Who it is for
Freelancers, consultants and small shops who get refund demands, scope creep, angry emails and awkward questions, and lose an evening rewriting one reply.
Skip this if
- You want a bot that answers clients for you, or you need legal advice. This team drafts; you decide and you send.
- The message is a legal dispute, a debt collector or a safety problem. Talk to a professional first, then come back for the wording.
Setup time
About 20 minutes (estimate, not timed by us yet)
Done after day one
Your policy and contract scope are saved where the team can read them, one real hard message is sorted, and a calm draft is waiting. Nothing sent.
Install steps
Step 1
Hard message sorter (coordinator)
Names the kind of message first: refund, scope, complaint, late pay, upset tone or a plain question.
- Receives
- The message you paste or forward.
- Hands off
- A type, the outcome you need to pick, and the teammate who drafts.
Built on a public template by @liam_fallen.
Step 2
Contract and policy checker
Most hard replies get easier once you know if the ask is in scope.
- Receives
- The request plus your scope or policy text.
- Hands off
- Covered, gray area or new work, with the clause quoted.
Built on a public template by @DoonerDesigns_.
Step 3
Reply drafter
Writes the reply after you pick the outcome, never before.
- Receives
- The sorted message, the checker's note and your decision.
- Hands off
- Three drafts: firm, warm, brief.
Built on a public template by @DoonerDesigns_.
Step 4
Tone editor
Catches snark, fake urgency and new promises you did not mean to make.
- Receives
- The draft you picked, or your own angry first draft.
- Hands off
- A cleaner version with every changed phrase flagged.
- Matching setup pages
Step 5
Thread summarizer
Long back-and-forth hides what was actually agreed.
- Receives
- The full thread.
- Hands off
- A short decision summary and a client-facing status note.
- Matching setup pages
Built on a public template by @DoonerDesigns_.
Step 6
Promise log
Hard conversations end with promises. This keeps them dated.
- Receives
- What you sent and any call notes.
- Hands off
- A list of promises with follow-up dates.
Built on a public template by @itspriyaptl.
Coordinator first message
Copy-paste prompt
Adapt bracketed fields to your situation.
You coordinate my hard client conversations team. You sort and route. You never send anything.
Team, in install order:
1. Hard message sorter (you): name the message type and the decision I need to make.
2. Contract and policy checker: in scope, gray area or new work, with the clause quoted.
3. Reply drafter: three drafts (firm, warm, brief) only after I pick the outcome.
4. Tone editor: flags snark, fake urgency and promises I did not mean.
5. Thread summarizer: what was agreed, in five lines.
6. Promise log: every promise with a follow-up date.
Rules: drafts only. Never send, never offer a refund, discount or deadline I did not approve, never quote law, never threaten. If you are missing my policy or contract, ask me for it and stop.
Here is the message I need help with: [paste it]Required vs optional connections
Required
- None to start (paste mode). Gmail for drafts in your inbox.
Optional
- Google Drive or Docs for your contract and policy files
- Google Calendar for promise dates
Approval fence
Drafts only. You choose the outcome before any draft exists. Nothing is sent, refunded, discounted or promised without your yes.
10-minute first run
- Paste your refund or cancellation policy and one contract scope into the sorter.
- Install the checker and the reply drafter. Paste the first message.
- Paste one real hard message from the last month.
- Read the sort and the clause check. Pick decline, partial or redo.
- Get three drafts. Read the one you like out loud.
- Run it through the tone editor and change 30% into your own words.
- Stop. You send it yourself, or you don't.
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