A 15-minute daily inbox routine for tradies

Step 1: Sort into three piles (5 minutes)

Reply today, File (supplier invoices go straight to Xero or your job app), and Read later. Unsure? Ask AI:

Copy this prompt and fill in the [square brackets]:

Here are 10 email subject lines and senders. Sort them into: reply today, file, read later.

Step 2: Summarise long threads

Use Gemini in Gmail (check your plan) or paste the thread into Claude or ChatGPT (remove private details first):

Copy this prompt and fill in the [square brackets]:

Summarise this email thread in 3 bullets: what they want, any deadline, and what I need to do. Then draft a short reply in my voice (friendly, direct, NZ English).

Step 3: Draft replies with a saved prompt (8 minutes)

Check and send each reply. If it's a new job enquiry, use your reply templates.

Step 4: Automate the boring bits

Use Zapier or Make to save invoice attachments to a folder or your accounting app, or to log new enquiries in a sheet.

Step 5: Close the loop (2 minutes)

Anything with a date — a site meeting, inspection, payment due — goes into your calendar now, not later.