JP Automations — Free Guide
One brief per client. AI generates your proposal, invoice, contract, and CRM entry — all formatted, all ready to send.
Before you start:
Setup takes 30 minutes once. Every new deal after that takes under 5 minutes.
JP Automations
jpautomations.co.uk
What you need (all free):
Claude.ai
Generates all documents
Free plan works
Google Docs
Finished proposals & invoices
Free
Notion
CRM — track every client
Free plan
Any text editor
Fill in the brief
Notepad, TextEdit, VS Code
Claude.ai free tier handles everything in this guide. If you want longer documents or faster generation, Claude Pro is £18/month — but it's not required to start.
How the system works:
New deal agreed → open a new client folder
Fill in brief.md — takes 5 minutes
Paste brief + proposal prompt into Claude → copy output to Google Docs → send
Paste brief + invoice prompt → format → send
Paste brief + contract prompt → both parties sign in Google Docs
Paste brief + CRM prompt → paste into Notion → done
The brief is the key. You fill it in once and it powers everything else. No reformatting, no rewriting, no starting from scratch.
5 minutes — do this once
Create this structure on your computer, in Google Drive, or in Notion. The exact location doesn't matter — what matters is that every client gets their own folder and every document lives in it.
Folder structure
📁 Clients/
📁 _Templates/
📄 brief-template.md
← copy this for each new client
📁 [Client Name — YYYY-MM-DD]/
📄 brief.md
📄 proposal.md
📄 invoice.md
📄 contract.md
When a new client signs, duplicate the _Templates folder, rename it with the client name and today's date, and you're ready.
Fill this in once — it powers every document
This is the core of the system. Every prompt you'll use in the steps below references this brief. Take 5 minutes to fill it in properly after your sales call — the better the brief, the better every document.
Copy this as your brief-template.md:
# Client Brief — [Client Name] Date: Filled in by: --- ## Contact Details Full name: Company name: Industry / niche: Website: Email: Phone: --- ## Project Scope Service(s) requested: Project description (what they want done): Timeline / deadline: Budget discussed: £ How they found you: --- ## Discovery Call Notes Main pain points they described: Their goals (what success looks like to them): Any objections or concerns raised: Red flags or things to watch: --- ## Agreed Terms Service agreed: Price agreed: £ Payment structure: (e.g. 50% upfront, 50% on completion) Start date: Estimated delivery: Key deliverables: 1. 2. 3. --- ## Additional Notes
Save this as brief-template.md in your _Templates folder. Duplicate it for each new client and fill it in fresh.
Paste your brief + this prompt into Claude → done
Once the brief is filled in, open claude.ai, start a new conversation, and paste the prompt below followed by your full brief. Claude will output a complete, client-ready proposal.
Proposal Prompt — copy this exactly
You are a professional proposal writer for a UK service business. I'm going to give you a client brief and you need to generate a complete, client-ready proposal document. Here is the client brief: [PASTE YOUR FULL BRIEF HERE] Generate a proposal with these exact sections: 1. Executive Summary — 2–3 sentences. What we'll do and the single most important outcome for them. 2. The Challenge — Restate their problem using the exact language from the brief. Don't paraphrase. Make them feel understood. 3. Our Approach — Step-by-step how we'll solve it. Be specific. Use numbered steps. 4. Deliverables — Bullet list. Each item should be specific and measurable, not vague. 5. Timeline — Week-by-week breakdown from start date to delivery. 6. Investment — Agreed price, payment structure, what's included, what's excluded. 7. Why Us — 2–3 sentences. Confident, not salesy. Reference a relevant result if possible. 8. Next Steps — One clear action. "Reply to this email to confirm" or "Sign the contract at the link below." Tone rules: - Direct and confident — no corporate filler - Write like a person, not a company - No phrases like "we are pleased to", "leveraging", "synergy", or "best-in-class" - Short sentences. Active voice. Format: Clean sections with bold headings. Ready to paste into Google Docs.
Paste the prompt into Claude, replace [PASTE YOUR FULL BRIEF HERE] with your actual brief
Copy Claude's output
Open Google Docs → New document → Paste → light formatting if needed → send to client
Save the output as proposal.md in the client's folder
Formatted, line-itemed, VAT-ready
Same process as the proposal — paste the prompt and your brief into Claude. The invoice will be structured with line items, VAT (if applicable), payment terms, and bank details placeholders.
Invoice Prompt — copy this exactly
Generate a professional invoice based on this client brief. Format it ready to paste into Google Docs. Here is the client brief: [PASTE YOUR FULL BRIEF HERE] Structure the invoice like this: HEADER - Title: INVOICE - Invoice number: [INV-001] — I'll update this manually - Date issued: [today's date] - Payment due: 30 days from issue date (or match brief terms) FROM (my details — use placeholders I'll fill in) - Business name: [YOUR BUSINESS NAME] - Address: [YOUR ADDRESS] - Email: [YOUR EMAIL] - Phone: [YOUR PHONE] - VAT number (if applicable): [VAT NUMBER] TO (pull from brief) - Client name - Company - Email LINE ITEMS Break the agreed service into 2–4 clear line items. Each should have: - Description (what it is, written for the client to understand) - Quantity - Unit price - Line total After line items: - Subtotal - VAT at 20% (if the brief mentions VAT, otherwise mark as "N/A — not VAT registered") - Total due: £[AMOUNT] PAYMENT DETAILS - Payment method: Bank transfer - Sort code: [SORT CODE] - Account number: [ACCOUNT NUMBER] - Reference: [CLIENT NAME] — INV-001 FOOTER - Payment terms as per agreed brief - One short professional thank-you line Format: clean table layout in markdown. No filler.
Paste the prompt + brief into Claude
Copy output → paste into Google Docs
Fill in your own details (business name, bank details, VAT number)
Update the invoice number sequentially (INV-001, INV-002, etc.)
Download as PDF → send
Plain English, legally sound, UK-ready
This generates a complete service agreement in plain English. It covers everything a proper contract needs — payment terms, deliverables, IP ownership, confidentiality, termination — without the legal jargon that makes clients hesitant to sign.
Contract Prompt — copy this exactly
Generate a plain-English service agreement for a UK service business based on this client brief. It should be legally sound but written so a non-lawyer can read and sign it without hesitation.
Here is the client brief:
[PASTE YOUR FULL BRIEF HERE]
Include these sections in this order:
1. Parties
Who this agreement is between. Pull names/companies from the brief.
2. Services
Exactly what is being delivered — pull directly from the deliverables in the brief. Be specific.
3. Timeline
Start date and delivery date from the brief.
4. Payment Terms
Amount, payment structure (e.g. 50% upfront), due dates, and a late payment clause:
"Invoices unpaid after 30 days accrue interest at 8% above the Bank of England base rate, as permitted under the Late Payment of Commercial Debts Act 1998."
5. Revisions
2 rounds of revisions included. Additional revisions charged at [£X/hour — leave as placeholder].
6. Intellectual Property
Client owns all final deliverables upon receipt of full payment. Supplier retains ownership until full payment is received.
7. Confidentiality
Both parties agree not to disclose confidential information shared during the project.
8. Limitation of Liability
Total liability capped at the value of this contract.
9. Termination
Either party may terminate with 14 days written notice. Work completed to date is billable. Deposits are non-refundable.
10. Governing Law
This agreement is governed by the laws of England and Wales.
11. Signatures
Signature line, printed name, date — for both parties.
Tone: professional and clear. No Latin, no legalese, no 200-word sentences.
Format: numbered sections, ready to paste into Google Docs.Paste the prompt + brief into Claude
Copy output → paste into Google Docs
Add your business details where indicated
Share the Google Doc with the client → they add their signature → you add yours
Tip — get signatures faster:
Share the Google Doc with the client and ask them to type their name + date in the signature field. For a legally stronger signature, use DocuSign (free for 3 documents/month) or Signaturely. Both integrate with Google Docs.
Every deal tracked — without the admin
Notion is your CRM. Free, flexible, and it takes 10 minutes to set up. Here's how to build the database and then auto-populate it from your brief every time.
Set up your Notion CRM database (do this once):
Open notion.so → New page → select Table
Name it Client CRM
Add these columns: Client Name, Company, Industry, Email, Phone, Status, Source, Service, Value (£), Payment Status, Start Date, Delivery Date, Deliverables, Notes, Follow-up Date, Tags
Set Status as a Select field with options: Lead, Proposal Sent, Active, Completed, Lost
Set Payment Status as Select: Deposit Pending, Deposit Paid, Final Invoice Sent, Paid in Full
CRM Entry Prompt — copy this exactly
Based on this client brief, generate a structured CRM entry I can paste into Notion. Here is the client brief: [PASTE YOUR FULL BRIEF HERE] Format the output as a clean list of field: value pairs, using exactly these field names: Client Name: Company: Industry: Email: Phone: Status: Active Source: [how they found us — pull from brief] Service: Value: £[agreed price] Payment Status: [Deposit Pending / Paid in Full — infer from brief context] Start Date: Delivery Date: Deliverables: [bullet list — pull from brief] Notes: [2–3 sentences — summarise their main pain points, goals, and anything important to remember] Follow-up Date: [2 weeks after start date] Tags: [industry], [service type] Keep it factual. No interpretation beyond what's in the brief. This is a reference document.
Paste the prompt + brief into Claude
Copy the output
Open your Notion CRM → New row → fill in each field from Claude's output
Update the Status and Payment Status manually as the project progresses
Your complete workflow for every new deal:
Deal agreed → duplicate _Templates folder → rename it [Client Name — Date]
Fill in brief.md — 5 minutes while the call is fresh
Proposal prompt + brief into Claude → paste output into Google Docs → send to client
Invoice prompt + brief into Claude → add your bank details → send as PDF
Contract prompt + brief into Claude → share Google Doc → both parties sign
CRM prompt + brief into Claude → paste fields into Notion → project live
One brief. Four documents. Every client, every time.
Once you've run this 5+ times:
At this point you know what outputs you like and what you'd tweak. Here's how to make the system even faster:
Save your prompts as Claude Projects
In Claude.ai, create a Project called 'Client Documents'. Add all four prompts as instructions. Now you just paste the brief — no copying prompts each time.
Automate the CRM update with Make
Connect Tally (your intake form) to Notion via Make. When a client fills in the intake form, their details appear in your CRM automatically — no Claude prompt needed for the basic fields.
Use Google Docs templates
Once you've formatted a proposal and invoice you're happy with, save them as Google Docs templates. Paste Claude's output in and the formatting is already done.
Add an e-signature tool
Connect Google Docs to Signaturely or DocuSign. Send the contract link, get a signed PDF back, save it in the client folder. The whole sign-off process takes under 3 minutes.
The folder pays for itself on the first deal.
Most service businesses spend 3–5 hours on admin for every new client. Proposal, invoice, contract, CRM — it adds up. This gets it under 30 minutes. Run it for a month and you'll never go back.
Want this fully automated and connected for your business?
JP Automations
jpautomations.co.uk/book-call