Scale You Workflows

31 AI Workflow Examples for Founders

Explore the workflows I use for email, meetings, content, and client onboarding. Free prompts and step-by-step guides included.

By Le-an Lai Lacaba, creator of BOSAI. Ten years placing executive assistants with founders.

The Foundation

The method, and the files every other workflow reads. Start here.

The BOSAI Method: A 5-Step AI Automation Framework

The BOSAI Method

Varies · Beginner

BOSAI is a five-step framework for automating a process with AI: Blueprint, Organize, Systematize, Assign, Integrate. Four design the process. One builds it.

  • Claude
  • n8n
  • Make

How to Give AI Context About Yourself

The Me Skill

20 minutes · Beginner

A Me skill is a saved file that tells AI who you are, how you work, and how you write. Save it where your AI reads it, so you stop re-explaining yourself.

  • Claude
  • ChatGPT

How to Give AI Context About Your Business

The Business Skill

1 hour · Beginner

A Business skill gives AI your company's offers, customer journey, brand rules, and team, so it answers from what's true about the business.

  • Claude
  • ChatGPT
  • Notion

How to Create SOPs With AI From a Recording

Pareto, The SOP Builder

1 hour · Beginner

Record yourself doing a task and AI turns it into an SOP a new hire can follow and an AI agent can be built from. Includes the full prompt.

  • Claude

How to Turn Your Proposal Template Into an AI Skill

The Templates Skill

1 hour · Beginner

Give AI your template plus past proposals that won, and it drafts a custom proposal from a call transcript. You review it before it goes out.

  • Claude
  • Zoom

How to Build Your First AI Automation, Step by Step

Building Your First AI Automation

Varies · Intermediate

Build your first AI automation from one real process: document it, mark which steps need a person, then have AI build it in n8n or Make.

  • Claude
  • ChatGPT
  • n8n
  • Make

The Team

Named agents that run my day, from the 7am inbox to the 10pm sweep.

AI Morning Brief: One Text That Ranks Your Day

Albus, The Morning Brief Agent

30 minutes · Beginner

An AI morning brief reads your calendar, inbox, CRM, and tasks, then sends one prioritized message each morning. Here's the full setup and prompt.

  • Claude
  • Google Calendar
  • Gmail
  • Notion
  • CRM

How to Prioritize Your Day With AI

Albus, The Prioritization Agent

2 hours · Intermediate

AI weighs your open tasks, inbox, and meeting commitments against your current goal and proposes the one thing to do first each morning.

  • Claude
  • Gmail
  • Notion
  • Zoom

How to Build an AI Email Assistant That Drafts Replies

Ella, The Inbox Agent

2 hours · Intermediate

An AI email assistant sorts your inbox on a schedule and drafts replies to the emails it recognizes. A person reviews every draft and sends it.

  • Claude
  • Gmail

AI Meeting Prep: Briefs Before, Follow-Ups After

The Meeting Agent

2 hours · Intermediate

An AI meeting prep agent briefs you on who you're meeting before a call, then drafts the follow-up email and updates your notes after it ends.

  • Claude
  • Gmail
  • LinkedIn
  • Zoom
  • Notion

AI Action Items: Turn Meeting Promises Into Tasks

Mrs. Norris, The Commitment Catcher

3 hours · Intermediate

AI reads each day's meeting transcripts and turns everything you agreed to do into a task, linked back to the call where you said it.

  • Claude
  • Zoom
  • Notion

How to Build an AI CRM That Logs Your Meetings

Snape, The Relationship Manager

4 hours · Advanced

An AI CRM logs every call and email to the right contact, checks the entries each morning, and tells you what you last discussed with anyone.

  • Claude
  • Zoom
  • Gmail
  • Notion

How to Research a Prospect With AI Before a Call

Jaq Jaq, The Researcher

4 hours · Advanced

An AI research agent reads a prospect's website, socials, and case studies before a call and gives you a one-screen brief with talking points.

  • Claude
  • Chrome
  • LinkedIn
  • Notion

How to Automate Client Onboarding With AI

The Onboarding Agent

3 hours · Intermediate

When a client pays, AI creates the task list, drafts the contract, grants access, and notifies your team. The welcome call stays with a person.

  • Claude
  • QuickBooks
  • Notion

How to Fix AI Agents When They Break

Doc, The Agent That Fixes My Agents

1 day · Advanced

A diagnostic agent reads your other agents' logs, finds what broke, and proposes the fix. It never applies a change without your approval.

  • Claude
  • n8n
  • Notion

The Content Engine

Everything I publish, from one weekly video to a finished book.

How to Plan a Month of Content With AI

The Content Planner

2 hours · Intermediate

AI reads the questions your audience keeps asking and what's trending, then schedules a month of content titles with talking points.

  • Claude
  • YouTube
  • Notion

How to Train AI to Write in Your Voice

The Voice Skill

4 hours · Intermediate

Train AI on your best-performing posts so drafts sound like you, then run a second check that strips anything reading as AI before you publish.

  • Claude

How to Turn a YouTube Video Into a Week of Posts

Bibbidi, The Repurposing Engine

1 day · Advanced

An automation catches each new YouTube upload, pulls the transcript, writes a post for every platform, and files them as drafts for review.

  • Claude
  • n8n
  • YouTube
  • Notion

How to Write a Newsletter With AI From Your Posts

The Newsletter Workflow

3 hours · Intermediate

AI pulls your best social posts from the month and weaves them into a newsletter in your usual format. Every word comes from something you wrote.

  • Claude
  • Kit
  • LinkedIn
  • Facebook

How to Analyze Your Social Media Analytics With AI

The Analytics Reader

2 hours · Intermediate

AI pulls your analytics from every platform into one place and compares each post to your own average, so you know what to make more of.

  • Claude
  • vidIQ
  • Notion

How to Outline a Presentation With AI in Your Style

The Presentation Builder

2 hours · Beginner

Load every talk you've given into one project and AI outlines your next presentation in your own structure, then writes a design prompt for it.

  • Claude
  • Claude Design

How to Reuse Old Slides for a New Talk With AI

The Slide Library

1 hour · Beginner

AI searches every deck you've presented and assembles a new talk from slides you already have, then handles the last-minute edits you ask for.

  • Claude
  • Google Slides

How to Edit a Book With AI in Three Passes

Reese, The Editing Agents

1 week · Intermediate

Three AI passes read a manuscript before the human editors do: developmental, line, and proofreading. Editing went from three months to one.

  • Claude

The Second Brain

Where ideas, research, and records go so I stop carrying them in my head.

How to Build a Second Brain With AI

The Brain Dump Sorter

2 hours · Intermediate

An AI second brain takes an unsorted brain dump and files each piece as a project, task, or note, linked so you can find it again later.

  • Claude
  • Notion

How to Decide Which Business Ideas to Pursue With AI

The Idea Filter

2 hours · Intermediate

Before you chase a new idea, AI checks whether you've had it before, who's already doing it, and how it ranks against your current projects.

  • Claude
  • Notion
Personal

AI Research Agent: Learn Any New Topic Faster

The Learning Agent

90 minutes · Beginner

An AI research agent gathers videos, articles, and forum discussions on any topic into one notes database, once or on a weekly schedule.

  • Claude
  • Notion
  • NotebookLM
Personal

How to Track Symptoms and Food With AI

The Symptom and Meal Log

1 hour · Beginner

Log what you eat and how you feel, with times and severity, so patterns show up over weeks and your doctor gets real records to work from.

  • Claude
  • Notion
  • Google Sheets

The Growth Plan

Starting a business, getting clients, hiring, and keeping track of both.

How to Start a Business With AI: The First Two Weeks

Starting a Business From Scratch

2 weeks · Intermediate

The first two weeks of starting a business with AI: research what already sells, pick a niche, make content, and learn your market's words.

  • Claude
  • ChatGPT
  • LinkedIn
  • Facebook

How to Get Clients Using AI: Six Practical Ways

Getting Clients With AI

Varies · Beginner

Six practical ways AI helps you get clients, from validating your niche to drafting follow-ups, and the point where a person has to take over.

  • Claude
  • ChatGPT
  • Gmail
  • Notion
  • LinkedIn

Hire or Automate? How to Decide With AI

The Role Builder

90 minutes · Intermediate

Describe the gap you're trying to fill and AI splits it into what needs a person and what an agent can run, then writes the job description or SOP.

  • Claude

NotebookLM as a Free CRM for Client Meeting Notes

The Free Client Notebook

30 minutes · Beginner

Use NotebookLM as a free notebook per client for meeting transcripts and documents, then ask when anything was decided and see the source.

  • NotebookLM
  • Google Docs

Frequently asked questions

What is Scale You Workflows?
A library of 31 real AI workflows for small business, all from Le-an Lai Lacaba’s own company. Each entry documents one workflow end to end and includes the full prompt, sanitized so you can copy and run it.
Are the prompts actually included?
Yes. Every entry publishes the complete prompt in a copyable code block, with bracketed placeholders replacing anything personal or client-identifying. Nothing is summarized or held back.
Are the prompts and the tools free?
The prompts are free to copy. The tools vary. Scheduled agents and connectors usually need a paid Claude plan, Notion and NotebookLM have free tiers, and n8n can be self-hosted or run on a paid cloud plan. Each entry lists the tools it uses so you can check before you start.
Do I need to be technical to build these?
No. Build times run from twenty minutes to a couple of days, and each entry lists its difficulty, build time, and tools up front. Most run in Claude with Gmail or Notion connected. The few that use n8n or Make walk you through having AI do the technical part.
What is an AI workflow, and how is it different from an AI agent?
An AI workflow is a repeatable process where AI does some of the steps and a person does the rest. It can run when you start it, on a schedule, or when something happens, like a payment landing. Ella sorting my inbox at 7am runs on a schedule. The newsletter workflow runs when I hand it a month of posts. An AI agent goes a step further: give it a goal and it chooses which actions to take and which tools to use to get there, like Albus deciding what matters most before he writes the morning brief. Every entry includes the prompt to copy, free. Some of the tools around it need a paid plan, and each entry lists what it uses.
What is BOSAI?
The five-step framework every entry follows: Blueprint, Organize, Systematize, Assign, Integrate. It maps a business end to end, then assigns each outcome to automation or to a person.

Want the whole system built for you?

Start with a 30-minute call. We look at where the bottleneck is and whether the BOSAI Audit is the right next step. No pitch.

Book the 30-minute call

The BOSAI Audit is a separate two-week engagement ($1,997, credited toward a build). You get a Workflow Map, a Business Systems File, employee and AI scale-readiness reviews, and a Custom Automation Points Report. See what's included.