, any key details]. Under 40 words. Clear and specific.Task 2: Batch Invoice Descriptions (Multiple Jobs)
When to use it: End of week or month when you have multiple invoices to send.
Starter prompt:
I need invoice line item descriptions for [X] jobs completed this week.
For each, keep it under 40 words and professional. Here are the details:
Job 1: [describe]
Job 2: [describe]
Job 3: [describe]Task 3: Friendly First Payment Reminder (Day 7–10)
When to use it: Invoice is overdue by 7–10 days, first contact.
Starter prompt:
Write a friendly first payment reminder for an invoice that is [X] days
overdue. Amount: $[amount]. Business: [your business type] in [city].
Tone: warm, professional, no aggression — assume it's an admin oversight.
Under 90 words. Include a subject line.Task 4: Firm Second Reminder (Day 14–21)
When to use it: First reminder sent, no response, invoice now 2–3 weeks overdue.
Starter prompt:
Write a firmer second payment reminder. Invoice for $[amount] is [X] days
overdue. Sent a friendly reminder [X] days ago with no response.
Tone: direct and professional. Request payment by [date].
Under 100 words. Include a subject line.Task 5: Final Payment Notice (Day 30+)
When to use it: Invoice significantly overdue, multiple reminders sent, formal notice required.
Starter prompt:
Write a final payment notice for an invoice of $[amount] that is [X] days
overdue. [X] previous reminders sent. State a final payment deadline of
[date]. Mention further action may be required if not received.
Tone: formal, professional, no emotional language. Under 110 words.
Include a subject line.Category 2: Client Communication (3 tasks)
Task 6: New Client Welcome Email
When to use it: Every time a new client is confirmed.
Starter prompt:
Write a warm welcome email for a new client who has just confirmed
[describe what they've booked or agreed to]. Business: [your type]
in [city]. The email should: welcome them, briefly set expectations
for next steps, and invite them to ask questions.
Tone: warm, professional, reassuring. Under 150 words. Include a subject line.Task 7: Follow-Up After No Response
When to use it: You’ve sent a quote or proposal and haven’t heard back.
Starter prompt:
I run a [business type] in [city]. I sent a quote/proposal to [describe
client briefly] [X] days ago and haven't heard back. Write a follow-up
email — friendly, not pushy. Under 90 words. Include a subject line.Task 8: Complaint or Difficult Email Response
When to use it: You’ve received an unhappy message from a client and need to respond carefully.
Starter prompt:
Write an empathetic response to a client who has complained about
[describe the issue]. My business: [type] in [city]. The complaint is
[valid / partially valid / I'm not sure]. Acknowledge the issue,
take appropriate responsibility, and offer a clear next step.
Not defensive. Under 130 words. Include a subject line.Category 3: Quoting & Proposals (2 tasks)
Task 9: Quote or Proposal Cover Note
When to use it: Every time you send a formal quote or proposal.
Starter prompt:
Write a cover note for a quote I'm sending to [describe the client and
job briefly]. My business: [type] in [city]. 2 short paragraphs —
first paragraph acknowledges the scope, second builds confidence and
invites questions. Tone: professional but approachable. Under 120 words.Task 10: Quote Follow-Up (No Response)
When to use it: You’ve sent a quote and haven’t heard back after 5–7 days.
Starter prompt:
Write a follow-up to a quote I sent [X] days ago to [describe client]
for [describe job]. Tone: helpful, not pushy. Offer to walk through
anything or adjust scope. Under 80 words. Include a subject line.Category 4: Operational Admin (2 tasks)
Task 11: Price Increase Notification
When to use it: You’re raising your rates and need to notify existing clients.
Starter prompt:
Write a price increase notification for my [business type] clients in [city].
New pricing takes effect [date]. [Briefly describe what's changing —
e.g., all services increasing by X%]. Tone: professional, matter-of-fact,
no over-apologising. Briefly mention what clients continue to receive.
Under 120 words. Include a subject line.Task 12: End-of-Financial-Year Thank-You
When to use it: End of June — send to your active client list.
Starter prompt:
Write a short, warm end-of-financial-year thank-you email to send to
my client list. My business: [type] in [city]. Thank them for their
business this year. Keep it genuine and brief — not corporate.
Optional: mention something to look forward to next year [or leave generic].
Under 90 words. Include a subject line.How to Use This Checklist
- Print or bookmark this checklist — keep it somewhere you’ll see it when you sit down to do admin.
- Fill in the brackets before pasting the prompt into ChatGPT or Claude.
- Read before sending — AI produces a draft, you review and personalise.
- Save prompts that work — if a prompt produces an email you love, save it in a Google Doc. Your prompt library builds itself over time.
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