What’s inside

What an AI office worker is, what it may do (draft, list, remind) and what it never does (send, delete, pay, post)
What you need: an AI app that runs scheduled tasks, the email and calendar connections, one folder and an hour a week
The rules file every worker reads first, section by section, with the interview prompt that writes yours
The twelve hard rules, including the scam rule: an email asking for a payment, a bank change or a code is never answered by a worker
Your business facts and your writing voice, with the phrases to ban so drafts sound like you
The first five workers: morning briefing, inbox sorter, new-lead responder, follow-up chaser and review requester
Nine more: job prep and crew text, after-job check-in, materials, bookkeeping, renewals, subcontractors, the sales scorecard, social media and a read-only job software reader
Practice mode, reports you can read in a minute, and logs so nothing is drafted twice
Talking back to your workers: answers, notes, feedback, report style and away mode
What workers can’t see (texts, calls, checks and cash) and how we filled the gaps
Safety, privacy, usage limits and backups, and a 30-day plan with the checks that show it is working
Starter pack: the rules file and settings to fill in, ready-to-paste instructions for all 14 workers, 7 list templates, the empty folders and every AI prompt from the guide

You get 2 files

AI Office Workers for Contractors (PDF guide)PDF, 42 pages
Starter pack: rules file, settings, 14 worker instructions and 7 listsZIP, 43 KB

When you’re done, you’ll be able to

Every website lead gets a reply drafted within hours, in your voice, ready for you to send
No estimate goes quiet and no invoice slips: follow-ups are drafted on schedule
Start each day with a 30-second briefing of what needs you
Hand office work to AI without ever letting it talk to a customer on its own

Not theory

From our own company

On October 30, 2026 we switched on our own AI office workers. The first ten went live that day; six more ran a practice week first.
The owner set the rule above every other: “Contact the customer manually by text or email. Do not use automatic customer messaging.” So the workers draft, list and remind, and never send.
Most of our estimates are written in our job software and never reach our email, so we added a read-only reader on day one. Every open estimate, with its date, is on the follow-up list each morning.
This guide is how we set them up, every rule we added after watching them work, and the instructions for all fourteen business workers, minus our private details.

A look inside

Page 1 preview of AI Office Workers for Contractors

Page 2 preview of AI Office Workers for Contractors

Page 3 preview of AI Office Workers for Contractors

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Figure it out yourself, or start with 20 years of answers

Everything in these guides can be found somewhere: in search results, videos, forums, courses and long AI chats. The question is what finding it, checking it and putting it in order costs you.

Piece it together yourself

Hundreds of hours of searching, watching and asking AI, most of it written by people who have never run a crew or chased a payment
Hundreds of dollars in courses, subscriptions and AI usage before anything works
Answers that sound right but were never tested on a real job, so you find the gaps with real customers and real money
No order to any of it: you still have to work out what comes first

Start with this guide

More than 20 years of running a contracting business, written down: what we use today and what we stopped doing
In the order to do it, with worksheets, templates and copy-paste AI prompts
Plain English, with the official sources listed so you can check anything yourself
One payment, instant download, yours to keep

Not having this is already costing you

A lead who waits a day for an answer often calls the next contractor; a reply drafted within hours only needs your tap to send.
One estimate that wins because the follow-up went out on day 3, day 10 and day 24 pays for this guide.
The rules that keep AI from sending, paying or inventing a price are the part most setups skip. They are the first thing in this guide.

Made for

Owner-operators who answer leads, chase estimates and do the office work at night
Small companies without an office manager
Contractors who want AI help without AI talking to their customers

Not the right fit for

Anyone who wants messages sent automatically: these workers only draft
Companies whose email and calendar can’t be connected to an AI app

Who wrote it

Vision Flooring, Everett, Washington

Written by Alex Babko, owner of Vision Flooring LLC: 20+ years of running a contracting business in Washington, since 2006, and 3,800+ clients. These are the systems we run our own company on today, written for other contractors: what we use, what we tried and dropped, and what we would do first if we started again.

About Vision Flooring · Washington contractor #VISIOFL937R6

Questions

Which AI app does it work with?

We run ours as scheduled tasks in the Claude desktop app, connected to our business email and calendar. Chapter 2 lists what any app needs: scheduled tasks, an email and calendar connection that can make drafts, and access to one folder. The rules file and instructions are plain text, so they move to another app that can do the same.

Will it send emails to my customers?

No. That is the first hard rule in the rules file: a worker never sends, replies, forwards or invites. It only makes drafts, lists and reminders. You read and send every message yourself.

Do I need to be good with computers?

You need to be comfortable installing an app and connecting your email. The rules file is filled in by answering an AI interview, and every worker starts in practice mode, so nothing reaches your inbox until you have read a week of its reports.

How do I get my files?

Right after payment you land on your download page, and the same link is emailed to you. The link doesn’t expire, so you can download again on another device later.

Can I print it?

Yes. The guides are letter-size PDFs made to read on a screen or print at home, and the worksheets are designed to be printed and written on.

Can I get a refund?

Sales are final, because the files are delivered instantly. If a file won’t open or download, contact us and we’ll fix it.

Can I share it?

It’s licensed for your own home or business. Please send friends here instead of forwarding the files. Details in the terms of sale.