# AI for admin: 7 tasks to hand to ChatGPT or Claude first

> Start with tasks where the AI writes or sorts and you decide: polishing emails, summarising long texts, tidying invoice descriptions, drafting reminders and quotes, building checklists, pulling deadlines out of messages. Both ChatGPT and Claude handle these well. Leave out personal data at first, and keep every number, date and legal call for yourself.

Source: https://back-bone.io/en/blog/ki-buero-aufgaben  
Published: 2026-10-21 · Updated: 2026-10-21  
Category: Guides

Start with tasks where the AI writes or sorts and you decide: polishing emails, summarising long texts, tidying invoice descriptions, drafting reminders and quotes, building checklists, pulling deadlines out of messages. Both ChatGPT and Claude handle these well. Leave out personal data at first, and keep every number, date and legal call for yourself.

**TL;DR · Key facts**

- **Seven safe first wins:** email polish, summaries, invoice line text, reminder drafts, quote outlines, checklists, deadline extraction.
- **ChatGPT or Claude?** For these tasks both work. Pick the one you already have and test the other with the same prompt.
- **A good prompt has four parts:** context, example, format, a check.
- **Never alone:** amounts, tax and legal calls, anything sent without your read-through.

## Which admin tasks are safe first wins?

Good first tasks are text work you read before it goes anywhere, where a mistake costs you a minute. These seven fit. Each runs fine with made-up names, so no client data is needed to try it.

1. **Polish an email.** Paste your rough draft, ask for shorter and friendlier. You keep your voice.
2. **Summarise a long text.** A thread, meeting notes, a brief: "Five bullet points and open questions."
3. **Tidy invoice descriptions.** Turn "fixed stuff on site, calls" into a clear line a client understands. Quantities and prices stay yours.
4. **Draft a payment reminder.** Ask for a friendly first reminder and a firmer second one. You add dates and amounts and check the rules (see below).
5. **Outline a quote.** From a client brief: scope, assumptions, what is not included, next steps. You set the price.
6. **Build a checklist.** Month-end, onboarding a client, handing over to your tax adviser. Edit it once, reuse it.
7. **Pull out deadlines and to-dos.** From a long email or a purchase order: dates, payment terms, who owes what. Then compare with the original.

**Germany and Austria:** the reminder is where local rules bite. In Germany, a business client is usually in default 30 days after the invoice is due and received (§ 286 BGB, checked 08/10/2026); in Austria the default depends on what you agreed, and without a date the claim is due immediately (§ 904 ABGB, checked 08/10/2026). The AI does not know your contract. Our guide on payment reminders and the [late-payment interest calculator](https://back-bone.io/en/tools/late-payment-interest-calculator) give you the numbers.

## Which tool fits: ChatGPT or Claude?

For the seven tasks above, either one. Both write clean business English and German, both read pasted text and uploaded files, and both let you keep instructions in a project so you do not retype them. The differences that matter for a small business are about plan, price and settings, and those change often.

The picture on 08/10/2026:

- **ChatGPT** offers a free tier and paid plans, with projects to keep files and instructions together. Limits and features differ by plan, so check OpenAI's help page for projects (help.openai.com) before you rely on a number.
- **Claude** lists a Free plan plus Pro and Max on its pricing page; projects, creating files and skills are shown for all three (Free: up to five projects). Source: Claude pricing page (claude.com/pricing), read 08/10/2026.
- **Both** have a data setting that controls whether your chats may be used to improve their models. Look at that setting before you paste anything about a client. Our guide on [AI and GDPR](https://back-bone.io/en/blog/ki-dsgvo-selbststaendige) goes through it.

Test it: run the same prompt in both and keep the answer you would send with fewer edits. We don't rank them. The better one changes with the task and the month.

## How do you write a good admin prompt?

Give it context, an example, a format and a check.

1. **Context.** Who you are, who reads it, what it is for. "I am a freelance designer in Vienna writing to a long-standing client."
2. **Example.** One sentence or message in your own style. The AI matches it.
3. **Format.** Length, tone, structure. "Max 90 words, du-form, no exclamation marks, subject line first."
4. **Check.** Ask the AI to flag what it assumed. "List every date and amount you used, and mark anything you guessed."

A prompt you can copy for a first reminder:

``` You help me with my business admin. I am a freelancer in [Germany/Austria]. Write a friendly first payment reminder in English. Facts: invoice [number] from [date], amount [amount], due [date]. Client: [name]. Tone: polite, short, no threats. Max 90 words. Add a subject line. After the text, list every fact you used and anything you assumed. ```

Replace the brackets yourself. Do not let the AI invent a fee or an interest rate. Save a prompt that worked in a project or a note, so the next one takes ten seconds.

## What should AI never decide alone?

Anything where a wrong answer costs you money, a deadline or a client:

- **Numbers.** Amounts, VAT, totals and dates come from your records. If it calculates, you recalculate.
- **Law and tax.** Mandatory invoice details, VAT treatment, retention periods and default rules differ in Germany and Austria and change. Use official sources or your tax adviser.
- **Sending.** Nothing goes to a client, the tax office or the bank before you have read it.
- **Personal data.** Start with made-up names. Real client data needs a plan with a data processing agreement (Art. 28 GDPR); usually only business plans offer one.

AI prepares, you approve. It can sound sure and still be wrong, so the prompt above asks it to list its assumptions.

> My goal is to optimise and automate back-office tasks so that we founders can focus on what matters most.
>
> Automating back-office work with AI agents and AI integrations is the future – that's why I built Backbone!

## How Backbone does it

Your back office in the chat. In the app, or in a chat with ChatGPT, Claude and many more.

1. **Track your time** One sentence in the chat. The hours are in your week.
2. **Bill your hours** What you tracked goes on the invoice.
3. **Create the invoice** Say what goes on it. You approve.
4. **Send the reminder** You approve. Only then does it go out.
5. **Off to your bookkeeper** Month complete. One link, done.
6. **Review, then approve** The AI drafts. You check it and issue it.

## Frequently asked questions

### Which tool is better for freelancers, ChatGPT or Claude?

For emails, summaries, reminders and checklists, both do the job. Test one real task in each and keep the one that needs fewer edits. Plans and limits change, so check the vendors' pricing pages before you pay.

### Do I need a paid plan to start?

No. Both offer a free tier, which is enough to try the seven tasks. Paid plans mainly give you higher limits and more features. Check the current offer on each vendor's site.

### Can I paste client data into ChatGPT or Claude?

Start without it, with placeholders. Real names, invoices or bank details need a plan with a data processing agreement (Art. 28 GDPR), usually a business plan, and the right data settings. Our guide on [AI and GDPR](https://back-bone.io/en/blog/ki-dsgvo-selbststaendige) covers this.

### Can AI write a legally valid invoice or reminder?

It can draft the wording. Whether an invoice is valid depends on mandatory details that differ in Germany and Austria, and a reminder depends on your contract and the default rules. Check it against the rules, however confident the AI sounds.

### What is the difference between a prompt and a skill?

A prompt is a message you send. A skill is a saved set of instructions the AI can reuse. Skills are the next step once you repeat a task; our [skill library](https://back-bone.io/en/tools/skill-library) collects free ones for back-office work.

**Your AI, on your real numbers**

Let ChatGPT or Claude work with your real hours and invoices. 7-day trial, card required.

- [Try for 7 days](https://back-bone.io/en/sign-up)

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General information, not legal or tax advice and no review of your case. Details on providers and laws can change. For your case, follow your tax adviser.

Checked on 08/10/2026

Sources: Claude pricing page (claude.com/pricing, read 08/10/2026) · Anthropic help on projects and skills in Claude (support.claude.com) · OpenAI help on projects in ChatGPT (help.openai.com) · § 286 BGB (gesetze-im-internet.de) · § 904 ABGB (ris.bka.gv.at) · Art. 28 GDPR (eur-lex.europa.eu)