AI Stack for Consultants & Coaches

--- ## Who this is for You are a solo consultant, executive coach, or fractional CXO billing $200-$500/hr who wants to scale without raising prices or hiring. 5-20 clients, mostly manual work. If you sell B2C at <$500 ACV, this book is too enterprise. If you have a 10+ person firm, this book is too small. ## What you'll have after reading - [ ] The 7-tool AI stack ($200-$250/mo total) - [ ] The AI partner charter (voice + ethics) - [ ] The client intake + summary workflow - [ ] The proposal customization prompt - [ ] The 30-day content engine - [ ] The voice preservation checklist - [ ] The 90-day rollout plan - [ ] The $5K MRR upgrade trigger --- # Chapter 1 — The 20-hour consultant workweek Where the hours go. Which hours are AI-able. ## The time audit Audit 1 week. Track every task in 30-min increments: | Task | Hours/wk | AI-able? | |---|---|---| | Client delivery | 15 | 30% | | Sales calls | 5 | 10% | | Marketing | 8 | 80% | | Admin | 5 | 90% | | Learning / R&D | 4 | 50% | | **Total** | **37** | **~40% AI-able** | 37 hours/week, 40% AI-able = 15 hours saved/week. At $300/hr, that's $4,500/week in recovered value. ## The 7-tool stack | Tool | Cost | Use case | |---|---|---| | ChatGPT Plus | $20/mo | Writing, strategy, ops | | Claude Pro | $20/mo | Long-form analysis | | Notion Plus + AI | $22/mo | Knowledge base, SOPs | | Calendly Pro | $12/mo | Auto-scheduling | | Fireflies.ai | $20/mo | Meeting transcription | | Beehiiv | $99/mo | Newsletter (optional) | | Clay | $149/mo | Lead enrichment (optional) | | **Total (core)** | **$94/mo** | | | **Total (full)** | **$342/mo** | | ## Do this in the next 48 hours 1. Run the time audit for 1 week. 2. Subscribe to ChatGPT Plus + Claude Pro ($40/mo). 3. Save the stack tracker in `templates/10-ai-stack-for-consultants-coaches-templates/10-stack-cost-tracker.md`. --- # Chapter 2 — AI intake + discovery The first automation every consultant needs. ## The intake form Standard questions every new client answers: 1. What is your role? 2. What problem are you trying to solve? 3. What's the timeline? 4. What's the budget? 5. Who needs to approve? 6. What does success look like? Save in `templates/10-ai-stack-for-consultants-coaches-templates/03-client-intake-form.md`. ## The AI summary prompt ``` You are summarizing a client intake form for a [type] consultant. Intake: {{paste form responses}} Produce a 3-bullet pre-call brief: - Their #1 problem (in their language) - What success looks like - Any red flags or constraints Format: 3 bullets, 1 sentence each. ``` Run before every discovery call. Saves 20 minutes of prep. ## Do this in the next 48 hours 1. Build the intake form. 2. Test the AI summary on 1 historical client. 3. Use for next 5 intakes. --- # Chapter 3 — Proposal writing at 10× speed The second automation. The proposal that took 2 hours now takes 12 minutes. ## The proposal template ``` # [Service Name] for [Client] ## What we agreed to do [1 sentence: the scope] ## How we'll do it [3-5 bullets: the process] ## Timeline - Week 1: [milestone] - Week 4: [milestone] - Week 8: [milestone] ## Investment $[X] Payment schedule: 50% upfront, 50% at completion ``` Save in `templates/10-ai-stack-for-consultants-coaches-templates/04-proposal-template.md`. ## The AI customization prompt ``` You are customizing a proposal template for a specific client. Template: {{paste template}} Client intake: {{paste summary}} Customize by: 1. Replacing generic examples with their specific situation 2. Adjusting timeline based on their stated urgency 3. Adding 1 case study similar to their industry 4. Highlighting 2 outcomes that match their stated goals ``` Output: a 1-page proposal in 12 minutes instead of 2 hours. ## Do this in the next 48 hours 1. Build the proposal template. 2. Test the AI customization on 1 historical proposal. 3. Use for next 5 proposals. --- # Chapter 4 — Session prep in 5 minutes The third automation. 5 minutes of prep that previously took 30. ## The session prep prompt Save in `templates/10-ai-stack-for-consultants-coaches-templates/08-session-prep-prompt.md`: ``` You are preparing me for a client session in 5 minutes. Client: [name, company] Last session: [date and topic] Open action items: [list] Today's topic: [topic] Produce: 1. A 3-bullet summary of where we left off 2. The 3 questions I should ask today 3. The 2 outcomes I should aim for 4. Any risks / landmines to watch for ``` ## Do this in the next 48 hours 1. Test on your next 3 sessions. 2. Refine the prompt. --- # Chapter 5 — Session notes + action items The fourth automation. From 30 minutes of note-taking to 30 seconds. ## The setup Use Fireflies.ai or Otter to join every call. After the call: 1. Export the transcript. 2. Run the AI summary prompt. 3. Send the summary to the client within 1 hour. ## The post-session email prompt Save in `templates/10-ai-stack-for-consultants-coaches-templates/09-follow-up-email-prompt.md`: ``` You are drafting a follow-up email after a client session. Session notes: {{paste raw notes}} Action items discussed: {{list}} Next session: {{date}} Produce a 3-paragraph email: 1. Recap of what we discussed (their language) 2. Action items + owners + deadlines 3. Next session preview Tone: warm but professional. Sign as me. ``` ## Do this in the next 48 hours 1. Set up Fireflies.ai on your next 3 calls. 2. Use the AI prompt for the follow-up emails. 3. Track time saved. --- # Chapter 6 — Marketing without a content calendar The fifth automation. The 30-day content engine. ## The weekly rhythm | Day | Post type | |---|---| | Mon | Industry insight (1-2 paragraphs) | | Tue | Client case study snippet | | Wed | Tactical how-to | | Thu | Personal story / opinion | | Fri | Round-up of week's work | Save in `templates/10-ai-stack-for-consultants-coaches-templates/05-30-day-content-engine.md`. ## The AI prompt ``` You are drafting LinkedIn posts for a consultant in [industry]. Voice: [paste voice brief]. This week's work: [paste bullet points] Draft 5 posts (1 for each day above), 150-250 words each. Format: hook (1 line) → story (2-3 paragraphs) → CTA (1 line). No hashtags. No emojis. ``` ## Do this in the next 48 hours 1. Write the voice brief. 2. Block 4 hours/week for content. 3. Schedule first 4 weeks. --- # Chapter 7 — Voice preservation The hardest part. Making AI output sound like you. ## The voice brief Save in `templates/10-ai-stack-for-consultants-coaches-templates/02-voice-tone-prompt.md`: ``` Voice attributes: - Tone: confident, plain-spoken, slightly warm - Length: 3 sentences for first replies - Avoid: synergy, leverage, robust, holistic, passionate, delve - Always sign as "[Name], [Role]" - Never say "I am an AI" or reference automation ``` ## The review checklist For every AI output before sending: - [ ] Sounds like me when read aloud - [ ] No AI-isms - [ ] No hallucinated facts - [ ] Specific, not generic - [ ] Asks for next step Save in `templates/10-ai-stack-for-consultants-coaches-templates/07-voice-preservation-checklist.md`. ## Do this in the next 48 hours 1. Write the voice brief. 2. Test on 5 outputs. 3. Refine. --- # Chapter 8 — The 90-day rollout The full plan. | Week | Tool | Use case | |---|---|---| | 1 | ChatGPT Plus | Daily writing, research, ops | | 2 | Notion AI | Knowledge base, SOPs | | 3 | Calendly + Zapier | Auto-scheduling | | 4 | Claude Pro | Long-form analysis, strategy | | 5 | Fireflies.ai | Meeting transcription + notes | | 6 | Beehiiv | Newsletter (optional) | | 7-12 | Layer in Clay, Descript, Make | Save in `templates/10-ai-stack-for-consultants-coaches-templates/06-90-day-rollout.md`. ## The trigger to upgrade When your AI stack costs < 10% of monthly revenue, upgrade. ``` $5K MRR: stack up to $500/mo $10K MRR: stack up to $1K/mo $30K MRR: stack up to $3K/mo ``` ## Do this in the next 48 hours 1. Block 1 hour/week for the next 90 days. 2. Set the 90-day review. --- # Appendix A — Template pack Templates in `/home/hermes/workspace/unloopd/books/10-ai-stack-for-consultants-coaches-templates/`: - `01-ai-partner-charter.md` - `02-voice-tone-prompt.md` - `03-client-intake-form.md` - `04-proposal-template.md` - `05-30-day-content-engine.md` - `06-90-day-rollout.md` - `07-voice-preservation-checklist.md` - `08-session-prep-prompt.md` - `09-follow-up-email-prompt.md` - `10-stack-cost-tracker.md` # Appendix B — Tool stack ## Free - ChatGPT free, Claude free, Calendly free, Notion free ## Paid - ChatGPT Plus $20/mo - Claude Pro $20/mo - Notion Plus + AI $22/mo - Fireflies.ai $20/mo - Beehiiv Max $99/mo - Clay Starter $149/mo - Descript $24/mo - Total: $200-$350/mo # Appendix C — 90-day implementation roadmap | Day | Deliverable | |---|---| | 1-7 | ChatGPT Plus + Claude Pro subscribed | | 8-14 | Notion AI + Calendly Pro | | 15-21 | Zapier / Make + session prep | | 22-28 | Fireflies.ai + Otter | | 29-56 | Layer in Clay + Descript + Beehiiv | | 57-90<p style="opacity:0.6;font-style:italic;margin-top:24px;">[Sample chapter — buy the book for the full 30-50 page edition]</p>