AI Operations Kit

STEAL THIS: Business Operations Templates

Run your business like a pro with these ready-to-use templates for invoicing, scheduling, and reporting.

Template 1: Professional Invoice

INVOICE #[number]

Date: [date]

Due Date: [date + 30 days]

From: [Your Business Name], [Address], [Phone], [Email]

To: [Client Name], [Client Address]

Services Rendered:

• [Service 1]: $[amount]
• [Service 2]: $[amount]
• [Service 3]: $[amount]

Subtotal: $[total]

Tax ([rate]%): $[tax]

Total Due: $[grand total]

Payment Methods: [Venmo/Zelle/Check/Card]

Payment Terms: Due within 30 days of invoice date.

STEAL THIS TEMPLATE: Copy into Google Docs. Replace brackets. Send as PDF.

Template 2: Weekly Schedule Template

Monday: [Morning task] / [Afternoon clients] / [Evening admin]

Tuesday: [Morning task] / [Afternoon clients] / [Evening off]

Wednesday: [Morning task] / [Afternoon clients] / [Evening marketing]

Thursday: [Morning task] / [Afternoon clients] / [Evening admin]

Friday: [Morning task] / [Afternoon clients] / [Evening planning]

Saturday: [Morning clients] / [Afternoon off]

Sunday: [Week planning and rest]

Time blocks to protect:

• 30 minutes Monday morning: review week ahead
• 30 minutes Friday afternoon: plan next week
• 1 hour Wednesday evening: social media and marketing

STEAL THIS: Copy into Google Calendar as recurring events.

Template 3: Monthly Business Report

MONTHLY REPORT — [Month] [Year]

Revenue: $[total] (vs last month: [+/-]%)

Expenses: $[total]

Net Profit: $[total]

Clients Served: [number]

New Clients: [number]

Repeat Clients: [number]

Top Revenue Sources:

1. [Service/Product]: $[amount]
2. [Service/Product]: $[amount]
3. [Service/Product]: $[amount]

Marketing Performance:

• Email open rate: [%]
• Social media followers gained: [number]
• Google reviews added: [number]

Next Month Focus:

1. [Priority 1]
2. [Priority 2]
3. [Priority 3]

STEAL THIS TEMPLATE: Fill out on the last day of each month. Takes 15 minutes.

Template 4: Client Intake Form

Client Name: ___

Phone: ___

Email: ___

How did you hear about us? ___

Service requested: ___

Preferred date/time: ___

Any allergies, preferences, or notes: ___

Emergency contact (if applicable): ___

ChatGPT prompt: Create a client intake form for a [business type]. Include all necessary fields for a first-time client. Professional but welcoming.

Template 5: Expense Tracker

Use a simple Google Sheet with these columns:

Date | Category | Description | Amount | Payment Method | Tax Deductible?

Categories: Supplies, Rent, Marketing, Software, Insurance, Travel, Professional Development, Equipment, Miscellaneous.

ChatGPT prompt: Create a Google Sheets expense tracker template for a small [business type]. Include formulas for monthly totals by category and a year-to-date summary.

Scheduling Configs: Booking System Setup

Recommended tools: Booksy (beauty), Square Appointments (retail), Calendly (services), Acuity (coaching).

Standard booking settings:

• Buffer time between appointments: 15 minutes
• Minimum advance booking: 2 hours
• Maximum advance booking: 60 days
• Cancellation window: 24 hours
• Reminder 1: 48 hours before
• Reminder 2: 2 hours before

STEAL THESE SETTINGS: Apply them to your booking tool today.

Your Implementation Checklist

1. Create your invoice template in Google Docs
2. Set up your weekly schedule with time blocks
3. Build your expense tracker in Google Sheets
4. Configure your booking system with the settings above
5. Fill out your first monthly report at the end of this month
6. Create your client intake form and use it for every new client

Operations are not glamorous, but they are what separate hobbyists from professionals. Set these up once and your business runs smoother forever.

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