Brian Li.md

5 Prompts Every Business Owner Should Know

Copy-and-paste AI prompts for sorting job photos, a daily team brief, client FAQs and a landing page audit, plus a setup that does your bookkeeping every morning.

4 min readUpdated November 13, 2026

How to use these

Copy a prompt, swap anything in [square brackets] for your own details, and paste it into your AI assistant. Each prompt says what the assistant needs access to. Some need a connection to your files, team chat, email or CRM, and some work in a plain chat.

The fifth isn’t a single prompt. It’s a setup that books your expenses every morning.

1. Photo organizer

Turns a camera roll full of job photos and videos into folders you can actually search, plus a spreadsheet of what’s in each file.

Needs: an assistant that can open and copy files in a folder on your computer.

I run [your business — e.g. a kitchen remodeling company]. The folder I've given you has every photo and video from my phone, unsorted. I want to organize it so I can quickly find the right footage when a client asks about our work.

Please:
1. Look through every file. For videos, pull a few still frames so you can see what's in them.
2. Before you move anything, suggest a set of categories based on what you actually see (for example: kitchens, bathrooms, before/after, finished walkthroughs, work in progress, materials and finishes, team on site). Wait for me to approve or change them.
3. Once I approve, COPY the files into a folder for each category. Don't move or delete my originals.
4. Rename each copy so I can tell what it is at a glance (e.g. "kitchen-white-shaker-finished-2025-06.mp4").
5. Make a spreadsheet listing every file with: its category, a one-line description, the date, whether it's a photo or video, and the client question it would answer best (e.g. "What do your cabinets look like?").
6. Mark your top 10 picks to show a new client, and list any files that are blurry, duplicates, or personal (not work) in a separate tab so I can decide what to do with them.

Ask me if you're unsure about anything. Don't guess.

2. Daily team report

One short email every weekday morning with what happened in your team channels, so you’re not scrolling through everything yourself.

Needs: an assistant connected to your team chat and email that can run on a schedule.

Every weekday at 7:00 AM, read everything posted in my team channels since your last run and send me a short daily brief.

Channels to read: #site-ops, #sales, #design, #purchasing

Put these sections in the brief:
1. Summary: 2–3 sentences on how yesterday went.
2. Needs my call: anything that asks me directly or is waiting on my approval. Say who asked and link to the message.
3. Wins: deals closed, milestones hit, good news.
4. Blockers and risks: anything late, over budget, or stuck.
5. Decisions made: what the team already agreed on, so I don't reopen it.

Skip small talk and anything already resolved. Keep the whole brief short enough to read in one minute. If a channel was quiet, say so in one line.

Send it to me as an email. Before you schedule it, run it once now so I can see what it looks like.

Change the channel names to match yours.

3. CRM customer FAQs

Finds the questions your clients ask over and over, and drafts answers you can reuse.

Needs: an assistant connected to your CRM, or an export of your client messages.

Look through my client messages in [CRM name] from the last [3 months].

Find the questions clients ask most often. Group questions that mean the same thing, even if they're worded differently (e.g. "How long will it take?" and "When would you finish?" count as one).

Give me the top 10, ranked by how often they come up. For each one:
1. The question in plain words
2. Roughly how many times it was asked
3. Two real examples of how clients phrased it
4. A short draft answer I can reuse, in a friendly, clear tone

If a question needs info you don't have (prices, timelines, policies), leave a [blank] for me to fill in instead of guessing.

4. Landing page audit

A blunt review of your landing page, checked against the emails that actually turned into customers.

Needs: your landing page link or screenshots, plus 10–20 recent lead emails. This one works in a plain chat.

I want you to audit my landing page and my inbox, and tell me what's working, what's not, and what actually converts people.

About my business:
- What I sell: [e.g. kitchen remodels, $15k–$40k]
- Who it's for: [e.g. homeowners in Austin, 35–60]
- The one action I want visitors to take: [e.g. book a free design call]

Landing page: [paste the URL, or attach screenshots of the full page, top to bottom]

Inbox: below are [10–20] recent emails with leads or customers. I've marked which ones became paying customers or booked calls.
[paste emails, or attach screenshots]

Please give me:
1. What's working: keep doing these, and say why each one works.
2. What's not working: what's losing people, where they likely drop off, and why.
3. What actually converts: the patterns in the emails and page sections that led to a sale or booking.
4. The top 3 changes to make this week, ranked by likely impact, each with a rewritten example I can copy.

Be blunt and specific. Quote my actual words when pointing something out, and don't give generic marketing advice.

5. AI bookkeeping

Every morning, new bank transactions get matched to the right job and customer and recorded in Zoho Books. You only look at the ones Claude isn’t sure about.

Needs: BankSync sending your transactions to a Google Sheet in Google Drive, and Claude connected to that sheet, Zoho Books and your email, set to run on a schedule.

How the AI bookkeeping setup runs each day BankSync reads transactions from your bank accounts and sends a daily feed to a Google Sheet in Google Drive. Each morning at 7am Claude reads only the new rows and matches each one using the vendor and memo, email receipts, past bookings and open jobs. Clear matches are posted automatically. Unclear ones go to a daily review email where you confirm or fix Claude's guess. Every transaction ends up recorded in Zoho Books with an account, customer and project, and your fixes become rules for next time. Bank accounts BankSync, daily feed Google Sheet in Google Drive, the single source 7am, new rows only Claude matches each one vendor and memo · email receipts past bookings · open jobs Auto-post clear match, no input from you Review email Claude’s best guess, you confirm or fix Recorded in Zoho Books account · customer · project Your fixes become rules, so the review email shrinks.
  1. Bank sync. Connect your bank accounts (for example Wells Fargo, Bank of America or Chase) to BankSync. It reads the transactions from each account and sends a daily feed to a Google Sheet in your Google Drive. The sheet is the single source, so Claude never connects to the bank directly.
  2. Daily Claude run. A scheduled task starts each morning, for example at 7am, before you look at the books.
  3. Read new transactions. Claude reads only the rows in the sheet it hasn’t booked yet, so nothing gets processed twice.
  4. Match project and customer. For each transaction, Claude looks at:
    • the vendor name and memo (for example, Home Depot or a sub’s name)
    • receipts and invoices in your email
    • how that vendor was booked last time
    • your list of open jobs and customers in Zoho
  5. Split by confidence.
    • Auto-post: A clear match, like a repeat vendor on an active job with a receipt, gets posted with no input from you.
    • Review queue: Anything unclear goes into one short daily email that shows Claude’s best guess. You confirm or correct it, and Claude posts it.
  6. Expense recorded in Zoho. Each record gets the expense account, the customer and the project. Your corrections become rules, so the review queue should shrink over time.