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PlaybookBuilt from the public setups listed at the bottom

Friday admin cleanup: a weekly no-code AI routine

For founders and solo operators whose week ends with loose receipts, unanswered emails and unbilled work: four copy-paste prompts in Claude or ChatGPT, run once a week.

ClaudeChatGPTSolo foundersAgenciesLocal & service
Setup
One Friday afternoon to try all four
Your time
You confirm categories and send every reminder yourself

This is what the setup aims for, not a measured result.

  1. Turn the week's receipts into a table for your books

    Sorting receipts weekly is easier than a year-end scramble and gives your bookkeeper clean records. AI can misread or miscategorize, so the prompt marks anything unsure for you to check.

    Lay 5–15 paper receipts flat and take one overhead photo, or upload digital receipts and a card export with account numbers removed. Paste the table into your Google Sheet or Excel file.

    PromptWritten by our editors
    Act as a careful bookkeeping assistant. I've attached photos of this week's receipts [AND_CARD_EXPORT].
Make one table with these columns:
Date | Vendor | What was bought (short) | Subtotal | Tax | Tip | Total | Suggested category | Business purpose (leave blank for me) | Check?

Rules:
- Use only my category list: [CATEGORY_LIST]. If unsure, write "Ask accountant".
- If a number is unreadable or a receipt is cut off, write "unreadable" and set Check? to Yes. Never guess amounts.
- If I attached card transactions, match receipts to card lines where date and amount agree; then list card lines with no receipt and receipts with no card line.

After the table, flag:
1. Any receipt where subtotal + tax + tip doesn't equal the total.
2. Recurring subscriptions or repeat vendor charges this week, so I can confirm we still use them.
This is for record-keeping, not tax advice.

    A creator turned 47 receipt photos into an expense report with Claude (see the receipts use case). Not tax advice.

  2. Draft reminders for overdue invoices and unbilled work

    Cash flow stalls when finished work isn't billed or invoices sit past due. A friendly, factual reminder is easier to send when the draft is already written.

    Check your invoicing tool for invoices 7 or more days overdue and extra work not yet billed. List them in the prompt. Add your payment link before sending.

    PromptWritten by our editors
    Act as an accounts-receivable assistant who keeps client relationships friendly while getting invoices paid.
Here are my open billing items:
[OPEN_ITEMS]

For each item, write an email and a short text version:
- Tone: upbeat, helpful, matter-of-fact (for example, "Closing out our books for the week...").
- Include the invoice number, amount and due date exactly as I gave them, and the placeholder [PAYMENT_LINK].
- For unbilled extra work, write a short note describing the work so I can send an invoice.
- For anything more than [SERIOUS_DAYS] days overdue, say clearly that we'd like to keep the account in good standing, and mention pausing scheduled work only if this is true: [PAUSE_ALLOWED].
Don't add late fees, interest or deadlines I haven't listed.

  3. Answer the emails you've been avoiding, in one batch

    The emails that sit all week are usually the ones that need a no, a negotiation or a long explanation. Writing your decision in a line and letting AI draft the reply makes them easier to send.

    Copy 5–8 avoided emails. Remove other people's phone numbers, addresses and account details. Under each, write your decision in a few words.

    PromptWritten by our editors
    I'm clearing my inbox for the week. Below are [NUMBER] emails I've been putting off, each followed by my decision.
Draft a clear, polite, complete reply to each one that carries out my decision exactly. Keep each under [WORD_LIMIT] words. Don't agree to anything beyond my decision, and mark anything I need to confirm with [CHECK].

Email 1: [PASTE_EMAIL_1]
My decision: [DECISION_1]

Email 2: [PASTE_EMAIL_2]
My decision: [DECISION_2]

Email 3: [PASTE_EMAIL_3]
My decision: [DECISION_3]

  4. Brain-dump the week into a Monday plan and team note

    Writing down open tasks before the weekend gives you a starting list for Monday, so they're not left in your head.

    In the Claude or ChatGPT app, tap the mic and talk for a couple of minutes, or type bullets. Pin the plan where you'll see it Monday morning.

    PromptWritten by our editors
    Turn my Friday brain-dump below into two outputs.

OUTPUT 1: My Monday plan
- The top 3 priorities for Monday morning, in order, with one sentence on why each matters.
- Waiting on: who owes me a reply, delivery or payment.
- One process fix: based on what went wrong this week, one small change to try next week.

OUTPUT 2: A short Monday message to my team
- 2 specific wins from this week.
- Next week's focus areas. Use only numbers or targets I mention; don't invent metrics.
- A friendly sign-off.

Use only what's in my notes. If something is unclear, list it under "Questions for me".

Brain-dump:
[SPEAK_OR_PASTE_NOTES]

Guardrails

  • Not tax advice. Treat categories as suggestions and confirm them with your accountant. The IRS lists receipts among the supporting documents to keep.
  • Remove card numbers, account numbers and bank details before uploading. Anthropic's terms say outputs "may contain material inaccuracies even if they appear accurate".
  • Before pasting emails, remove other people's phone numbers, addresses and account details.
  • Text clients about payment only if they agreed to texts, and mention pausing work only if your contract allows it.

Business fit

  • Solo foundersclear receipts, reminders and avoided emails in one sitting and start Monday with a plan.
  • Agenciescatch unbilled extra work before the month closes.

  • Trades and studios: chase overdue invoices with polite, firm reminders you send yourself.

    Local & service

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