Write a checklist for a repeat job
A practical way to use AI for this job in a small business, with a prompt you can copy.
Every repeat job has that one step someone always forgets: the final photo, the gate latch, the invoice note. And every time, it costs you a callback or an awkward phone call.
The prompt
Write a checklist for [repeat job, e.g. end-of-day close, site setup, new client onboarding]. Here's roughly what we do: [describe]. Group into before, during and after. Keep each item short.
Replace everything in [square brackets] with your own details. Don't paste in anything you wouldn't want stored by the AI provider.
Steps
- Describe the job roughly.
- Run the prompt.
- Test it with your team for a week.
- Laminate it or put it in your job app.
A worked example
A Canberra pest control business asks Claude for a checklist for a standard termite inspection. The prompt includes the job steps, tools, safety gear, and what the customer receives afterwards. The checklist comes back in three sections: before you leave the depot, on site, after the job.
The owner adds two things he knows go wrong (forgetting to note the meter box area, not photographing the subfloor entry). He puts it in a free checklist app on the team's phones. Callbacks for missed steps drop noticeably over the next month.
Where it goes wrong
AI checklists are generic until you add the things that go wrong in your business. Those are the most valuable lines. Keep it short: a 40-item checklist won't get used. And review it after a month to cut what nobody needs.
Time saved
Writing a checklist takes 1 to 2 hours. AI gets you a first draft in 10 minutes; your experience fills the gaps. These are my estimates for a typical small business, not measured results.
What it costs (AUD)
Free plans are fine. Checklist apps and Google Docs both have free options.
The free plans of ChatGPT, Claude and Gemini handle this fine. If you end up using AI every day, the paid plans are roughly: ChatGPT Plus approx. A$30 a month, Claude Pro approx. A$29 a month billed monthly (US$20, or about A$24 a month if you pay yearly), and Google AI Pro approx. A$33 a month through the App Store. Prices approx., October 2026. Some are billed in US dollars, so your bank may add a foreign transaction fee. Check the vendor's pricing page before you buy.
Australian notes
Include safety checks relevant to your work and your state's WHS laws. If your trade has licensing or reporting obligations, build them into the checklist so they're not forgotten. AI won't know your local rules.
Privacy: the Privacy Act and the Australian Privacy Principles (APPs) cover most businesses turning over more than $3 million, plus some smaller ones such as health providers. Even if you're under the threshold, treat customer details with care: strip names, phone numbers and addresses before you paste anything into an AI tool.
My verdict
Simple, effective, reduces mistakes.
Common questions
What's the difference between an SOP and a checklist?
An SOP explains how to do something. A checklist makes sure you did everything.
Paper or app?
Whatever your team will actually use. Laminated paper in the van works fine.
How long should a checklist be?
Short enough to use on every job. If it's longer than a page, split it.
Do this today
Think of the last job that went wrong because a step was missed. Ask AI for a checklist for that job type today.
More operations use cases
Next: Plan a roster or schedule · All operations · Want a bot to do this automatically? See bot setup guides.