AI isn’t just some futuristic concept—it’s a real-world tool that can help you work smarter, not harder. The key is recognizing repeatable workflows that follow a structured format and then using AI to automate the heavy lifting.
One of the best examples? Turning old invoices into an AI-powered RFQ generator.
This is something I use all the time for my side hustle making T-shirts inspired by the Colorado Avalanche. Instead of going back and forth with my screen printer to get a quote, I reverse-engineered an old invoice into a pre-formatted request template—then built a custom GPT to handle it for me.
Now, every time I need a quote, AI guides me through the process, ensuring I include all the necessary details right away. No wasted time, no missing info, just faster, smoother ordering.
Step 1: Identify a Repeatable Workflow
The best way to make AI work for you is to find a process that already follows rules—something predictable, structured, and repeated often. In my case, every time I request a quote for shirts, the same key details are required.
Other Examples:
✅ Submitting product orders
✅ Creating invoices or contracts
✅ Writing standard emails or customer replies
✅ Formatting social media posts
Anywhere you see patterns, you have an opportunity to automate.
Step 2: Reverse-Engineer an Existing Document
Instead of guessing what my screen printer needs for a quote, I pulled up an old invoice where he had already done the hard work. This showed me exactly how pricing is structured, what information he expects, and how he prefers it formatted.
Extract the Key Elements:
✔️ Product details (style, material, size breakdown)
✔️ Print specs (colors, placement, ink type)
✔️ Shipping details
✔️ Pricing structure
From that, I created a pre-filled template that ensures my requests are complete every single time.
Step 3: Automate It with AI
Now that I had a solid template, I built a custom GPT to handle the workflow for me. Instead of manually entering details, AI now:
✅ Asks me all the right questions to fill out the RFQ
✅ Formats everything exactly how my printer needs it
✅ Tracks pricing differences based on past invoices
✅ Saves past orders for easy reorders
Now, when I need a quote, I just run my GPT, input a few details, and send off a perfectly formatted request. No back-and-forth. No wasted time. Just results.
The Power of AI: 80% Done, 100% Customizable
The beauty of this approach is that you only have to do the hard work once. The first version might be 80% perfect, but every time you use it, you can refine the rules and make it better. AI learns from your input, so over time, your workflow gets:
✅ Faster (fewer edits, less manual work)
✅ More accurate (fewer mistakes, better results)
✅ More valuable (time savings = money savings)
This isn’t just theory—it’s real-world AI in action.
Final Takeaway: Let AI Do the Heavy Lifting
AI isn’t here to replace you—it’s here to take the load off. By identifying structured, repeatable tasks, you can let AI handle the details while you focus on the bigger picture.
So next time you find yourself repeating the same process, ask yourself:
🔹 Can I document this into a structured format?
🔹 Can AI help fill in the blanks automatically?
🔹 Can I refine this over time to get even better results?
Chances are, AI can work for you—saving you time, effort, and money.