AI Prompt Library
A place for saved questions (prompts) you can reuse, so you and your team ask the AI the same good questions every time.
Why and when you use it
Good questions take effort to word well: the right period, the right names, the right level of detail. Once you have one that works, save it in the Prompt Library instead of retyping it. This keeps weekly checks consistent and helps new staff ask useful questions from day one. Owners and accountants set it up; anyone can reuse it.
Before you start
- AI set up for your business (see AI Workspace)
- A few questions that worked well in the AI Assistant (see the 20 questions workflow)
Step by step
- Open AI Prompt LibraryIn the left sidebar, find AI Prompt Library with the other AI Workspace tools and open it. If the screen is locked or empty, check AI Workspace to see whether an AI provider is configured.
- Look through what is already savedRead the saved prompts first. There may already be one close to what you need.
- Save a question that workedAdd your own prompt and save it. Give it a clear name, such as "Monday: overdue customers over 60 days".
- Write prompts that lastUse relative periods like "this month" or "last 7 days" instead of fixed dates, so the prompt stays correct week after week.
- Reuse a promptPick a saved prompt, run it, and read the answer as you would any AI reply.
- Tidy up regularlyRemove prompts nobody uses and fix ones that give poor answers, so the list stays short and useful.
Worked example
The owner of Sharma Traders asks the same four questions every Monday. On 16 Nov 2026 he saves them so the accountant can run them when he travels.
- Open AI Prompt Library.
- Save "Sales this month vs last month" with the text: "Compare my sales this month with the same days last month."
- Save "Overdue over 60 days": "Which customers have bills overdue by more than 60 days, with amounts?"
- Save "Below stock alert": "Which products are below their low stock alert level?"
- Save "GST split last month": "Split last month's sales into CGST + SGST and IGST."
- Next Monday the accountant runs all four and confirms the overdue list in Receivables.
Result: The weekly review runs the same way whoever does it. Nothing in stock, money or GST changes; the library stores questions, not data.
💡 Tips
- Start every prompt name with when it is used: "Daily", "Monday", "Month-end".
- Keep each prompt to one question.
- Never save a password, key or bank detail inside a prompt.
⚠️ Common mistakes
- Saving prompts with fixed dates, like "October 2026", that go stale. Fix: use "last month" or "this month".
- Saving a prompt with a customer nickname. Fix: use the exact name from Customers.
🎬 Video walkthrough (script — recording coming soon)
- Scene 1: Open AI Prompt Library.
- Scene 2: Browse existing prompts.
- Scene 3: Save a new prompt named Monday: overdue customers over 60 days.
- Scene 4: Run it and read the answer.
- Scene 5: Confirm the result in Receivables.