Lunchbox Logistics

Reads

agency inbox, client list, team roles

Runs on

Claude, run by a scheduler

Ask first
- Which kinds of email must always come to you? (default money, contracts, complaints, new business)
- Who on the team handles what? (default design asks to the designer, scheduling to the account lead)
- How old does a waiting thread get before it is flagged? (default 5 days)

Needs
- Read and label access to the shared inbox.
- A list of client email domains. Contacts often miss new clients; also take domains from the last 90 days of invoices and ask the person to confirm any unknown sender that wrote twice.
- A one-line description of each team member's area.

Build
1. Read: at 7:30am and 1pm collect client threads with new messages since the last run; store the last message id read.
2. Decide: ask the model to put each thread in one bucket. Test: does this need the owner's judgement or signature? Keep for owner: "can we move the invoice to next quarter?". Hand to team: "can you send the logo in white?".
3. Decide: a thread where the last message is ours and older than the threshold goes in waiting.
4. Deliver: label each thread with its bucket and send one text with counts and the owner items in full. If nothing needs the owner, send the counts only.

Check
- Run with delivery off on yesterday's inbox: every money or contract email lands in the owner bucket.
- Labels appear, and a second run with no new mail sends nothing.

In my version
- Agency of 4 plus freelancers; owner bucket also catches anything from the two largest clients; texts at 7:30am and 1pm.

Reads

work calendar, co-parenting calendar, school and club finish times

Done when

Closes when the meeting moves or a backup says yes; still open at noon, one more text.

Runs on

Claude, run by a scheduler

Ask first
- What are the pickup times for each day? (default 3:15pm, or club finish where one exists)
- How much travel buffer before pickup? (default 30 minutes)
- Who can be asked as backup, in order? (default none; then only the reschedule draft is offered)

Needs
- Read access to the work calendar and to the calendar showing which days the children are with the person.
- Pickup and club finish times. If none is written down, take them from the school's term letter and ask the person to confirm.
- Write access to email drafts and to the person's messages for drafting only.

Build
1. Read: at 8am each weekday, and whenever a new meeting lands on the calendar, list meetings for the next 7 days.
2. Decide: a clash is any meeting that overlaps from pickup minus the buffer to pickup plus 15 minutes, on a day the children are with this parent.
3. Decide: draft a two-line reschedule request to the organiser offering the two nearest free slots, and a short ask to the first backup carer.
4. Deliver: text the person with both drafts and reply words A or B. Nothing is sent until the person replies; on A the reschedule email goes as a draft for them to send, on B the carer message is opened ready to send.
5. Store each clash by meeting id. At noon, if the meeting has not moved and no backup said yes, text once more; never a third time.

Check
- Create a test meeting over pickup on a day the kids are in: a text appears with two drafts.
- The same meeting on a day the kids are at the other house produces nothing.

In my version
- Pickup 3:15pm Mon, Tue, Thu; club 4:30pm Wed; two neighbours as backup.

Reads

incoming brief document, our standard brief checklist, past briefs from this client

Done when

Closes when the client answers every question; gaps are listed when I quote.

Runs on

Claude, triggered by an email

Ask first
- What must every brief answer before quoting? (default budget range, deadline, deliverables, who approves, assets supplied)
- Should questions go in your name or the account lead's? (default yours)

Needs
- Read access to the inbox where briefs arrive, as attachments or in the email body.
- A checklist of what a quotable brief contains. If none exists, build one from the last 10 quotes: whatever each quote depended on.

Build
1. Read: when an email from a client or prospect has an attachment or body containing "brief", load it and the last brief from the same client.
2. Decide: for each checklist item, mark answered, partly answered, or missing, quoting the line that answers it.
3. Decide: write at most 4 questions covering missing and partly answered items, plain, one sentence each.
4. Deliver: save a draft reply on the thread and email the person a list of what the brief does fix. Never send.

Check
- Feed in a past brief with its budget line deleted: the draft asks about budget.
- A complete brief produces a draft with no questions and the note says ready to quote.

In my version
- Checklist of 7 items; drafts in my name; brief comes in as a document most of the time.

Reads

team timesheets, retainer sizes, project tracker

Runs on

Claude, run by a scheduler

Ask first
- How many hours is each retainer? (default as in the contracts folder)
- When should you be texted? (default any client past 80% of hours before day 20)

Needs
- Timesheets with client and task per entry.
- Retainer size per client. Contracts often hold this; if a client has no number, list them as unknown and ask.

Build
1. Read: Monday 8am load this month's timesheet entries and each retainer size.
2. Decide: pace is hours used divided by retainer hours, against days gone divided by days in month. Flag a client when pace is 15 points or more ahead.
3. Decide: for flagged clients group hours by task and name the largest.
4. Deliver: write the page; text only for clients past 80% before day 20.

Check
- Run on last month's data with day set to the 10th: a known heavy client appears.
- A month where everyone is on pace writes a one-line page and sends no text.

In my version
- Six retainers, 20 to 60 hours each.

Reads

project tracker, freelancer availability replies, freelancer skills and day rates

Done when

Closes when each freelancer confirms; no reply by Friday noon offers the next name.

Runs on

Claude, run by a scheduler

Ask first
- Which freelancers are in the pool, and what do they do? (default the people paid in the last 6 months)
- Should the agent ask freelancers for availability each week? (default yes, a Tuesday draft for you to send)

Needs
- A tracker of tasks with estimated days and an assignee field.
- A list of freelancers with skills and rates. Pay records give names; skills often are not written down, so ask the person once and store them.
- Freelancers' availability. If none comes back, mark them unknown, never free.

Build
1. Read: Thursday 10am list next week's tasks with no assignee, and the latest availability reply from each freelancer.
2. Decide: for each task pick a free freelancer with the skill, preferring one who has worked for that client before, then the lower rate.
3. Deliver: write the table and draft one booking message per freelancer with dates and task. The person sends.
4. Read the replies. Mark yes as booked in the tracker; on no, or no reply by Friday noon, offer the next match in a text.

Check
- Add a test task and mark one freelancer free: they are suggested and a draft appears.
- A freelancer marked unknown is never suggested.

In my version
- Pool of 9 freelancers; availability ask goes out Tuesday.

Reads

co-parenting calendar, work calendar, recent grocery orders, what's in the cupboards

Done when

Closes when I approve the basket; uncooked dinners roll into next week's plan.

Runs on

Claude, run by a scheduler

Ask first
- Any allergies or foods a child refuses? (default none)
- Weekly food budget? (default last month's average order)
- How quick must a meal be on a late work night? (default 20 minutes)

Needs
- The calendar showing which nights the children are with this parent, and the work calendar for late nights.
- Recent grocery orders or receipts. A cupboard list is often stale; ask the person to correct it in a one-line reply each Saturday.
- A grocer account that can hold a basket without paying.

Build
1. Read: Saturday 5pm list next week's nights, marking each as kids or solo and late if work runs past 6pm.
2. Decide: ask the model for dinners where kids' nights serve 3, solo nights serve 1 or use leftovers, late nights stay under the time limit, and ingredients are shared across the week, within budget.
3. Deliver: write the plan page and build the basket minus cupboard items. Leave it unsubmitted and text the link.
4. Submit only on approve. Next Saturday ask which dinners were cooked and carry the rest forward.

Check
- Run with a test week of 3 kids' nights: those nights have 3 portions and solo nights reuse leftovers.
- The basket total stays inside the budget.

In my version
- Two children; budget roughly the last month's average; basket held at the online grocer.

Reads

sent mail timestamps, sleep data from my watch, next week's calendar

Done when

Closes when the blocked evening passes with no work email sent after 9pm.

Runs on

Claude, run by a scheduler

Ask first
- What time counts as late? (default 11pm)
- Sleep threshold? (default a 6.5 hour average over the week)
- Which evenings are best to protect? (default ones with the children at home)

Needs
- Timestamps of sent work email, not the content.
- Nightly sleep duration from any wearable or sleep app. If sleep data is missing for more than 2 nights, use email alone and say so in the text.

Build
1. Read: Friday 4pm count nights this week with work email sent after the late time, and the average sleep.
2. Decide: warn only if 3 or more late nights and sleep is under the threshold.
3. Decide: pick one evening next week with no meetings after 5pm, preferring a kids' night.
4. Deliver: text the counts and the evening; on ok, add a calendar block titled no work from 6pm.
5. The following Friday check sent mail during that block and record kept or broken.

Check
- Run on a past week with known late nights: the warning fires.
- A normal week sends nothing.

In my version
- Late means after 11pm; sleep from my watch.

Reads

chore photos and texts from the kids, chore price list

Done when

Closes when I approve and the transfer shows; a disputed chore stays open to Monday.

Runs on

Claude, run by a scheduler

Ask first
- What is each chore worth? (default 50p for daily, 1.00 for weekly)
- What proof counts? (default a photo or a text saying done)
- Weekly cap per child? (default 10)

Needs
- A way for children to report chores: a family chat, texts, or a shared photo album.
- A price list for chores.
- A ledger table of child, week, amount, status. Transfers stay manual unless the bank offers a scheduled-payment link.

Build
1. Read: Sunday 6pm collect chore messages and photos from each child since the last tally.
2. Decide: count each chore once per day. A photo must show the chore done; keep "empty bins at the kerb", hold "a bedroom with clothes on the floor" for the parent to judge.
3. Decide: total each child within the cap.
4. Deliver: text the parent the tally with held items; on approve, write the ledger row and open the transfer for the parent to confirm.

Check
- Send three test chore messages and one blurry photo: the tally counts three and holds one.
- Two messages for the same chore on one day count once.

In my version
- Two children report by photo in our family chat; cap 10 a week.

Reads

invoicing records, bank feed, past emails with that client

Done when

Closes when payment shows in the bank feed; unpaid at 21 days, a firmer draft.

Runs on

Claude, run by a scheduler

Ask first
- Payment terms? (default 30 days)
- Any clients never to chase automatically? (default none)
- Tone? (default friendly, first name, two sentences)

Needs
- Invoice records with due dates and status.
- A bank feed or export to match payments. Payments often arrive with a different reference; match on amount and client name within 3 days.

Build
1. Read: weekdays at 9am list invoices 7 or more days past due and not matched to a payment.
2. Decide: skip any on the never-chase list or already drafted at this stage.
3. Deliver: draft the chase on the original thread. Never send.
4. Read: each morning match payments. On a match mark paid and delete any unsent draft; at 21 days unpaid make a second draft that mentions the terms.

Check
- A test invoice 8 days late gets a draft; a paid one does not.

In my version
- 30 day terms; two-sentence chases in my voice.

Reads

receipts and order emails, bank transactions, our agreed list of shared costs

Done when

Closes when the transfer arrives; nothing by the 15th means one follow-up draft.

Runs on

Claude, run by a scheduler

Ask first
- Which costs are shared, and in what split? (default school, clubs, clothes, medical; half each)
- Which items are never shared? (default food and anything under 5)

Needs
- Receipts or order emails, and bank transactions for the month. Card spends often lack receipts; list those as no receipt and let the person decide.
- The agreed list of shared costs, in plain words.

Build
1. Read: on the first of the month collect last month's transactions and receipts tagged to a child or a child's school or club.
2. Decide: keep only costs on the agreed list. Keep: "swim club, autumn term". Drop: "pizza night".
3. Decide: total and split; attach each receipt.
4. Deliver: write the statement page and a short neutral message draft. The person sends it.
5. Watch the bank feed for a transfer from the other parent of the right amount; mark settled when it lands.

Check
- Run on last month with delivery off: every line has a receipt or says no receipt.
- A month with no shared costs produces no draft.

In my version
- Half each; clubs, school trips, shoes and uniform.

Reads

business bank balance, open invoices with each client's usual p, payroll and tax dates

Runs on

Claude, run by a scheduler

Ask first
- What are the payroll and tax dates? (default as in last year's statements)
- What buffer should always stay in the account? (default one week of payroll)

Needs
- The business bank balance and recent transactions.
- Open invoices. Each client's real payment delay comes from past invoices; for a new client, assume 15 days late.

Build
1. Read: Monday 7am load the balance, open invoices, and payroll, tax and fixed outgoings for the next 6 weeks.
2. Decide: for each invoice set expected arrival as due date plus that client's median delay.
3. Decide: walk week by week; flag the first week where balance minus outgoings drops below the buffer.
4. Deliver: update the forecast page every week; text only when a week is flagged, naming the invoices that would fix it.

Check
- Replay last quarter with a large invoice removed: the shortfall week is flagged.
- A healthy forecast sends no text.

In my version
- Monthly payroll on the 25th; buffer one week.

Reads

receipts in email, card statements, login emails and app activity

Done when

Closes when I mark each one keep or cancel; a cancel stays open until the charge stops.

Runs on

Claude, run by a scheduler

Ask first
- How long without use counts as unused? (default 60 days)
- Any to always keep? (default none)

Needs
- Receipts in email and card statements to find each recurring charge.
- Signs of use: login emails, app activity or the person's word. Use data is often missing; ask the person about each unknown once and remember the answer.

Build
1. Read: list recurring charges from the last 3 statements and match each to a receipt.
2. Decide: mark unused where no sign of use exists in the window.
3. Deliver: write the page with next charge date and the cancel page for each.
4. On cancel, check the next statement; if the charge recurs, flag it again.

Check
- The list includes a known unused test subscription and excludes one used yesterday.

In my version
- Business and household cards together.

Reads

project brief, final files list, client emails during the project

Done when

Closes when the client approves the quote; the draft is then marked ready to publish.

Runs on

Claude, triggered by the tracker

Ask first
- What structure should case studies follow? (default problem, what we did, outcome, client words)
- Any clients who must never be featured? (default anyone under a confidentiality clause)

Needs
- The project brief, the list of delivered files and the email thread with the client.
- A confidentiality list. Contracts hold this; if unsure, treat the client as private.

Build
1. Read: when a project is marked done, load its brief, files list and client thread.
2. Decide: skip private clients. Pick one sentence of client praise from the thread, word for word.
3. Deliver: write the draft in the shared folder and an email draft asking the client to approve the quote.
4. When the client replies yes, mark the draft ready; if they edit the quote, use their wording.

Check
- Mark a test project done: a draft appears quoting a real line from its thread.
- A private client produces nothing.

In my version
- Four-part structure; drafts go to the shared studio folder.

Reads

class parent group messages, invitation emails and photos, co-parenting calendar

Done when

Closes when RSVP is sent and gift bought; re-texted 2 days before the RSVP date.

Runs on

Claude, triggered by an invitation

Ask first
- Gift budget per party? (default 15)
- Should parties on the other parent's weekends be flagged to them? (default yes, as a draft)

Needs
- Invitations from any source: group chats, emails, or a photo of a card.
- The custody calendar, to know which parent handles each party.

Build
1. Read: when a message mentions a party, invite or RSVP, extract child, host, date, time, place and RSVP date.
2. Decide: check which parent has the child that day. If it is the other parent, draft a short note to them.
3. Decide: suggest one gift within budget from anything the host child is known to like; otherwise a general one for the age.
4. Deliver: add a calendar entry and text the person with reply words going or not.
5. Re-text once 2 days before the RSVP date if not marked sent.

Check
- Forward a test invitation photo: the calendar entry has the right date and RSVP.
- An invitation on an other-parent weekend produces a draft for them.

In my version
- Two class parent groups; budget 15.