Real AI agent use cases, sorted by the problem you actually have.

You are my accounts receivable assistant for [Business Name]. Here is a list of overdue invoices: [paste invoice list with customer, amount, days overdue]. For each, write a short, friendly reminder email. Tone: [warm/firm]. 1-15 days: gentle nudge. 16-45 days: clear request with payment link [link]. 45+ days: firm, mention next steps [your policy]. Keep each under 90 words.

1. Write down how you handle this today, in 5-10 bullets.
2. Connect or export data from QuickBooks, Gmail, Zapier.
3. Set up ChatGPT (custom GPT) + Zapier and paste in the prompt, filling in the [placeholders].

Write a 2-sentence text message thanking [Customer First Name] for choosing [Business Name] for their [job type] today. Include the payment link [link] and mention the amount [$amount]. Friendly, no pressure, no emojis.

1. Write down how you handle this today, in 5-10 bullets.
2. Connect or export data from Jobber, Stripe, Zapier.
3. Set up Zapier AI step and paste in the prompt, filling in the [placeholders].

Here is a Stripe payout report [paste CSV] and a list of open invoices from Xero [paste CSV]. Match each payout line to an invoice by amount, date (within [3] days), and customer name. Output a table: payout ID, matched invoice, confidence (high/medium/low), and a list of anything unmatched with a likely reason.

1. Write down how you handle this today, in 5-10 bullets.
2. Connect or export data from Stripe, Xero, Make.
3. Set up Make + OpenAI module and paste in the prompt, filling in the [placeholders].

You are the front desk for [Business Name], a [industry] business in [city]. A new lead just filled out our form: [lead details]. Reply in under 60 words. Thank them, ask [qualifying question 1] and [qualifying question 2], and offer to book using [booking link]. Never quote prices; say a team member will confirm.

1. Write down how you handle this today, in 5-10 bullets.
2. Connect or export data from GoHighLevel, Calendly.
3. Set up GoHighLevel Conversation AI and paste in the prompt, filling in the [placeholders].

Write a text message to send automatically when we miss a call at [Business Name]. Apologize briefly, say we're likely on a job, ask what they need help with and their address/zip, and say a human will follow up by [time]. Under 45 words.

1. Write down how you handle this today, in 5-10 bullets.
2. Connect or export data from Housecall Pro, GoHighLevel.
3. Set up GoHighLevel missed-call text-back + AI and paste in the prompt, filling in the [placeholders].

Our ideal customer: [describe industry, size, budget, location]. Here is a new lead: [paste form + company info]. Score fit 1-10, explain in one sentence, and recommend: route to [Rep A] / [Rep B] / nurture sequence.

1. Write down how you handle this today, in 5-10 bullets.
2. Connect or export data from HubSpot.
3. Set up HubSpot Breeze agents and paste in the prompt, filling in the [placeholders].

Write a reply to this Google review for [Business Name]: [paste review]. If positive: thank them and mention one specific detail they wrote. If negative: apologize without admitting liability, and invite them to contact [owner name] at [phone/email]. Under 70 words, no corporate tone.

1. Write down how you handle this today, in 5-10 bullets.
2. Connect or export data from Google Workspace, Slack, Zapier.
3. Set up Zapier + ChatGPT and paste in the prompt, filling in the [placeholders].

Classify this customer reply as HAPPY, NEUTRAL, or UNHAPPY: [reply]. If HAPPY, write a short thank-you with our review link [link]. If UNHAPPY, write an internal alert for [owner name] summarizing the issue in one sentence.

1. Write down how you handle this today, in 5-10 bullets.
2. Connect or export data from Jobber, Slack, Zapier.
3. Set up Zapier AI step and paste in the prompt, filling in the [placeholders].

You answer customer questions for [Business Name] using ONLY this information: [paste FAQ, policies, hours]. If the answer isn't in the information, say: 'Good question - let me get a team member to confirm' and ask for their email. Be brief and friendly.

1. Write down how you handle this today, in 5-10 bullets.
2. Connect or export data from Shopify, Google Workspace.
3. Set up Custom GPT / website chat widget and paste in the prompt, filling in the [placeholders].

Here are tomorrow's jobs [paste: job, address, est. duration, skill needed, time window] and technicians [paste: name, skills, start location, hours]. Propose an assignment and order for each tech that respects time windows and skills and minimizes driving. Flag anything that doesn't fit.

1. Write down how you handle this today, in 5-10 bullets.
2. Connect or export data from ServiceTitan, Google Workspace.
3. Set up ChatGPT with exported job list and paste in the prompt, filling in the [placeholders].

A client wrote: [message]. Our availability: [paste open slots]. If they want to reschedule, offer the 3 closest slots. If they want to cancel, confirm politely and mention our [cancellation policy]. Under 60 words.

1. Write down how you handle this today, in 5-10 bullets.
2. Connect or export data from Calendly, Gmail, Zapier.
3. Set up Calendly workflows + AI reply drafts and paste in the prompt, filling in the [placeholders].

Write a short text to waitlisted customers: a [service] spot just opened at [time] on [day] at [Business Name]. First to reply YES gets it. Under 35 words.

1. Write down how you handle this today, in 5-10 bullets.
2. Connect or export data from Square, Zapier.
3. Set up Zapier + Square Appointments and paste in the prompt, filling in the [placeholders].

Role: [job title]. Must-haves: [list]. Nice-to-haves: [list]. Here is an application: [paste]. Give a 1-5 score per must-have with evidence quoted from the application, list open questions to ask in a phone screen, and do NOT consider age, gender, race, or other protected characteristics.

1. Write down how you handle this today, in 5-10 bullets.
2. Connect or export data from Gmail, Google Workspace.
3. Set up ChatGPT / Claude projects and paste in the prompt, filling in the [placeholders].

Write a job post for a [role] at [Business Name] in [city]. Pay: [range]. Schedule: [details]. What a typical day looks like: [notes]. Why people stay: [notes]. Plain language, short paragraphs, pay in the first 3 lines, under 250 words.

1. Write down how you handle this today, in 5-10 bullets.
2. Connect or export data from Google Workspace.
3. Set up ChatGPT and paste in the prompt, filling in the [placeholders].

You help new employees at [Business Name]. Use only these documents: [handbook, SOPs]. For any question about pay, benefits or HR issues, direct them to [person]. Start by giving them this first-week checklist: [list].

1. Write down how you handle this today, in 5-10 bullets.
2. Connect or export data from Microsoft 365, Slack.
3. Set up Microsoft Copilot / Slack AI and paste in the prompt, filling in the [placeholders].

Here are uncategorized transactions [paste: date, payee, amount, memo] and our chart of accounts [paste]. Suggest a category for each with confidence. Flag possible duplicates, personal-looking charges, and anything over [$threshold] that's new.

1. Write down how you handle this today, in 5-10 bullets.
2. Connect or export data from QuickBooks.
3. Set up QuickBooks Intuit Assist and paste in the prompt, filling in the [placeholders].

Here is this week's data: bank balance [ ], money owed to us [AR aging], bills due next 30 days [AP list], last 4 weeks of revenue [ ]. Write a 5-bullet plain-English cash summary for a busy owner, including one thing to act on this week.

1. Write down how you handle this today, in 5-10 bullets.
2. Connect or export data from Xero, Gmail, Make.
3. Set up Make + OpenAI and paste in the prompt, filling in the [placeholders].

Extract from this bill: vendor, invoice number, date, due date, subtotal, tax, total, and line items as a table. If anything is unclear, say so instead of guessing. [paste bill text]

1. Write down how you handle this today, in 5-10 bullets.
2. Connect or export data from Xero, QuickBooks, Gmail.
3. Set up Dext / Hubdoc / Zapier AI and paste in the prompt, filling in the [placeholders].

Using my price book [paste], turn these site-visit notes into an itemized estimate: [notes]. Include labor hours, materials, and options (good/better/best) where it makes sense. List assumptions and exclusions clearly.

1. Write down how you handle this today, in 5-10 bullets.
2. Connect or export data from Jobber, Housecall Pro.
3. Set up ChatGPT voice + price book and paste in the prompt, filling in the [placeholders].

Here's our compliance list [paste: item, holder, expiry date]. List anything expiring in the next 60 days, ordered by date, with the renewal steps from my notes [notes]. Write a short reminder email for each owner.

1. Write down how you handle this today, in 5-10 bullets.
2. Connect or export data from Google Workspace, Gmail, Zapier.
3. Set up Zapier + Google Sheets and paste in the prompt, filling in the [placeholders].

Summarize this contract for a small-business owner: [paste]. List: parties, term & auto-renewal, payment terms, termination, liability caps, indemnities, anything unusual. Then list 3 questions to ask before signing. This is not legal advice.

1. Write down how you handle this today, in 5-10 bullets.
2. Connect or export data from Google Workspace, Microsoft 365.
3. Set up Claude / ChatGPT and paste in the prompt, filling in the [placeholders].

Here are my unread emails [paste subjects + snippets]. Sort into Urgent, Needs my reply, Delegate to [name], FYI, Junk. For each 'Needs my reply', draft a 2-3 sentence reply in my voice: [describe your tone].

1. Write down how you handle this today, in 5-10 bullets.
2. Connect or export data from Gmail, Google Workspace.
3. Set up Gemini for Workspace / Superhuman AI and paste in the prompt, filling in the [placeholders].

From this transcript [paste], list decisions made, action items (owner + due date), and open questions. Then write a 4-sentence follow-up email to [attendees].

1. Write down how you handle this today, in 5-10 bullets.
2. Connect or export data from Microsoft 365, Slack, Google Workspace.
3. Set up Fireflies / Otter / Copilot and paste in the prompt, filling in the [placeholders].

Turn this walkthrough transcript into a standard operating procedure: [paste]. Include purpose, when to use it, tools needed, numbered steps, common mistakes, and who to ask. Plain language for a new hire.

1. Write down how you handle this today, in 5-10 bullets.
2. Connect or export data from Google Workspace, Slack.
3. Set up ChatGPT / Scribe and paste in the prompt, filling in the [placeholders].

Write [12] social posts for [Business Name], a [industry] business in [city]. Here are photo descriptions and notes: [paste]. Mix: before/after, tips, team, offers. Each under 60 words with a simple call to action. No hashtags spam - max 3.

1. Write down how you handle this today, in 5-10 bullets.
2. Connect or export data from Google Workspace.
3. Set up ChatGPT + Buffer/Meta scheduler and paste in the prompt, filling in the [placeholders].

Draft a short monthly email for [Business Name] customers. Include: one seasonal tip about [topic], one short story from this month [notes], and one offer [offer details]. Subject line options x3. Under 200 words, warm and specific.

1. Write down how you handle this today, in 5-10 bullets.
2. Connect or export data from HubSpot, Shopify.
3. Set up HubSpot AI / Shopify Email and paste in the prompt, filling in the [placeholders].

Write a product description for [product name] using these specs [paste]. Brand voice: [describe]. Include a 1-line hook, 3 benefit bullets, and care/sizing details. Under 120 words. Don't invent features.

1. Write down how you handle this today, in 5-10 bullets.
2. Connect or export data from Shopify.
3. Set up Shopify Magic and paste in the prompt, filling in the [placeholders].

Write a 3-email win-back sequence for customers of [Business Name] who haven't visited in [6] months. Email 1: we miss you + what's new [notes]. Email 2: a helpful tip. Email 3: an offer [offer] that expires [date]. Each under 100 words.

1. Write down how you handle this today, in 5-10 bullets.
2. Connect or export data from Square, Shopify, Gmail.
3. Set up Klaviyo / Square Marketing AI and paste in the prompt, filling in the [placeholders].

You answer inquiries about [listing address]. Facts: [price, beds, baths, availability]. Ask about timeline, budget, and pre-approval/income requirements. If qualified, offer showing times via [link]. Follow fair housing rules: never steer or comment on neighborhoods' demographics.

1. Write down how you handle this today, in 5-10 bullets.
2. Connect or export data from GoHighLevel, Calendly, Gmail.
3. Set up GoHighLevel Conversation AI and paste in the prompt, filling in the [placeholders].

Write 3 recall text templates for [Practice Name] for patients overdue for [service] by [3/6/12] months. Friendly, under 40 words, with booking link [link]. Do not include any health details (keep messages HIPAA-safe).

1. Write down how you handle this today, in 5-10 bullets.
2. Connect or export data from Google Workspace, Microsoft 365.
3. Set up Practice software + ChatGPT for templates and paste in the prompt, filling in the [placeholders].

Here's today's inventory [paste], items expiring within 2 days [paste], and last 4 [same weekdays] of sales [paste]. Suggest a prep list with quantities and one daily special that uses expiring items. Keep it practical for a small kitchen.

1. Write down how you handle this today, in 5-10 bullets.
2. Connect or export data from Square, Google Workspace.
3. Set up ChatGPT with Square exports and paste in the prompt, filling in the [placeholders].

Here are this week's completed tasks, in-progress items, and blockers for [Client]: [paste]. Write a short status email: wins, next week's plan, what we need from them. Under 150 words, confident and specific.

1. Write down how you handle this today, in 5-10 bullets.
2. Connect or export data from Slack, HubSpot, Google Workspace.
3. Set up n8n + OpenAI and paste in the prompt, filling in the [placeholders].