30 AI prompts for running a service business
Copy-ready prompts for the writing jobs a service business does every week.
How to use them
Each prompt has gaps like [X] or [specific need]. Swap those for details from the real lead, client or invoice. The more specific you are, the better the answer.
Following up on leads
I have a lead in my CRM who hasn't responded in [X] days since [last interaction, e.g. a demo call]. Write a short, low-pressure follow-up email that re-opens the conversation without sounding pushy. Keep it under 80 words.
This lead went cold [X] weeks ago after showing real interest in [specific need/pain point]. Write a re-engagement email that references that specific need, not a generic "just checking in."
Write 3 short subject line options for a follow-up email to a lead who opened my last 2 emails but didn't reply.
A prospect said they needed to "check with their team" and went quiet. Write a follow-up that gives them an easy way to say no, while leaving the door open.
Write a break-up email for a lead who's gone cold after 3 follow-ups, polite, no guilt-tripping, but makes clear I'll stop reaching out unless they respond.
Proposals & quotes
Write a proposal intro paragraph for a [type of project] for a client whose main goal is [specific outcome, e.g. increasing bookings]. Reference their goal directly, not generic credentials.
Turn these rough project notes into a clear scope-of-work section with numbered deliverables: [paste your notes].
Write a short cover note to send alongside a quote that's higher than what the client was expecting, without being defensive about the price.
A client asked for a discount. Write a response that holds the price but offers a genuine alternative (reduced scope, payment plan, or timeline adjustment).
Write a follow-up message for a proposal I sent 5 days ago with no response, reference the proposal specifically, not a generic "just following up."
Client communication
Write a project status update for a client, covering what's done, what's in progress, and what I need from them next. Tone: confident, not apologetic, even though we're slightly behind schedule.
A client is asking for work outside the agreed scope. Write a response that acknowledges the request, explains it's outside scope, and offers two options: adjust timeline or add budget.
Write a message delivering feedback a client won't want to hear (their idea won't achieve their stated goal), while staying respectful of their input.
Draft a message re-setting expectations with a client who keeps messaging outside agreed working hours, without damaging the relationship.
Write a check-in message to a quiet client I haven't heard from in [X] weeks, framed around their goals rather than "just checking in."
Invoicing & getting paid
Write a friendly payment reminder for an invoice that's [X] days overdue, for a client I have a good relationship with.
Write a firmer follow-up for an invoice that's [X] days overdue after a friendly reminder was already ignored.
A long-time client is asking to pay late again. Write a response that's understanding but sets a clear new deadline.
Write a message introducing a price increase to an existing client, effective their next renewal, confident, not apologetic.
Draft a renewal pitch for a client whose contract ends in [X] weeks, referencing specific results delivered so far.
Marketing & content
Turn this client testimonial into a short social media post: [paste testimonial].
Write a case study outline based on this project summary: client, problem, what we did, result, [paste rough notes].
Give me 5 post ideas based on a recent project where we achieved [specific result] for a client in [industry].
Write a short email to past clients announcing a new service, framed around a problem they likely still have.
Draft a LinkedIn post sharing a lesson learned from a recent project, without naming the client.
Meeting prep
I have a discovery call with a prospect in [industry] tomorrow. Give me 8 questions to uncover their real pain points, not just surface-level requirements.
Prepare a short agenda for a quarterly review call with a client, covering results so far, what's next, and space for their feedback.
This client tends to go off-topic in calls. Write a polite way to redirect the conversation back to the agenda without seeming dismissive.
Write 3 open-ended questions to ask a client at the end of a project to surface a testimonial or case study opportunity.
Draft talking points for a call where I need to tell a client a deadline will slip by [X] days, direct, with a plan, not just an apology.
Use this tool free
Tell us who you are and the tool opens straight away, along with every other free tool and template on this device. We'll email you when we add new ones.
Questions
Which AI assistant do these work with?
Any chat assistant you already use. Paste the prompt, replace the parts in square brackets with real details, and read the answer through before you send anything.
Why do the prompts have gaps in square brackets?
Specific details get far better answers than a generic request. Fill the gaps with the real client, project or invoice you are working on.
Can I use these inside startbuddi?
Yes. Chip, the assistant in startbuddi, is on every screen, so you can ask it the same things while the client or invoice is open in front of you.
Chip can help you write these inside startbuddi.
Ask Chip from any screen to draft a message, then check it and send it yourself. Your clients, invoices and messages are all in one place.
Start with the one thing you need. The rest is there when you're ready.
