Smarter Week

How to automate it

How to automate “set up accounts and import customer data”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

120 min
typically, once a week
50%
of the time can be automated
Some setup
to set up

Fix 1 of 2

Process fixBest fix

Give every customer the same import template with checks built in

Most import time is fixing messy data. A standard template with dropdowns and validation, sent at kickoff, means the data arrives clean.

Typically saves about 35% of the time2 h to set up
  1. 1Build one import template with required columns, examples and dropdowns.
  2. 2Add validation (dates, emails, required fields) in Excel or Google Sheets, or use an import tool like Flatfile or OneSchema.
  3. 3Send it at kickoff with a short video on filling it in.
  4. 4Use AI to map unusual customer files into the template when needed.

Tools: Excel or Google Sheets with data validation · Flatfile · OneSchema

Fix 2 of 2

AI

Have AI pull the details out into a table you can paste

Paste emails, PDFs or forms and get back clean rows in the exact columns your system needs.

Typically saves about 60% of the time5 min to set up
  1. 1Collect the source text (emails, PDFs, screenshots).
  2. 2Give the AI the column names you need.
  3. 3Paste the table into your spreadsheet or import file.
  4. 4Spot-check a few rows against the source.
Prompt to copy
Extract the following fields from the text below into a table with exactly these columns: [COLUMN 1], [COLUMN 2], [COLUMN 3]. One row per [ITEM]. Leave a cell blank if the value is not stated. Do not guess.

[PASTE TEXT OR ATTACH FILES]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Implementation / Onboarding Specialist

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

Other common tasks for Implementation / Onboarding Specialists