This shop is invented. The brief is the same shape you get after eight answers: one job, steps this week, and what still needs a person.
The eight answers
A custom cake shop. One storefront. Two staff plus the owner.
What does the business actually sell
Custom cakes and cupcakes for birthdays and weddings.
Where does work, money, or follow-up fall through
Orders arrive by Instagram DM, text, and phone. Details get lost. Deposits get missed. About twice a month someone arrives for a cake that was never written down.
How often
Several times a week.
Rough value or time lost
About three hours a week rebuilding orders, and one lost order a month, around 150 USD each.
Who owns that workflow today
The owner. Staff only see the paper order book.
What tools are in play
Instagram, iPhone texts, Gmail, Square for payments, a paper order book.
What have you already tried with AI
ChatGPT for captions. Never used it for orders.
What would make this session worth 95 USD
One clear way to stop losing orders that staff can also follow.
The brief
The one job to give AI: use ChatGPT to turn scattered Instagram, text, and phone order details into one standard line in a shared Google Sheet, replacing the paper order book.
Why this one
Orders scatter across Instagram, text, and phone, and staff only see the paper book. A single shared log fixes the visibility gap.
The shop is losing about 150 USD a month plus three hours a week rebuilding orders from memory. Logging at the point of contact removes the rebuild.
ChatGPT is already in use for captions, so this reuses a tool that is already trusted.
Steps this week
In Drive, create one Google Sheet named Order Log that the owner and both staff can open. Columns: order date, pickup date, customer name, phone, order details, deposit paid, balance due.
Each time an order comes in, paste what the customer said into ChatGPT with instructions to turn it into one line matching those columns. Leave the phone number out of ChatGPT and type it into the sheet yourself.
Paste that line into the Order Log the same day, right after the conversation, before moving on.
When a deposit lands in Square, mark deposit paid in the Order Log so staff can see it without asking.
Each morning, open the Order Log with staff and confirm which cakes are due that day and which still show no deposit.
What not to automate yet
The actual customer conversation on Instagram, text, or phone. Keep that personal. Only the write-up after goes through ChatGPT.
Pricing and custom design for weddings. Too much judgment for AI right now.
What needs a person
The owner: confirm each formatted entry before it is treated as final. The source conversation is still theirs to interpret.
The two staff: a short walkthrough of the Order Log so they check it instead of the paper book.
Small, steady systems beat clever ones. This one needs everyone to actually open the sheet. 🌸
Your shop, not this one
ChatGPT can write the steps once you know the job. The session is for picking the job and drawing the line around it.
A paid session uses your eight answers. You get a private link within 24 hours, then seven days of follow-up questions on that page. If the brief does not arrive in 24 hours, you get a full refund.
