Leo

Leo | AI Automation for Business

I teach business owners to automate the repetitive work with AI.

[Leo @leoonlinerw]

Every time you open ChatGPT you spend the first four minutes telling it what your business is. Again.

Say that is twenty minutes a week. Seventeen hours a year retyping who you are, and it still writes like it has never met you.

There is a free fix. Twenty minutes, once. Almost nobody does it. Here is the whole thing.

WHAT YOU ARE BUILDING
A one page brief about your business that the AI reads automatically before every answer, forever. Free. Works in ChatGPT, Claude and Gemini.

STEP 1. LET IT INTERVIEW YOU
Open a new chat and paste this:

"Interview me about my business so you can help me properly later. Ask one question at a time, twelve questions maximum. Cover what I sell, who buys it, how they find me, what I charge, how I deliver, what I refuse to do, and the words I use with customers. Then write it up as a one page brief in plain English."

Answer honestly. Short answers are fine. Fifteen minutes.

STEP 2. FIX WHAT IT GOT WRONG
Read the brief it hands back. It will guess at one or two things. Correct them. This is the only part that matters, so do not skim it.

STEP 3. PUT IT WHERE IT GETS READ EVERY TIME
ChatGPT: Projects in the sidebar, new project, open its settings, Add Instructions, paste.
Claude: Projects, New project, Custom instructions, paste.
Gemini: Explore Gems, New Gem, Instructions, paste.

STEP 4. STOP USING BLANK CHATS
Start every future conversation inside that project. That is the whole habit.

WHAT ACTUALLY CHANGES
Ask for a follow up email and it already knows your prices, your delivery times and what you never promise. No context paragraph. No deleting the corporate voice back out of it.

WHAT BREAKS
It goes stale. Prices move, offers change, and three months later it is quoting last spring at a customer. Reread it on the first of the month. Two minutes.

And keep card numbers, passwords and customer names out of it. That brief is not a safe.

WHEN NOT TO BOTHER
If you open AI once a fortnight to rewrite a caption, this is twenty minutes you will not get back. It starts paying at about three chats a week.

Right now you are briefing a new freelancer every morning and firing them at lunch.

What is the first thing you would put in yours?

[Leo @leoonlinerw]

@_TMIAgency The draft can wait in Gmail with the name already in it.
Approval is one tap.
A folder of unsent files is not a system.

[Leo @leoonlinerw]

@SivamTech1 Form → CRM is a machine.
CRM → Gmail draft is a machine.
You still tap send.
The paste is the job to kill first.

[Leo @leoonlinerw]

@MahrukhTalksAI One client record.
If the Slack change is not on that page, it did not happen.
AI should draft from that page only.

[Leo @leoonlinerw]

@BowTiedCamels Paste the last email you actually sent, not a prompt.
Ask it to cut it in half and keep your short words.
If it adds a paragraph you would never say, you are the second AI in the thread.

[Leo @leoonlinerw]

@AskMichaelTaiwo Leave price, date, and the promise as blanks.
AI can fill the rest.
The phrase they noticed was almost always one of those three.

[Leo @leoonlinerw]

Most AI in a small business
is a tab you open when you panic.

That tab does not send.
It does not chase.
It does not update the CRM
when the call ends.

S&P Global: 42% of companies
killed most of their AI projects
before anyone used them for real.
A year earlier that number was 17%.

Open one job that already repeats.
Put a draft on that job.
You keep the number and the send.

A chat window is not a system.
A system still works
when you are on the other call.

[Leo @leoonlinerw]

Do not ask AI to “manage my inbox.”

Give it a gate:

“Read this message. Return:
— job: reply, decide, schedule, or file
— missing information
— suggested next action
— one sentence it must not claim.”

Then review the gate before the draft.

The check is the automation.

[Leo @leoonlinerw]

Unpaid invoices do not get nicer with time.

Day 7, day 14, day 21
should already be written.

AI drafts the chase
from the total you approved.
You check the number.
You send.

If it writes a new total,
kill that step.
You are not collecting.
You are picking a fight.

[Leo @leoonlinerw]

71% of companies say they run AI agents.
11% ever let one do a real job.

Camunda, 2026. 1,150 leaders.

The other 89% bought a chat window.
It summarises.
It answers.
It does not send the invoice,
book the call,
or write the CRM line
when the meeting ends.

If you still copy the next step by hand,
you do not have automation.
You have a demo
you open when you feel behind.

[Leo @leoonlinerw]

Four client recaps a week is $1,184 a year of typing.

Not the call. The write-up after.

12 minutes x 4 calls x 52 weeks = 2,496 minutes.
2,496 / 60 = 41.6 hours.
41.6 x $28.46 = $1,184.

The recap is the same four lines every time:

what we covered
what you owe me
what I owe you
when we talk again

Write those four headings once.
After the next call, paste your notes under them.
Tell AI to fill the four lines in your voice.
You check names, dates, and numbers.
You send.

If it invents a promise you did not make,
you did not get 12 minutes back.
You bought an apology.

If you do two calls a week, cut it in half: $592.
If each recap takes 20 minutes, it is $1,973.

[Leo @leoonlinerw]

@ghconsultingg Answer the complaint, not the template.

Private details stay off the thread. The rest can be a saved first line.

[Leo @leoonlinerw]

@MarkMeyerBuilds Alerts are a pile.

The note on why you skipped it is the only part that teaches the next one.

[Leo @leoonlinerw]

@OnatAksaray @Oliver_Clingain The call gets easier when the first ten minutes already happened.

Asking for 30 cold is the expensive version.

[Leo @leoonlinerw]

@Oliver_Clingain @CoachThisath 67 pitches is why the saved Loom dies too.

Same clip, new name in the first line, still looks like a blast.

[Leo @leoonlinerw]

@Codie_Sanchez Level 3 is the one shops skip.

The team still types the same reply. The system is a folder of drafts nobody sent.

[Leo @leoonlinerw]

Mine was “what should I charge.”

It had the brief.
It did not have the late payer, the last three jobs, or the cut I already made.

It answered anyway.

[Leo @leoonlinerw]

You are about to let a machine that has never met the customer set the price.

It does not know they paid late in March.
It does not know you already cheapened this job to win it.
It does not know they will fight the invoice.

It still gives you a number.
Same calm voice it used to fix the email.

You paste it.
Then you eat the difference.

That is not a tool problem.
That is a clerk you promoted to partner.

Give the clerk the file and it is excellent.

Summarise this contract.
Turn these notes into a follow-up.
Rewrite this so the price does not scare them.
Read this complaint and tell me what they actually want.

Give the partner nothing but the brief
and it guesses the customer, the margin, and the risk.
Then it says the guess like a fact.

Sunday you build a pricing assistant.
Wednesday you change the third quote by hand.
Week two the tab is still open.

The tool did not fail.
You asked a clerk for judgement.

Fluency is not knowledge.
Give it the file.
Keep the call.

What did you ask it
that it had no right to answer?

[Leo @leoonlinerw]

16.4 hours a week on admin. That is two working days, every single week.

The number comes from a survey of 251 business owners, September 2023. It was paid for by Time etc, a company that sells virtual assistants. So yes, they had a reason to find a big number.

Cut it in half anyway. 8.2 hours a week.

8.2 x 52 = 426 hours a year. At $28.46 an hour, $12,135.

Now the honest part. AI will not take all of it. Say it takes one hour a week. Just one: the emails, the summaries, the notes you type twice.

52 hours a year. $1,480.

Say the tool costs $20 a month. $240 a year.

$1,480 of your time for $240. That is the math before anything clever happens.

How many hours did admin really take you last week?

[Leo @leoonlinerw]

Five jobs to hand AI this week. None takes more than ten minutes to set up.

1. The reviews you never answered. Paste in ten. Ask for a short, personal reply to each. Read them, fix one word, post.

2. The long thread. Paste it in and ask for three things only: what was agreed, who owes what, what happens next.

3. The question you answer every week. Have it write the best version once. Save it. Stop rewriting it.

4. Your call notes. Turn the mess into a to-do list with a name and a date next to every item.

5. Your own website, read as a stranger. Ask what is confusing and what a new customer would still not know after reading it.

And three things it never sends without you reading them first: a price, a promise, a refund.

Which one are you starting with?

[Leo @leoonlinerw]

Five AI subscriptions at $20 is $1,200 a year.

One division decides which ones survive.

Monthly price, divided by (hours it saves a month x what your hour is worth).

Under 0.25, keep it. Above 0.25, you are paying to feel organized.

A $20 tool that saves 6 real hours, at $28.46 an hour: 20 / (6 x 28.46) = 20 / 170.76 = 0.12 Keep it.

A $150 tool that saves 2 hours: 150 / (2 x 28.46) = 150 / 56.92 = 2.64 You are paying $150 to buy back $57 of your own time.

It is 0.25 and not 1.0 because the sticker price is never the whole cost. There is the evening you set it up, the morning it breaks, and the twenty minutes every week you spend checking its work.

The honest part: you have to time the task first. Guessing "it saves me loads" is exactly how five subscriptions end up on one card.

Open your card statement. Which one fails that division?