ChatGPT, Claude & Gemini Prompts for Small Business Owners

90-Day Priority Plan Built From Your Real Numbers

Best for: Owners who feel busy but stuck and need a short, realistic focus list

You are a pragmatic small-business adviser who has helped hundreds of owner-run firms grow without burning out. Help me pick what to focus on for the next 90 days.

My business: {{BUSINESS_DESCRIPTION}}
Current monthly revenue and profit (approximate): {{CURRENT_NUMBERS}}
The problem that worries me most: {{BIGGEST_PROBLEM}}
Hours per week I can spend working ON the business (not in it): {{HOURS_AVAILABLE}}
Where I want to be in 90 days: {{GOAL_IN_90_DAYS}}

Do this:
1. Restate my situation in three sentences and name the single constraint most likely holding the business back (demand, capacity, pricing, cash or my time).
2. Propose no more than 3 priorities that attack that constraint. For each, give the expected impact, the effort in hours, and the first action I can take this week.
3. List 3 things I should deliberately STOP or postpone, and why.
4. Give one number per priority to track weekly.

Constraints: the plan must fit inside my available hours. If my goal is unrealistic for 90 days, say so plainly and suggest a realistic version. Don't recommend hiring or software spend unless my numbers support it.

Output: short headed sections, then a 13-week table (week, focus, milestone).

Fill in: BUSINESS_DESCRIPTION CURRENT_NUMBERS BIGGEST_PROBLEM HOURS_AVAILABLE GOAL_IN_90_DAYS

Fill in rough numbers; precision isn't needed. Re-run at the end of each quarter with your updated figures.

Ideal Customer Profile From Your Best and Worst Customers

Best for: Deciding who to market to and who to turn away

Act as a customer-research strategist for small businesses. I want an ideal customer profile based on evidence from my own customers, not invented personas.

Business type and what we sell: {{BUSINESS_TYPE}}
My 3-5 best customers (who they are, what they bought, why they chose us, how they found us): {{BEST_CUSTOMERS}}
My 2-3 most draining customers (what made them hard or unprofitable): {{WORST_CUSTOMERS}}

Analyse the patterns and produce:
1. Ideal customer profile: situation, trigger moment that makes them buy, what they value, the words they would use to describe their problem, where they look for help.
2. Warning signs of a poor-fit customer, as a checklist I can use during enquiries.
3. Three messaging angles that would attract more of the best customers and quietly repel the worst.
4. The two channels where I'm most likely to reach more of these people, with reasoning.

Constraints: base every claim on the details I've given. Where you're inferring, label it "assumption". Don't invent demographics I didn't mention. Keep it under 500 words.

Fill in: BUSINESS_TYPE BEST_CUSTOMERS WORST_CUSTOMERS

Use real customers, not who you wish you served. Anonymise names if you prefer.

Local Competitor Snapshot Without Made-Up Data

Best for: A quick, honest view of the local competition before you change prices or positioning

You are a competitive analyst who works with local and niche small businesses. Build a competitor snapshot from the information I provide.

My business and offer: {{MY_OFFER}}
My market or area: {{MARKET_OR_AREA}}
Competitors and what I know about them (prices, reviews, website claims, opening hours, specialities): {{COMPETITOR_NOTES}}

Produce:
1. A comparison table: competitor | positioning in one line | price level | visible strengths | visible weaknesses | who they seem to target.
2. The gaps: customer needs nobody in my area is clearly serving.
3. Where I'm genuinely different, and where I only think I am.
4. Three specific moves I could make in the next 60 days to win share, ranked by effort.
5. A list of what I should go and find out (e.g. mystery-shop a quote, read their 1-star reviews) to fill the unknowns.

Rules: use ONLY the facts I've supplied. If a cell is unknown, write "unknown". Never guess revenues, staff numbers or prices. If you have web access, you may add facts you find, but cite the source for each one.

Fill in: MY_OFFER MARKET_OR_AREA COMPETITOR_NOTES

Spend 20 minutes on competitors' websites and reviews first and paste your notes in. The better the notes, the sharper the gaps.

Cheap Test Plan for a New Product or Service Idea

Best for: Validating a new offer before spending on stock, equipment or a website

Act as a lean-startup coach for established small businesses. I have a new product or service idea and want to test demand before I invest properly.

The idea: {{NEW_OFFER_IDEA}}
Who I think will buy it: {{TARGET_CUSTOMER}}
Maximum I'll spend on testing: {{TEST_BUDGET}}
Decision deadline: {{DECISION_DATE}}

Please:
1. List the 3 riskiest assumptions behind the idea, ranked by how badly the idea fails if each one is wrong.
2. For the top two, design the cheapest test that produces real buying signals, such as pre-orders, deposits, a waitlist with a price shown, or a pilot with existing customers. Avoid opinion surveys where possible.
3. For each test, give the steps, the cost, the time needed and a pass/fail threshold I commit to in advance.
4. Draft the exact wording of the offer or message used in the first test.
5. Say what I should do if the results are mixed.

Constraints: keep the total within budget. Prefer tests I can run with my existing customers and channels. Be blunt if the idea looks like a distraction from my core business.

Fill in: NEW_OFFER_IDEA TARGET_CUSTOMER TEST_BUDGET DECISION_DATE

Write your pass/fail thresholds down before you start the test, then run this again with the results.

Business Fragility Check: Find Your Single Points of Failure

Best for: Spotting customer, supplier and key-person risks before they bite

You are a risk adviser to owner-managed businesses. Stress-test my business model and show me where one bad event could seriously hurt it.

What the business does: {{BUSINESS_DESCRIPTION}}
Revenue split by product, service or channel (percentages): {{REVENUE_SPLIT}}
Share of revenue from my top 3 customers: {{TOP_CUSTOMER_SHARE}}
Key suppliers, platforms and people we depend on: {{KEY_DEPENDENCIES}}

Work through these risks: customer concentration, supplier or platform dependency (including marketplaces, ad accounts and payment processors), key-person risk (including me), seasonality, and regulatory or licence exposure.

For each risk: rate likelihood and impact (low/medium/high), explain the scenario in one sentence, and give one mitigation I can start within 30 days that costs little.

Finish with a ranked "fix first" list of the top 3 and a short paragraph on what a buyer or lender would worry about if they looked at this business.

Constraints: be specific to what I've told you. No generic risk-register filler. If a risk is low for my business, say so and move on.

Fill in: BUSINESS_DESCRIPTION REVENUE_SPLIT TOP_CUSTOMER_SHARE KEY_DEPENDENCIES

Best done once a year, or before you sign a big contract or lose a big customer.

Decision Memo for a Big Business Choice

Best for: Weighing up a lease, first hire, big contract or new location

Act as a calm, experienced board adviser. I'm facing a significant decision and want to think it through properly before I commit.

The decision: {{DECISION}}
Options I'm considering: {{OPTIONS}}
Constraints (cash, time, people, contracts): {{CONSTRAINTS}}
What success looks like in 12 months: {{SUCCESS_DEFINITION}}

Write a decision memo with:
1. The decision in one sentence, and whether it is easily reversible or hard to undo.
2. Each option scored against my success definition, with the main upside, main downside and cost.
3. A pre-mortem: imagine it's 12 months later and my preferred option failed. List the three most likely reasons.
4. What information would change the answer, and how I could get it cheaply within two weeks.
5. A recommendation with your confidence level (low/medium/high) and the conditions under which you'd choose differently.

Constraints: challenge my framing if I'm missing an obvious option, including "do nothing" or "do a smaller version first". Plain English, under 600 words.

Fill in: DECISION OPTIONS CONSTRAINTS SUCCESS_DEFINITION

Use for things like taking on a lease, a first hire, a big contract or a new location. Read the pre-mortem twice.

30-Day Social Media Calendar Tied to What You Sell

Best for: Owners who post when they remember and want a plan they'll actually keep

You are a social media manager for small local and online businesses. Build me a 30-day content calendar that supports sales, not just "engagement".

Business and products/services: {{BUSINESS_TYPE}}
Platforms I use: {{PLATFORMS}}
Offers or events this month: {{OFFERS_THIS_MONTH}}
Who I'm trying to reach: {{AUDIENCE}}
Posts per week I can realistically make: {{POSTS_PER_WEEK}}

Requirements:
- Use 4 content pillars suited to my business (for example: behind the scenes, customer results, how-to tips, offers). Name them and give the ratio.
- No more than 1 in 5 posts should be a direct sales pitch.
- Each post must be something I can create with a phone in under 20 minutes.
- Match format to platform (reels, carousels, stories, text posts).

Output a table with columns: date | platform | pillar | format | hook (first line) | caption draft (max 60 words) | call to action. After the table, list 5 reusable post ideas I can use any time I fall behind.

Fill in: BUSINESS_TYPE PLATFORMS OFFERS_THIS_MONTH AUDIENCE POSTS_PER_WEEK

Paste the table into a spreadsheet. Re-run monthly with new offers; tell it which posts performed best last month.

Turn One Finished Job Into a Week of Marketing Content

Best for: Trades, studios and service firms with great work but nothing to post

Act as a content strategist who specialises in turning real customer work into marketing for service businesses.

The job or order we just completed: {{JOB_DETAILS}}
What the customer said or how they reacted: {{CUSTOMER_REACTION}}
Can we name the customer? {{NAMING_PERMISSION}}
Channels: {{CHANNELS}}

Create a week of content from this single job:
1. A short case story (150 words): problem, what we did, result. Use the customer's own words where possible.
2. Three social posts from different angles: the problem, the process, the result. Each has a hook and a call to action.
3. One "myth vs reality" or "mistake to avoid" tip post drawn from the job.
4. A two-sentence email-newsletter blurb.
5. A shot list of 5 photos or clips I should capture on the next similar job.

Rules: don't exaggerate results or invent quotes. If naming isn't allowed, anonymise details that could identify the customer. Keep a plain, local, human tone; no buzzwords.

Fill in: JOB_DETAILS CUSTOMER_REACTION NAMING_PERMISSION CHANNELS

Run this the day you finish a job you're proud of, while details are fresh.

Customer Email Newsletter People Actually Open

Best for: A monthly email that keeps you in mind between purchases

You are an email marketer for small businesses with lists under 5,000 people. Write this month's newsletter.

Business: {{BUSINESS_TYPE}}
News, tips or stories to include: {{NEWS_ITEMS}}
Offer or call to action (if any): {{OFFER}}
Who's on the list (customers, leads, both): {{LIST_DESCRIPTION}}

Deliver:
1. Five subject lines, each under 45 characters, using different approaches: curiosity, benefit, local or seasonal, question, plain announcement. Mark the one you'd send.
2. Preview text under 90 characters.
3. The email body: 150-250 words, written as one person to another, with one main idea and one clear call to action. Use short paragraphs that are easy to read on a phone.
4. A P.S. line that restates the call to action or adds a personal touch.

Constraints: no clickbait that the email doesn't deliver on. No ALL CAPS or spam-trigger phrasing. If I haven't given an offer, use a helpful tip as the main idea and a soft call to action like replying to the email.

Fill in: BUSINESS_TYPE NEWS_ITEMS OFFER LIST_DESCRIPTION

Paste last month's best-performing email in as an example of your voice if you have one.

Homepage Headline and Value Proposition Rewrite

Best for: Fixing a website that gets visits but few enquiries

Act as a conversion copywriter who rewrites small-business websites. Review my homepage's top section and rewrite it so a visitor understands what I do within 5 seconds.

Current headline, subheading and button text: {{CURRENT_HOMEPAGE_TEXT}}
What we actually do and for whom: {{WHAT_WE_DO}}
Our ideal customer and their main problem: {{IDEAL_CUSTOMER}}
Proof we can show (reviews, years, numbers, accreditations): {{PROOF_POINTS}}

Do this:
1. Critique the current version in 3 bullet points: clarity, specificity, and whether it focuses on the customer.
2. Write 3 alternative hero sections, each with a headline (max 10 words), subheading (max 25 words), primary button text, and one proof line. Make them distinctly different: outcome-led, problem-led and specificity-led.
3. Recommend one and explain why in two sentences.
4. Suggest the three things a visitor should see next as they scroll.

Constraints: use only proof points I've given; never invent statistics or awards. Avoid vague words like "solutions", "quality" and "passionate" unless they're backed by something specific.

Fill in: CURRENT_HOMEPAGE_TEXT WHAT_WE_DO IDEAL_CUSTOMER PROOF_POINTS

Test the winner by asking 3 people who don't know your business to say what you do after 5 seconds.

Seasonal Promotion Plan That Protects Your Margin

Best for: Black Friday, Christmas, Mother's Day or quiet-season pushes

You are a retail and service promotions strategist. Plan a promotion for an upcoming season or event that drives sales without training customers to wait for discounts.

Business and what we sell: {{BUSINESS_TYPE}}
Season or event: {{SEASON_OR_EVENT}}
Typical gross margin on main products/services: {{MARGINS}}
Promotion budget (ads, printing, stock): {{PROMO_BUDGET}}

Provide:
1. Three promotion concepts that are NOT straight percentage discounts, for example bundles, gift with purchase, limited editions, booking incentives or loyalty extras. For each, show the effect on margin compared with a 20% discount.
2. The recommended concept, with a timeline: teaser, launch, reminder, last chance, follow-up.
3. Copy for each stage: one social post and one email subject line.
4. In-store or on-site signage text (max 12 words).
5. How to measure success, and what "good" would look like for a business my size, stated as an assumption I should check against my own past results.

Constraints: show your margin arithmetic clearly. Stay inside the budget. Flag any concept that could create stock or capacity problems.

Fill in: BUSINESS_TYPE SEASON_OR_EVENT MARGINS PROMO_BUDGET

Give honest margins. The whole point is protecting profit, so the arithmetic matters.

Small-Budget Local Ad Campaign Plan

Best for: Spending a first few hundred on ads without wasting it

Act as a paid-ads specialist who manages small budgets for local businesses on Google and Meta. Plan a starter campaign I can run myself.

What I'm promoting: {{OFFER}}
Where my customers are (town or radius): {{SERVICE_AREA}}
Monthly ad budget: {{MONTHLY_BUDGET}}
Who buys and why: {{TARGET_CUSTOMER}}
Where clicks will land (page and what's on it): {{LANDING_PAGE}}

Deliver:
1. Which platform to start with given my budget and offer (search intent vs social discovery), and why. Recommend one, not both, unless the budget clearly supports it.
2. Campaign structure: campaign, ad groups or ad sets, targeting, and the keywords or audiences to start with, plus negative keywords to exclude.
3. Three ad variations with headlines and descriptions within platform character limits.
4. A landing-page checklist of 5 items that must be true before I spend anything.
5. Simple weekly rules: when to pause an ad, when to raise spend, and the minimum data to wait for before judging.

Constraints: don't quote industry-average costs per click as facts; tell me how to find my own. Keep the setup simple enough to run in 1 hour a week.

Fill in: OFFER SERVICE_AREA MONTHLY_BUDGET TARGET_CUSTOMER LANDING_PAGE

Run for at least 2-3 weeks before judging. Paste your results back in and ask what to change.

Referral Programme Your Customers Will Actually Use

Best for: Turning happy customers into a steady source of new ones

You are a growth adviser for small businesses that rely on word of mouth. Design a simple referral programme for my business.

Business and typical customer: {{BUSINESS_TYPE}}
Average sale value: {{AVERAGE_SALE}}
Gross margin percent: {{GROSS_MARGIN}}
Where referrals come from today, if anywhere: {{CURRENT_REFERRALS}}

Design:
1. The reward structure: what the referrer gets and what the new customer gets. Show the maximum reward I can afford per new customer from my margin, and recommend something below it. Consider non-cash rewards that cost me less than they're worth to the customer.
2. The moment to ask: when customers are happiest, based on my type of business.
3. How it runs: tracking method (codes, cards, a form), with the simplest option for a business without a CRM.
4. Copy: the in-person ask (2 sentences), a follow-up text message, an email, and a small printed card.
5. Three ways the programme could be abused and how to prevent each.

Constraints: check that rewards are legal and honest where I operate. Flag that some industries (finance, health, legal) restrict referral payments, and that I should check local rules.

Fill in: BUSINESS_TYPE AVERAGE_SALE GROSS_MARGIN CURRENT_REFERRALS

Start with your 20 happiest customers before announcing it publicly.

Google Business Profile Optimisation Pack

Best for: Getting found on Google Maps in your town

Act as a local SEO specialist who optimises Google Business Profiles within Google's guidelines. Draft the content for my profile.

Business name (exactly as on signage): {{BUSINESS_NAME}}
What we do: {{BUSINESS_TYPE}}
Town and service area: {{SERVICE_AREA}}
Main services or products, with short notes: {{SERVICES_LIST}}
What makes us different (facts only): {{DIFFERENTIATORS}}

Provide:
1. Suggested primary category and up to 4 secondary categories, with a one-line reason for each. Tell me to confirm they exist in the category picker.
2. A business description up to 750 characters that front-loads what we do and where, reads naturally and avoids keyword stuffing, URLs and promotional claims Google disallows.
3. A short description for each service (max 300 characters).
4. Four Google Posts for the next month: an offer, a tip, a recent job, and an update.
5. A checklist of profile settings people often forget: attributes, hours, holiday hours, photos, booking link.

Rules: never add keywords or locations to the business name, which breaks Google's guidelines and can get the listing suspended. Use only the facts I've given you.

Fill in: BUSINESS_NAME BUSINESS_TYPE SERVICE_AREA SERVICES_LIST DIFFERENTIATORS

Paste the output into your profile section by section. Re-run the Posts part monthly.

Reply to a Negative Review Without Making It Worse

Best for: 1- and 2-star reviews on Google, Facebook, Trustpilot or Yelp

You are a reputation manager for small businesses. Help me reply publicly to a negative review in a way that reassures future customers reading it.

The review (paste exactly): {{REVIEW_TEXT}}
What actually happened, from our side: {{OUR_SIDE}}
Business name and my name or role: {{SIGN_OFF}}
What we can offer to put it right, if anything: {{RESOLUTION}}

Write:
1. A public reply of 60-120 words that thanks them, acknowledges the specific issue without accepting things that didn't happen, briefly states any relevant fact calmly, and invites them to continue the conversation offline with a named contact method.
2. An alternative, shorter version (under 50 words).
3. A private follow-up message to send the customer directly, if we can reach them.
4. One operational lesson, if the review points to a real problem we should fix.

Rules: never reveal private customer details or booking information in public. No sarcasm, blame or "as per our policy" language. Don't offer compensation in public. If the review looks fake or is about a different business, say so and draft a reply suited to that, plus the steps to report it.

Fill in: REVIEW_TEXT OUR_SIDE SIGN_OFF RESOLUTION

Wait an hour before posting if you're angry. Remember the reply is for future customers more than the reviewer.

Batch Replies to Positive Reviews That Don't Sound Canned

Best for: Clearing a backlog of 5-star reviews with replies that sound human

Act as a community manager for a small business. Write individual replies to a batch of positive reviews.

Reviews (paste each one, separated by a line): {{PASTE_REVIEWS}}
Business name and who signs off: {{SIGN_OFF}}
Services or products we'd like mentioned naturally where relevant: {{SERVICE_KEYWORDS}}

For each review, write a reply that:
- refers to something specific the reviewer mentioned (a staff member, a product, a detail of the job);
- is 25-60 words, with varied openings, so no two replies start the same way;
- mentions a service naturally only where it genuinely fits, and never forces keywords in;
- ends with something warm but not salesy.

Output as a numbered list matching the review order, with the reviewer's first name or initial as a label.

Rules: don't use these phrases: "We're thrilled", "Thank you for your kind words", "We look forward to serving you again". Don't promise anything the review didn't mention. If a review is short or vague (e.g. just "Great!"), keep the reply short too.

Fill in: PASTE_REVIEWS SIGN_OFF SERVICE_KEYWORDS

Do this weekly. Replying to reviews regularly shows prospects that someone is paying attention.

Review Request Messages That Follow Platform Rules

Best for: Getting more Google reviews without breaking the rules

You are a customer-experience consultant. Write review request messages for my business that people will act on and that comply with platform and consumer-protection rules.

Business name: {{BUSINESS_NAME}}
What the customer bought or what we did: {{SERVICE_DELIVERED}}
Review link: {{REVIEW_LINK}}
Customer's first name: {{CUSTOMER_FIRST_NAME}}

Write:
1. An in-person ask script (2-3 sentences) for the end of a job or at the till.
2. A text message under 300 characters, sent the same day.
3. An email with a subject line, sent 2 days later if there's no review yet.
4. One gentle reminder 7 days later, and then stop.
5. Advice on the best moment to ask for this type of business.

Rules you must follow: ask every customer, not just happy ones (no "review gating" or pre-screening). Offer no incentive or discount for reviews. Don't suggest a star rating or wording. Make it easy: one link, and say it takes about a minute. Use a personal tone, signed by a real person.

Fill in: BUSINESS_NAME SERVICE_DELIVERED REVIEW_LINK CUSTOMER_FIRST_NAME

Swap in each customer's name. If you use a booking or CRM tool, load messages 2-4 as an automation.

Town-Specific Service Page That Isn't Copy-Paste

Best for: Service businesses covering several nearby towns

Act as a local SEO copywriter. Write a service page targeting people searching for my service in a specific town, written so it's genuinely useful and isn't a thin doorway page.

Service: {{SERVICE}}
Town or area: {{TOWN}}
Local knowledge we have (typical properties, local issues, landmarks we work near, regulations, travel times): {{LOCAL_DETAILS}}
Proof (local jobs completed, reviews from this area, accreditations): {{LOCAL_PROOF}}
Business name and contact method: {{BUSINESS_NAME}}

Write a page of 500-700 words with:
- an H1 and a meta title (under 60 characters) and meta description (under 155 characters) that include the service and town naturally;
- an opening that speaks to a local customer's situation;
- sections on common local problems, how we handle them, pricing guidance (ranges or factors, not invented figures) and what happens next;
- three FAQs specific to this town;
- a clear call to action.

Rules: at least 40% of the content must be specific to this town, drawn from the details I gave. If my local details are too thin for that, tell me what to gather instead of padding. Never invent jobs, reviews or addresses.

Fill in: SERVICE TOWN LOCAL_DETAILS LOCAL_PROOF BUSINESS_NAME

Only make a town page where you genuinely work and have something local to say. Ten near-identical pages can hurt you.

Find Patterns in Your Reviews and Turn Them Into Fixes

Best for: Learning what to fix and what to promote from your star ratings

You are a customer-insight analyst. Analyse my business's reviews to find what customers consistently love, what frustrates them, and the exact language they use.

Business type: {{BUSINESS_TYPE}}
Reviews (paste 20-100, with star ratings if you have them, ours and optionally a competitor's): {{PASTE_REVIEWS}}

Produce:
1. Top 5 praise themes, each with how many reviews mention it and one short representative quote.
2. Top 5 complaint themes, in the same format, ranked by frequency and severity.
3. Operational fixes: for each complaint theme, one practical change and who should own it.
4. Marketing language: 10 phrases customers use about us that we should reuse in ads, our website and our profile.
5. If competitor reviews are included: what customers praise them for that nobody says about us.

Rules: count, don't estimate. If a theme appears only once, put it under "one-offs" instead of inflating it. Quote reviews exactly; don't paraphrase inside quotation marks. Keep the full analysis under 600 words.

Fill in: BUSINESS_TYPE PASTE_REVIEWS

Copy reviews from your profile into a document first. Do it every quarter and compare.

Follow-Up Sequence for Quotes That Went Quiet

Best for: Tradespeople, agencies and studios with lots of unanswered quotes

Act as a sales coach for trades and service businesses. Write a follow-up sequence for a quote the customer hasn't responded to.

Customer first name: {{CUSTOMER_NAME}}
What we quoted for and the amount: {{QUOTE_DETAILS}}
Days since the quote was sent: {{DAYS_SINCE_QUOTE}}
What we know about their situation, timing or concerns: {{PROSPECT_CONTEXT}}
Preferred channel (email, text, both): {{CHANNEL}}

Write three messages:
1. Check-in (now): short and helpful, adds one useful piece of information (a scheduling window, an option or an answer to a likely question). Not "just following up".
2. Value message (5-7 days later): addresses the most likely hesitation (price, timing, trust) with a specific reassurance, an option such as phasing the work, or proof.
3. Close-the-loop (7-10 days after that): politely says we'll assume they've gone another way, makes it easy to reply with a one-word answer, and leaves the door open.

Rules: each message under 90 words. No guilt-tripping, fake urgency or invented deadlines. Use plain language that sounds like the owner wrote it.

Fill in: CUSTOMER_NAME QUOTE_DETAILS DAYS_SINCE_QUOTE PROSPECT_CONTEXT CHANNEL

Send message 1 within 3-5 days of quoting. Most owners never follow up at all, so this alone wins jobs.

Clear Written Quote for a Small Job

Best for: Trades and home-service businesses quoting jobs from a site visit

Act as an estimator for a small trade or service business. Turn my job notes into a clear written quote that the customer can say yes to quickly and that protects me from disputes later.

Customer name: {{CUSTOMER_NAME}}
The job, as the customer described it plus what I found: {{JOB_DESCRIPTION}}
My price breakdown (labour, materials, call-out, disposal) and whether tax/VAT is included: {{PRICE_BREAKDOWN}}
My next available dates: {{AVAILABILITY}}
Payment terms and deposit: {{TERMS}}

Write:
1. A quote of no more than 250 words: a one-line summary of the job in the customer's terms, an itemised price with a total, what's included, what's NOT included, assumptions that could change the price (such as hidden damage, access or parts availability) and how I'd handle them, how long the quote is valid, payment terms, and how to accept (for example "reply YES and I'll book you in").
2. A 2-line text message to send with it.
3. Any gap in my notes that could cause a dispute, such as missing tax status, unclear scope or no exclusions, as questions for me.

Rules: plain words, no trade jargon. Don't add costs or items I didn't give you. If tax treatment is unclear, ask rather than guess.

Fill in: CUSTOMER_NAME JOB_DESCRIPTION PRICE_BREAKDOWN AVAILABILITY TERMS

Send it the same day as the visit. Speed and clarity beat a slightly lower price from someone slower.

Price Increase Announcement That Keeps Good Customers

Best for: Passing on cost rises without a wave of cancellations

You are a pricing and customer-communications adviser to small businesses. Help me announce a price increase clearly and confidently.

Current price(s): {{CURRENT_PRICE}}
New price(s): {{NEW_PRICE}}
Date it takes effect: {{EFFECTIVE_DATE}}
Real reasons (costs, improvements, demand): {{REASONS}}
Who's affected (all customers, a segment, regular or contract clients): {{CUSTOMER_SEGMENT}}

Write:
1. The announcement email: subject line plus 120-180 words. State the change and the date in the first two sentences, give a brief honest reason, restate the value they get, and say what to do if they have questions.
2. A shorter version for text message or social media.
3. A script for responding to a customer who pushes back, with a firm option and a flexible option (for example, honouring the old price on bookings made before the date).
4. Advice on notice period and timing for this kind of customer, and whether to grandfather loyal customers.

Constraints: no over-apologising or long justification. Never blame "the economy" vaguely; use the specific reasons I gave. Check that the notice period meets any contract terms I may have with customers.

Fill in: CURRENT_PRICE NEW_PRICE EFFECTIVE_DATE REASONS CUSTOMER_SEGMENT

Give at least 30 days' notice where you can. Ring your top customers personally before the email goes out.

Handle the 'You're Too Expensive' Objection

Best for: Owners who drop their price the moment a customer hesitates

Act as a sales trainer who coaches small-business owners on price conversations. Prepare me for a customer who says we're too expensive.

What we're selling: {{OFFER}}
Our price: {{OUR_PRICE}}
The cheaper alternative they mentioned, if any: {{ALTERNATIVE_PRICE}}
What's included in ours that they may not see: {{WHAT_IS_INCLUDED}}
What we know about this customer: {{CUSTOMER_SITUATION}}

Give me:
1. A diagnosis: the four things "too expensive" usually means (can't afford it, doesn't see the value, comparing unlike for like, negotiating tactic). Say which seems most likely here and the question I should ask to find out.
2. A response for each meaning, in natural spoken language, under 60 words each.
3. A like-for-like comparison I can show the customer, listing what's included in our price and what's typically extra elsewhere.
4. Two ways to reduce the price by reducing scope, never by simply discounting.
5. Clear signs that I should walk away from this sale.

Rules: no manipulative closing tricks. Assume I want a long-term reputation, not a one-off win.

Fill in: OFFER OUR_PRICE ALTERNATIVE_PRICE WHAT_IS_INCLUDED CUSTOMER_SITUATION

Role-play it: after the output, ask the AI to play the customer and practise your replies.

Pricing Review: Are You Charging Enough?

Best for: Service businesses and makers who priced by guesswork years ago

You are a small-business pricing consultant. Review my prices and tell me whether I'm undercharging, using my real costs and capacity.

Products or services with current prices: {{PRICE_LIST}}
Direct cost per unit or per job (materials, subcontractors, payment fees): {{DIRECT_COSTS}}
Time per job and the hourly figure I want to earn: {{TIME_AND_TARGET_RATE}}
Monthly overheads: {{OVERHEADS}}
How full my schedule or capacity is (percent): {{CAPACITY_USED}}

Work out and show:
1. For each item, the true cost including a share of overheads, then the margin at the current price. Show the arithmetic in a table.
2. Which items lose money or barely break even.
3. The price needed to hit my target rate, and the gap to my current price.
4. A good-better-best structure for my main offer, with suggested contents and prices for each tier.
5. A rollout plan: which prices to change first, and how to test them on new customers before changing them for existing ones.

Constraints: state every assumption. If capacity is above 80%, say so clearly, because that's usually a sign prices are too low. Don't use competitor prices I haven't given you.

Fill in: PRICE_LIST DIRECT_COSTS TIME_AND_TARGET_RATE OVERHEADS CAPACITY_USED

Rough costs are fine. The table usually shows one or two items quietly losing money.

Winning Proposal for a Service Job

Best for: Quotes over a few thousand where a one-line price won't win

Act as a proposal writer for small service businesses competing against larger firms. Write a proposal for this job.

Client name and organisation: {{CLIENT_NAME}}
Their problem or goal, in their words if possible: {{CLIENT_PROBLEM}}
Proposed scope of work: {{SCOPE}}
Pricing options (ideally 2-3): {{PRICE_OPTIONS}}
Timeline: {{TIMELINE}}
Relevant proof (similar jobs, testimonials, credentials): {{PROOF}}

Structure:
1. Their situation: one paragraph showing we understand the problem and what it costs them.
2. The outcome they'll get, before any detail about how we work.
3. Approach and scope: phases with deliverables, plus a short "not included" list to prevent scope creep.
4. Options and investment: the price options side by side, with the recommended one marked.
5. Why us: three specific reasons backed by my proof. Advantages of a small firm (direct access to the owner, speed) where true.
6. Next steps: exactly how to say yes, and the deposit or payment terms.

Constraints: 600-900 words. Use the client's language and keep jargon out. Never invent case studies or numbers. End with a single clear call to action and a date the proposal is valid until.

Fill in: CLIENT_NAME CLIENT_PROBLEM SCOPE PRICE_OPTIONS TIMELINE PROOF

Paste notes from the discovery call into the problem field; the more of their words you use, the better it lands.

Win Back Customers Who Haven't Bought in a While

Best for: Getting repeat business from your existing customer list

You are a retention marketer for small businesses. Write a reactivation campaign for customers who used to buy from us but have gone quiet.

Business and what they bought before: {{BUSINESS_TYPE}}
How long since their last purchase: {{LAPSED_PERIOD}}
A genuine reason to come back now (new service, seasonal need, improvement, availability): {{REASON_TO_RETURN}}
Channel (email, text, post, phone): {{CHANNEL}}

Create:
1. A first message that leads with them, not us: a reminder of what they bought, a relevant tip or check-in, then the reason to return.
2. A second message one week later with a small, time-limited welcome-back gesture. Explain why you chose that gesture and roughly what it costs.
3. A short phone or voicemail script for the top 10% of lapsed customers by past spend.
4. A one-question survey for people who don't respond, asking why they stopped.
5. Guidance on when to remove someone from the list, and the consent and unsubscribe rules to respect.

Constraints: no guilt ("we miss you!" only once at most). Messages under 120 words. Must respect email and text-marketing consent laws where I operate; remind me to check that.

Fill in: BUSINESS_TYPE LAPSED_PERIOD REASON_TO_RETURN CHANNEL

Pull customers with no purchase in 6-18 months from your till, booking or invoicing system first.

Discovery Call Prep Sheet for a New Prospect

Best for: First calls and site visits where you need to qualify fast

Act as a consultative sales coach. Prepare me for a first call with a prospective customer so I can find out whether we're a fit and what they really need.

Who the prospect is and how they found us: {{PROSPECT_DESCRIPTION}}
What they've asked about so far: {{THEIR_ENQUIRY}}
What we offer and our typical price range: {{OUR_OFFER}}
Call length: {{CALL_LENGTH}}

Create a one-page prep sheet:
1. Call goal and the decision I want by the end (next meeting, site visit, proposal, or a polite no).
2. A 3-part agenda with timings.
3. Eight open questions in a sensible order, covering their situation, the problem and its cost, previous attempts, decision-makers, timeline and budget. Phrase the budget question naturally.
4. Three likely concerns, with a short way to address each.
5. Qualification checklist: 5 signs they're a good fit and 3 red flags.
6. A closing line to agree the next step, and a 4-line follow-up email template to send straight after.

Constraints: the prospect should talk at least 70% of the time. Avoid jargon. Questions must suit my business, not generic B2B software sales.

Fill in: PROSPECT_DESCRIPTION THEIR_ENQUIRY OUR_OFFER CALL_LENGTH

Print it or keep it on screen during the call. Afterwards, paste your notes into the proposal prompt.

De-escalate an Angry Customer Email and Resolve It

Best for: Complaints by email or chat that need a calm, firm answer

You are a senior customer-service lead for a small business. Draft a private reply (email, chat or DM, not a public review) to an angry customer that calms the situation and moves it toward a fair resolution.

The customer's message: {{CUSTOMER_MESSAGE}}
The facts of the case (order, dates, what went wrong, who was involved): {{CASE_FACTS}}
What we're able to offer: {{WHAT_WE_CAN_OFFER}}
Limits (what we can't do and why): {{POLICY_LIMITS}}

Write:
1. A reply of 120-200 words: acknowledge their frustration specifically, take responsibility for anything we got wrong, explain the facts briefly without defensiveness, state clearly what we'll do and by when, and give a direct contact.
2. A one-line internal note summarising the issue and the promised action.
3. If the customer is partly or wholly mistaken, a version that corrects the record politely and still offers goodwill where sensible.
4. A warning if their message contains anything that suggests a legal threat, chargeback or safety issue, and what to do next.

Rules: don't copy their tone. Avoid "unfortunately", "as per our policy" and "we apologise for any inconvenience". Promise only what's within the offer and limits I've given.

Fill in: CUSTOMER_MESSAGE CASE_FACTS WHAT_WE_CAN_OFFER POLICY_LIMITS

Fill in the facts before drafting; replies go wrong when they're written from the angry message alone.

Build an FAQ Page From Your Real Customer Questions

Best for: Owners answering the same five questions every day

Act as a customer-support writer. Turn the questions customers actually send us into a clear FAQ page that cuts repetitive enquiries.

Questions from emails, DMs, calls and chats (paste as many as you can, duplicates included): {{PASTE_CUSTOMER_QUESTIONS}}
Our policies, prices, hours and key facts: {{BUSINESS_FACTS}}
Business type: {{BUSINESS_TYPE}}

Do this:
1. Group the questions into 4-7 topics (for example booking, pricing, delivery, aftercare) and count how often each was asked.
2. Write a clear question and an answer of 40-80 words for each distinct question, most frequent first within each topic. Use the customer's own phrasing for the question.
3. Flag any question my facts don't answer, as a "policy gap" I need to decide on. Don't invent an answer.
4. Suggest which 3 answers should also appear on the homepage or checkout page.
5. Write FAQ schema-ready plain text: question and answer pairs with no extra formatting.

Constraints: plain English, written for a reading age of about 12. Answers must be consistent with the facts I gave.

Fill in: PASTE_CUSTOMER_QUESTIONS BUSINESS_FACTS BUSINESS_TYPE

Export a month of enquiries first. The policy gaps it finds are often the most valuable part.

Plain-English Refund and Returns Policy

Best for: Shops, online sellers and service firms tired of refund arguments

You are a small-business operations adviser who writes clear customer policies. Draft a refund, returns and cancellation policy for my business.

Business type and what we sell (goods, services, digital, custom-made): {{WHAT_WE_SELL}}
Rules I currently follow informally: {{CURRENT_RULES}}
Where we trade (country or state, online and/or in person): {{JURISDICTION}}
Situations that have caused disputes before: {{PAST_DISPUTES}}

Produce:
1. The policy in plain English under clear headings: returns, refunds, exchanges, cancellations and rescheduling, faulty or damaged items, custom or perishable exceptions, and how to request a return. Maximum 500 words.
2. A three-line summary for the checkout page or quote footer.
3. A table of the disputed situations I listed, showing how the new policy handles each.
4. A list of points to verify against consumer law where I trade. Many places give statutory rights, such as cooling-off periods for online or distance sales and remedies for faulty goods, that a policy can't remove. Mark which of my current rules might conflict.

Constraints: fair and specific, with real time limits and no vague "at our discretion" clauses. This is a draft, not legal advice; say so at the top.

Fill in: WHAT_WE_SELL CURRENT_RULES JURISDICTION PAST_DISPUTES

Have the final version checked against your local consumer-rights guidance or by an adviser before publishing.

Own a Mistake: Proactive Apology to Affected Customers

Best for: Late deliveries, double-booked appointments, billing errors, outages

Act as a crisis-communications adviser for small businesses. We made a mistake that affects several customers, and I want to tell them before they have to complain.

What went wrong: {{WHAT_WENT_WRONG}}
Who's affected and how badly: {{WHO_IS_AFFECTED}}
What we're doing to fix it, and when: {{FIX_AND_TIMELINE}}
What we're offering to make it right: {{MAKE_GOOD}}

Write:
1. A message (email or text) of 100-160 words: say what happened in plain words, apologise once and sincerely, explain what it means for them, what we're doing and when, what they need to do (if anything), and how to reach a real person.
2. A short social or website notice, if the issue is public.
3. Internal talking points for staff answering calls, with 3 likely questions and answers.
4. A follow-up message to send once it's resolved.

Rules: no passive voice that dodges responsibility ("mistakes were made"). No blaming suppliers or staff by name. Don't over-promise on timing; if unsure, give the next update time instead. Keep the tone human, not corporate.

Fill in: WHAT_WENT_WRONG WHO_IS_AFFECTED FIX_AND_TIMELINE MAKE_GOOD

Send it before customers notice if you can. Getting in first turns most complaints into goodwill.

Short Customer Feedback Survey That Gets Useful Answers

Best for: Finding out why customers buy, leave or hesitate

You are a customer-research specialist for small businesses. Design a short feedback survey that gives me decisions, not vanity scores.

Business type: {{BUSINESS_TYPE}}
What I want to learn or decide: {{DECISION_TO_INFORM}}
How it will be sent (email, QR code, text, in person): {{CHANNEL}}
At which point in the customer journey: {{CUSTOMER_STAGE}}

Create:
1. A survey of no more than 6 questions: one rating question, one or two that point to a decision, and at least one open question. Explain what each question will tell me.
2. The invitation message (under 60 words), including the honest time it takes.
3. A plan for analysing the answers: how to tag open responses into themes and what response count is enough to act on for a business my size.
4. How to close the loop: a short "you said, we did" message template for customers.

Rules: no leading questions ("How much did you love…"). Don't ask two things in one question. Don't collect personal data I don't need, and remind me to say how answers will be used. Don't offer incentives tied to positive answers.

Fill in: BUSINESS_TYPE DECISION_TO_INFORM CHANNEL CUSTOMER_STAGE

Ask in the moment (at pickup, after a job) for higher response rates than a cold email weeks later.

Say No to a Customer Request Without Losing Them

Best for: Scope creep, out-of-hours requests, unreasonable discounts

Act as an experienced account manager. Help me turn down a customer request politely and firmly, while protecting the relationship.

What they've asked for: {{REQUEST}}
Why we can't or won't do it: {{REASON}}
What we can offer instead, if anything: {{ALTERNATIVE}}
How valuable this customer is and our history with them: {{RELATIONSHIP}}

Write:
1. A reply of 80-140 words that says no clearly in the first two sentences, gives a brief honest reason, offers the alternative, and ends positively.
2. A version for scope creep: when the request is extra work beyond what was agreed. It should state what was included, put a price and timeline on the extra, and ask them to confirm.
3. A version for a phone call, in natural spoken language.
4. A one-line tip on how to stop this request recurring (a policy, a contract clause, a menu of add-ons).

Rules: no excessive apologising, no "unfortunately" in the first line, no hiding behind "company policy". Don't leave any ambiguity that could later be read as a yes.

Fill in: REQUEST REASON ALTERNATIVE RELATIONSHIP

Use the scope-creep version the first time extras are requested, not the third.

Welcome Message That Prevents Support Questions

Best for: Reducing 'what happens next?' calls and no-shows

You are a customer-onboarding specialist for small businesses. Write the welcome communication a new customer receives right after they buy or book, so they know exactly what happens next.

Business and what they've bought or booked: {{PURCHASE}}
What happens next, step by step, with timings: {{NEXT_STEPS}}
What we need from them, if anything (access, forms, measurements, payments): {{CUSTOMER_TO_DO}}
Best way to reach us and our response times: {{CONTACT_DETAILS}}

Create:
1. A welcome email: subject line plus 150-220 words. Thank them in one line, then set out the timeline as a numbered list, list what they need to do with a deadline, and give contact details.
2. A text-message version under 300 characters.
3. A "what to expect" checklist I can also attach or print.
4. Three questions new customers commonly ask at this stage for this kind of business, with answers to include.
5. A reminder message to send 24-48 hours before the first key date, if relevant.

Rules: specific times and dates, no "shortly" or "in due course". Friendly and confident. No upsells in this message.

Fill in: PURCHASE NEXT_STEPS CUSTOMER_TO_DO CONTACT_DETAILS

Set this up once as an automatic email in your booking, shop or invoicing tool.

Turn Messy Notes Into a Step-by-Step SOP

Best for: Getting knowledge out of your head so others can do the work

Act as an operations consultant who documents processes for small teams. Turn my rough description of a task into a standard operating procedure someone else could follow on their first day.

Process name: {{PROCESS_NAME}}
My rough notes, voice-note transcript or brain dump of how I do it: {{ROUGH_NOTES}}
Who will do it in future and their experience level: {{WHO_DOES_IT}}
Tools, systems and logins involved: {{TOOLS_USED}}

Produce:
1. Purpose (one sentence), when the procedure is triggered, and how long it should take.
2. Numbered steps, one action per step, each starting with a verb. Include where to click or what to check, and mark decision points as "If X, then Y".
3. A "what good looks like" quality check at the end.
4. Common mistakes and how to avoid them.
5. Questions I need to answer where my notes are vague or skip a step. List them; don't guess.

Constraints: plain language. Don't add steps I didn't describe unless they're clearly needed, and mark any additions as "suggested". Suitable for pasting into a shared document.

Fill in: PROCESS_NAME ROUGH_NOTES WHO_DOES_IT TOOLS_USED

Record yourself explaining the task out loud while you do it, transcribe it, and paste that in.

Audit Your Week: What to Automate, Delegate or Drop

Best for: Owners working 50+ hours who can't see where the time goes

You are a productivity consultant for small-business owners. Audit how I spend my week and show me what to automate, delegate or eliminate.

My recurring tasks with rough weekly hours: {{TASK_LIST}}
What an hour of my time is worth (or my target hourly rate): {{HOURLY_VALUE}}
Budget for help or tools per month: {{MONTHLY_BUDGET}}
Tools I already pay for: {{CURRENT_TOOLS}}

Do this:
1. Sort every task into one of four groups: keep (only I can do it and it's high value), delegate, automate, eliminate. Give a one-line reason for each.
2. For automate: name the type of tool or feature, and check whether one I already pay for can do it before suggesting anything new. Estimate the setup time.
3. For delegate: suggest who (assistant, freelancer, staff member) and estimate the cost against the value of my time.
4. A 30-day plan to reclaim the most hours first.
5. The total hours per week I could get back, with the arithmetic.

Constraints: be realistic. Some tasks really do need the owner, so say which. Don't recommend specific paid products by name unless I've listed them; describe the capability instead so I can compare options.

Fill in: TASK_LIST HOURLY_VALUE MONTHLY_BUDGET CURRENT_TOOLS

Track your time honestly for one week before running this. Guesses usually underestimate admin.

Supplier Price Negotiation Plan and Email

Best for: Rising supplier costs eating your margin

Act as a procurement adviser for small businesses. Prepare me to negotiate better terms with a supplier.

Supplier and what we buy: {{SUPPLIER}}
Current terms (prices, payment terms, minimum orders, delivery): {{CURRENT_TERMS}}
Our annual spend with them and how long we've been a customer: {{ANNUAL_SPEND}}
What I want (lower price, longer payment terms, smaller minimums, better delivery): {{GOALS}}
Alternatives I have (other quotes, substitutes): {{ALTERNATIVES}}

Produce:
1. My leverage, honestly assessed: what makes us valuable to them and how strong my alternatives are.
2. What to ask for: ranked asks, including non-price ones that cost them little but help me (payment terms, free delivery threshold, price lock).
3. My walk-away point and the trade-offs I could offer in return (a longer commitment, larger orders, faster payment, a reference).
4. An opening email of 120-180 words that's friendly, specific and asks for a call.
5. Call talking points, plus answers to likely pushback.

Rules: keep the relationship intact; this supplier may matter in a shortage. Don't suggest bluffing about alternatives I don't have.

Fill in: SUPPLIER CURRENT_TERMS ANNUAL_SPEND GOALS ALTERNATIVES

Get at least one competing quote before you start; it changes the whole conversation.

Risky contract reviewer

Best for: Checking a supplier, lease or client contract before you sign

You are a senior startup lawyer with 15+ years of experience reviewing contracts for fast-growing technology companies. Your expertise lies in identifying unfair terms, hidden risks, and negotiating better deals for your clients. You combine sharp legal analysis with practical business advice.


[PASTE CONTRACT HERE]



[INDICATE WHICH SIDE YOU ARE (e.g., "I am the company's CEO")]


Analyze the contract using this format:

## Executive Summary
$brief_overview_of_contract_and_major_concerns

## Risk Analysis Table
| Clause | Risk Level | Description | Business Impact |
|--------|------------|-------------|-----------------|
$risk_table

## Deep Dive Analysis

### Critical Issues (Deal Breakers)
$critical_issues_detailed_analysis

### High-Risk Terms
$high_risk_terms_analysis

### Medium-Risk Terms
$medium_risk_terms_analysis

### Industry Standard Comparison
$how_terms_compare_to_standard_practice

## Unfair or Unusual Terms
$analysis_of_terms_that_deviate_from_fairness

## Missing Protections
$important_terms_that_should_be_added

## Negotiation Strategy
### Leverage Points
$areas_of_negotiating_strength

### Suggested Changes
$specific_language_modifications

### Fallback Positions
$acceptable_compromise_positions

## Red Flags
$immediate_concerns_requiring_attention

## Recommended Actions
$prioritized_list_of_next_steps

## Additional Considerations
### Regulatory Compliance
$relevant_regulatory_issues

### Future-Proofing
$potential_future_risks_or_changes

## Summary Recommendation
$final_recommendation_and_key_points

Remember to:
1. Focus on risks relevant to my side of the contract
2. Highlight hidden obligations or commitments
3. Flag any unusual termination or liability terms
4. Identify missing protective clauses
5. Note vague terms that need clarification
6. Compare against industry standards
7. Suggest specific improvements for negotiation

If any section needs particular attention based on my role (customer/vendor/etc.), emphasize those aspects in your analysis. Note that if the contract looks good, don't force issues that aren't actually issues.

Fill in the details between the tags.

Owner Absence Plan: Keep the Business Running Without You

Best for: Solo owners and micro-businesses that would stall without the owner

You are a business-continuity adviser to owner-run businesses. Help me create a plan so the business keeps running for two weeks if I'm suddenly unavailable through illness, a family emergency or burnout.

Business type and size: {{BUSINESS_DESCRIPTION}}
Things only I currently do or know: {{OWNER_ONLY_TASKS}}
People who could step in (staff, partner, freelancer, accountant): {{BACKUP_PEOPLE}}
Critical deadlines, clients and payments: {{CRITICAL_ITEMS}}

Produce:
1. A list of what must keep happening, ranked by how quickly damage occurs if it stops (hours, days, weeks).
2. A cover table: task | primary backup | what they need (access, instructions) | where it's documented.
3. A "break glass" checklist of information to store securely and share with a trusted person: key accounts, supplier contacts, bank contacts, and how to issue invoices and pay staff. List the categories only; never ask me to paste passwords into this chat.
4. An out-of-office message for customers and a message for staff.
5. A 4-week plan to reduce owner-only tasks, starting with the riskiest.

Constraints: practical for a business with no HR or IT department. Recommend a password manager with emergency access rather than written passwords.

Fill in: BUSINESS_DESCRIPTION OWNER_ONLY_TASKS BACKUP_PEOPLE CRITICAL_ITEMS

Do this while you're well. Share the checklist with one trusted person and review it every six months.

Spreadsheet Formula Builder for Your Business Data

Best for: Sales totals by month, overdue invoice flags, stock reorder alerts

Act as a spreadsheet expert who helps small-business owners build formulas without jargon. Help me get an answer from my data.

Spreadsheet tool (Excel, Google Sheets, Numbers): {{SPREADSHEET_TOOL}}
My columns, with their letters and a few sample rows: {{COLUMN_LAYOUT}}
What I want to calculate or see: {{GOAL}}

Please:
1. Give the exact formula, ready to paste, and say which cell to put it in.
2. Explain in plain English what each part does.
3. Show what the result should be for my sample rows, so I can check it worked.
4. Warn me about common breakages: blank cells, text that looks like numbers, dates stored as text, and ranges that don't extend when I add rows. Give the fix for each.
5. Suggest a simpler alternative if one exists (a pivot table, filter or built-in summary), with steps.

Constraints: use functions available in the tool I named; note if a function differs between Excel and Google Sheets. If my request is ambiguous, state your assumption before giving the formula.

Fill in: SPREADSHEET_TOOL COLUMN_LAYOUT GOAL

Paste 3-5 sample rows with fake names if the data is sensitive. Column letters matter.

Choose the Right Software for a Business Need

Best for: Booking systems, CRMs, invoicing, POS and scheduling tools

You are an independent software adviser for small businesses with no IT team. Help me choose a tool for a specific need without being swayed by marketing.

The problem I need to solve: {{NEED}}
Tools I'm considering (if any): {{TOOLS_CONSIDERED}}
Budget per month: {{BUDGET}}
Team size and technical comfort: {{TEAM}}
Must-haves and deal-breakers: {{REQUIREMENTS}}

Do this:
1. Turn my needs into a scoring checklist: must-have, nice-to-have, and hidden costs to check (per-user pricing, transaction fees, setup, data export, contract length).
2. If I've listed tools, compare them against the checklist in a table, marking anything you're unsure of as "verify". If I haven't, describe the 2-3 types of tool that fit and what to search for.
3. Ten questions to ask in a free trial or a sales call.
4. Exit plan: how to get my data out if it doesn't work.
5. A recommendation, or the deciding test to run during the trial.

Rules: features and prices change often, so tell me to check every price and feature on the vendor's current pricing page. Don't present remembered prices as current fact. Favour simple tools I'll actually use.

Fill in: NEED TOOLS_CONSIDERED BUDGET TEAM REQUIREMENTS

Run the free trial with one real week of work, not a demo account.

13-Week Cash Flow Forecast From Your Bank Balance

Best for: Seeing a cash crunch 6-8 weeks before it hits

Act as a small-business finance coach. Build a simple 13-week cash flow forecast so I can see trouble coming. This is planning support, not financial advice.

Cash in the bank today: {{OPENING_CASH}}
Expected money in (customer payments, with expected dates and how reliable each is): {{EXPECTED_INCOME}}
Regular outgoings (rent, wages, loans, subscriptions) with amounts and dates: {{REGULAR_COSTS}}
One-off or irregular payments coming up (tax, insurance, equipment): {{ONE_OFF_COSTS}}
Currency: {{CURRENCY}}

Produce:
1. A week-by-week table: week starting | cash in | cash out | net | closing balance.
2. The lowest point, the week it happens, and how close it comes to zero.
3. A cautious version where uncertain income arrives 2 weeks late and 20% of it doesn't come at all.
4. Five actions to improve the low point, ranked by speed and ease: chasing debtors, deposits, timing payments, cutting or delaying costs, and talking to the bank early.
5. A one-paragraph summary I could send to a business partner.

Rules: show the arithmetic. Don't fill gaps with invented figures; list what's missing. Remind me to review figures with my accountant before borrowing or making major commitments.

Fill in: OPENING_CASH EXPECTED_INCOME REGULAR_COSTS ONE_OFF_COSTS CURRENCY

Update it every Monday with real bank figures. The first version is rough; it gets accurate fast.

Overdue Invoice Chasing Sequence: Polite to Firm

Best for: Freelancers and B2B small businesses with slow-paying clients

You are a credit controller who helps small businesses get paid without losing clients. Write a chasing sequence for an overdue invoice.

Client name and contact: {{CLIENT_NAME}}
Invoice number, amount and original due date: {{INVOICE_DETAILS}}
Our payment terms (and any late-fee clause in our contract): {{PAYMENT_TERMS}}
Relationship (new, long-standing, slow payer before): {{RELATIONSHIP}}
Ways they can pay: {{PAYMENT_METHODS}}

Write four messages, escalating in tone:
1. Day 1 overdue: a friendly reminder that assumes an oversight. Attach the invoice and give payment details.
2. Day 7: firmer. Ask for a payment date, and offer to resolve any query with the invoice.
3. Day 14: formal. State the amount, the days overdue and next steps, and mention late fees only if my terms allow them.
4. Day 30: final notice before escalation, naming the specific next step (pausing work, a debt-collection service or a small-claims process), worded factually, not as a threat.

Also give a short phone script for between messages 2 and 3, and one line on when to offer a payment plan.

Rules: each email under 120 words with a clear subject line that includes the invoice number. Never threaten action I haven't said I'm willing to take. This isn't legal advice; tell me to check the late-payment rules where I trade.

Fill in: CLIENT_NAME INVOICE_DETAILS PAYMENT_TERMS RELATIONSHIP PAYMENT_METHODS

Set calendar reminders for each step. Consistency matters more than tone.

Break-Even and Profit-per-Job Calculator

Best for: Knowing how many sales you need just to stand still

Act as a management accountant explaining numbers to a non-finance owner. Work out my break-even point and the profit I make on a typical sale or job. This is educational, not financial advice.

Average price per sale or job: {{AVERAGE_PRICE}}
Variable costs per sale (materials, commissions, card fees, delivery, subcontractors): {{VARIABLE_COSTS}}
Fixed monthly costs (rent, salaries including mine, insurance, software, loans): {{FIXED_COSTS}}
Current sales or jobs per month: {{CURRENT_VOLUME}}

Calculate and explain:
1. Contribution per sale (price minus variable costs) and contribution margin percent.
2. Break-even sales per month, and per week.
3. Profit at my current volume.
4. A sensitivity table showing profit if the price rises 5% and 10%, if variable costs rise 10%, and if volume falls 20%.
5. In plain English: which lever (price, cost or volume) moves profit the most for my business, and one practical step for that lever.

Rules: show every formula with my numbers in it. If I've left my own pay out of fixed costs, point it out and show the result both ways. Round sensibly and state assumptions.

Fill in: AVERAGE_PRICE VARIABLE_COSTS FIXED_COSTS CURRENT_VOLUME

Include a realistic salary for yourself in fixed costs; otherwise 'profit' is just unpaid wages.

Explain My Profit and Loss Statement in Plain English

Best for: Owners who get monthly reports but don't really read them

You are a patient accountant who explains financial statements to small-business owners. Walk me through my profit and loss statement. Help me understand it; don't give tax or investment advice.

My P&L for this period (paste it, figures only; remove account numbers): {{PASTE_P_AND_L}}
The same period last year or last quarter, if I have it: {{PRIOR_PERIOD}}
Business type: {{BUSINESS_TYPE}}

Please:
1. Explain each main line (revenue, cost of sales, gross profit, overheads, net profit) in one plain sentence using my actual figures.
2. Calculate gross margin percent and net margin percent, and the change from the prior period if given.
3. Highlight the three biggest movements or the largest cost lines, with possible reasons framed as questions to investigate, not conclusions.
4. Flag anything that looks unusual or possibly miscategorised.
5. List 5 smart questions to ask my accountant or bookkeeper about these figures.

Rules: show your calculations. Don't state industry benchmark margins as facts; if useful, tell me where to find reliable benchmarks for my sector. Don't comment on tax liabilities.

Fill in: PASTE_P_AND_L PRIOR_PERIOD BUSINESS_TYPE

Export the P&L from your accounting software as a simple table and paste it in.

Cost-Cutting Review That Doesn't Hurt Growth

Best for: Tightening costs during a slow season or before an investment

Act as a turnaround adviser for small businesses. Review my expenses and find savings without cutting the things that bring in revenue. This is guidance for discussion, not financial advice.

List of regular expenses with monthly amounts: {{EXPENSE_LIST}}
Monthly revenue: {{MONTHLY_REVENUE}}
What's driving the review (cash pressure, falling margin, preparing to invest): {{REASON}}
Expenses I consider essential, and why: {{ESSENTIALS}}

Produce:
1. Each expense as a percent of revenue, sorted largest first.
2. Every expense sorted into four groups: revenue-generating (protect), essential operations (optimise), nice-to-have (reduce), and waste (cut). Give a one-line reason for each.
3. Specific saving actions: renegotiate, switch, downgrade, cancel, or merge overlapping subscriptions. Estimate the monthly saving for each.
4. A "don't cut" warning list: things that look cuttable but would likely cost more in lost sales or risk.
5. Total potential monthly saving, with a quick-wins list for this week.

Rules: show percentages and totals. Challenge my "essential" list where the reasoning is weak. Don't recommend cutting insurance or compliance costs without flagging the risk.

Fill in: EXPENSE_LIST MONTHLY_REVENUE REASON ESSENTIALS

Pull 3 months of bank and card statements to build the list. Forgotten subscriptions are common.

Prepare for a Meeting With Your Accountant or Bank

Best for: Getting real value from paid advisers and loan meetings

You are a small-business finance coach. Help me prepare for a meeting so I get maximum value and look organised. Help me prepare; don't give tax, lending or investment advice.

Who I'm meeting and why (year-end, tax planning, loan or overdraft application, review): {{MEETING_PURPOSE}}
Documents and figures I have available: {{DOCUMENTS_AVAILABLE}}
My main worries or decisions: {{CONCERNS}}
Country or state where the business operates: {{JURISDICTION}}

Produce:
1. A checklist of documents to bring, marking what I'm missing from my list.
2. Ten prioritised questions to ask, tailored to my concerns and the purpose of the meeting.
3. If it's a lending meeting: the questions lenders typically ask small businesses, and a one-page business summary outline to bring.
4. A short explanation of any terms likely to come up, in plain English.
5. A follow-up template to record decisions, actions and deadlines after the meeting.

Rules: general information only. Don't state tax rates, thresholds or deadlines as fact; list them as things to confirm with the professional for my jurisdiction.

Fill in: MEETING_PURPOSE DOCUMENTS_AVAILABLE CONCERNS JURISDICTION

Send your question list to the accountant a few days before so they can prepare too.

Job Ad That Attracts the Right Hire for a Small Team

Best for: First or second hires competing against bigger employers

Act as a recruiter who specialises in hiring for small businesses competing with bigger employers. Write a job advert for this role.

Job title and hours: {{ROLE_AND_HOURS}}
Pay range and benefits: {{PAY_AND_BENEFITS}}
Location or remote setup: {{LOCATION}}
What the job really involves day to day, including the less glamorous parts: {{REAL_DUTIES}}
Why someone would want to work here (be honest): {{WHY_WORK_HERE}}

Write:
1. A job title that people would actually search for, plus one alternative.
2. An advert of 300-450 words: a hook about the opportunity, a "day in the role" paragraph, 5-7 responsibilities, must-have versus nice-to-have requirements (keep must-haves to 5 or fewer), pay and benefits stated clearly, what working in a small team means, and how to apply with timelines.
3. A short version (under 80 words) for social media.
4. Three screening questions to include in the application.

Rules: use inclusive, gender-neutral language. No unnecessary degree or years-of-experience demands. Avoid clichés such as "rockstar", "fast-paced environment" and "work hard play hard". Show the pay range, because adverts without one get fewer applicants and some places require it by law. Check local job-advert rules; this isn't legal advice.

Fill in: ROLE_AND_HOURS PAY_AND_BENEFITS LOCATION REAL_DUTIES WHY_WORK_HERE

Be candid about the hard parts of the job. It filters out poor fits before you spend time interviewing.

Structured Interview Questions and Scoring Sheet

Best for: Owners who hire on gut feel and regret it

You are an HR adviser who helps small businesses interview fairly and consistently. Create a structured interview pack for this role.

Role: {{ROLE}}
Must-have skills and behaviours (3-5): {{MUST_HAVES}}
Deal-breakers: {{DEALBREAKERS}}
Interview length and format (phone, in person, trial shift): {{INTERVIEW_FORMAT}}

Produce:
1. An interview plan with timings.
2. Two questions per must-have: one behavioural ("Tell me about a time…") and one situational ("What would you do if…"), all tailored to the realities of a small business.
3. For each question, what a strong, an acceptable and a weak answer sound like.
4. A scoring sheet: criteria × 1-4 scale, with space for evidence notes, plus an overall recommendation.
5. A practical task or trial-shift idea that tests the job's most important skill in 30 minutes or less, with how to assess it. Note that unpaid trial work may be restricted where I operate.
6. Questions candidates often ask, with honest answer prompts for me.

Rules: ask every candidate the same core questions. Don't include questions about age, family plans, health, religion, nationality or other protected characteristics. Check local employment law; this isn't legal advice.

Fill in: ROLE MUST_HAVES DEALBREAKERS INTERVIEW_FORMAT

Score straight after each interview, before comparing candidates, to reduce gut-feel bias.

First-Two-Weeks Onboarding Plan for a New Employee

Best for: Making a new hire productive in weeks, not months

Act as a people-operations lead for a small business. Build an onboarding plan so a new hire becomes useful quickly and feels welcome.

Role and what they'll be responsible for: {{ROLE}}
Start date and working pattern: {{START_DETAILS}}
Systems, tools and equipment they need: {{TOOLS_AND_SYSTEMS}}
Who will support them (buddy or manager): {{SUPPORT_PERSON}}
What success looks like after 30 days: {{THIRTY_DAY_OUTCOMES}}

Produce:
1. A pre-start checklist: paperwork, accounts, equipment, a welcome message, and what to send them before day one.
2. A day-by-day plan for week 1 and a lighter plan for week 2, mixing learning, shadowing and real small tasks with early wins.
3. A list of the procedures and documents they should read, in priority order.
4. Check-in points (end of day 1, week 1, week 2, day 30) with 3 questions for each.
5. A welcome email from the owner, 120 words or fewer.

Rules: don't overload day one with admin. Include safety or compliance training if the role involves physical work, customer data or money handling. Keep it realistic for an owner who is also doing their own job.

Fill in: ROLE START_DETAILS TOOLS_AND_SYSTEMS SUPPORT_PERSON THIRTY_DAY_OUTCOMES

Pair this with the SOP prompt. Onboarding is where missing procedures show up.

Script for a Difficult Performance Conversation

Best for: Lateness, quality slips, attitude problems in a small team

You are an experienced HR coach for small-business managers. Help me prepare for a conversation with an employee about a performance or behaviour problem. This is guidance, not legal advice.

The employee's role and how long they've worked here: {{EMPLOYEE_ROLE}}
The issue, with specific dated examples: {{ISSUE_AND_EXAMPLES}}
The impact on customers, colleagues or the business: {{IMPACT}}
What good performance looks like: {{EXPECTED_STANDARD}}

Prepare:
1. An opening of 2-3 sentences that states the purpose clearly and calmly.
2. How to describe the issue using facts and observed behaviour, not personality judgements.
3. Questions to understand their side, including possible causes such as training gaps, unclear expectations, or personal or health issues, which need careful handling.
4. How to agree the improvement: specific expectations, support offered, and a review date.
5. Responses to likely reactions: defensiveness, tears, anger, silence, or "everyone else does it".
6. A short written summary to send afterwards.

Rules: fair, private and documented. Flag where a formal process may be legally required, and remind me to check local employment law or speak to an HR adviser before any disciplinary step.

Fill in: EMPLOYEE_ROLE ISSUE_AND_EXAMPLES IMPACT EXPECTED_STANDARD

Have the conversation early. Small issues left for months become formal processes.

Staff Handbook Policy in Plain English

Best for: Writing down the rules before a dispute forces you to

Act as an HR policy writer for small businesses. Draft one section of our staff handbook in clear, friendly language. This is a draft for review, not legal advice.

Policy topic (for example holidays, sickness, phones at work, social media, expenses, remote work): {{POLICY_TOPIC}}
How we actually do things now: {{CURRENT_PRACTICE}}
Where we employ people (country or state): {{JURISDICTION}}
Team size and type of work: {{TEAM_CONTEXT}}

Produce:
1. A policy section of 250-450 words with headings: purpose, who it applies to, what we expect, how to request or report, and what happens if the policy isn't followed.
2. A two-line summary for a team noticeboard or chat channel.
3. A list of points that are commonly set by law for this topic (minimum entitlements, notice periods, required procedures), framed as items to verify for my jurisdiction, not as stated rules.
4. Any place where my current practice may be less generous than the legal minimum, flagged clearly.

Rules: write "we" and "you", not "the employee shall". Be specific: real numbers and named contacts, no vague discretion. Remind me to have the final version checked by an employment adviser.

Fill in: POLICY_TOPIC CURRENT_PRACTICE JURISDICTION TEAM_CONTEXT

Do one policy at a time, starting with the one causing the most questions or friction.

Clear Brief for a Freelancer or Contractor

Best for: Hiring designers, developers, writers or VAs for one-off projects

You are a project manager who briefs freelancers for small businesses. Write a brief that gets the work done right the first time.

The project and why it matters: {{PROJECT}}
Deliverables and format: {{DELIVERABLES}}
Budget and how payment works: {{BUDGET}}
Deadline and any milestones: {{DEADLINE}}
Brand assets, examples we like and examples we don't: {{REFERENCES}}

Produce:
1. A one-page brief: background, objective, audience, deliverables with specifications, what's out of scope, timeline with milestones, budget and payment terms, number of revision rounds, and how feedback will be given.
2. Acceptance criteria: how we'll judge the work is finished.
3. Three questions to ask candidates to check their fit before hiring.
4. A short message for posting the job on a freelance platform or sending to a referral.
5. A checklist of points to agree in writing: ownership of the finished work and its rights, confidentiality, and what happens if a deadline is missed. Note that I should use a proper contract.

Rules: specific and measurable. Replace vague requests like "make it pop" with concrete descriptions. Keep the brief under 600 words.

Fill in: PROJECT DELIVERABLES BUDGET DEADLINE REFERENCES

Ask the freelancer to repeat the brief back in their own words before starting.