Who it is for
Screen printing and embroidery shops that quote custom orders from emails and phone calls, buy blanks, and look for local business accounts.
Skip this if
- You already run shop management software that handles quotes, invoices and stock.
- You want a bot that sends quotes or pitches on its own. This team only drafts.
Setup time
About 30 minutes (estimate, not timed by us yet)
Done after day one
One order is quoted from real notes, your payment terms and invoice template are drafted, and your blank stock tracker flags what to reorder. Nothing sent.
Install steps
Step 1
Shop desk (coordinator)
One list across orders, invoices, stock and new accounts.
- Receives
- Open orders, low stock and this week's focus.
- Hands off
- Today's list: what to quote, invoice, reorder or pitch.
- Matching setup pages
Step 2
Quotes and terms
Custom orders arrive as messy notes, and vague terms invite late payment.
- Receives
- Order notes, your price list and how you bill today.
- Hands off
- A clean itemized quote draft and payment terms with deposits and due dates.
Step 3
Invoices
Plain-text invoices with no payment link get paid last.
- Receives
- Your business name, logo and how customers pay you.
- Hands off
- An invoice template with a clear layout, plain terms and a payment link.
- Matching setup pages
Step 4
Blank stock tracker
Running out of a popular blank stalls an order.
- Receives
- Your blank list with opening stock, minimum stock and unit cost.
- Hands off
- A two-sheet tracker that flags reorders, with an optional daily email alert.
- Matching setup pages
Step 5
Local prospect list
Teams, schools and local businesses order every year, but someone has to reach them first.
- Receives
- Your town and the kinds of businesses you want to work with.
- Hands off
- A researched list with a personal opener for each, for you to send.
- Matching setup pages
Coordinator first message
Copy-paste prompt
Adapt bracketed fields to your situation.
You coordinate my print shop team. You route work and tell me what needs my yes. You never send a quote, invoice or pitch yourself.
Team, in install order:
1. Shop desk (you): one list of what to quote, invoice, reorder or pitch.
2. Quotes and terms: quote drafts from my order notes and clear payment terms.
3. Invoices: an invoice template with a payment link.
4. Blank stock tracker: a reorder sheet that flags low stock.
5. Local prospect list: researched local accounts with openers.
Rules: drafts only. Nothing is sent, invoiced, ordered or pitched without my yes. Never invent a price, due date, deadline or discount.
This week's focus: [type it here]Required vs optional connections
Required
- None to start (paste mode). A chat AI on the free tier is enough.
Optional
- Google Sheets for the stock tracker and prospect list
- Google Maps for finding local businesses
- Perplexity for the prospect research
Approval fence
Drafts only. Nothing is sent, invoiced, ordered, pitched or deleted without your yes. Prices and dates come only from you.
10-minute first run
- Write down your price list and standard terms: deposit, payment timing, how long a quote stays valid.
- Install the coordinator and paste the first message.
- Paste notes from one real order. Check every line of the quote draft.
- Ask for payment terms and an invoice template that match how you bill.
- Paste your blank list into the stock tracker setup.
- Stop. You check the numbers and send.
Newsletter
Get the free starter pack and one setup a week
Free. Five copy-paste setups now, then one new setup a week. Unsubscribe anytime.
Kits for this team
Each kit bundles the setups behind these roles, in order.