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Notes

Notes on running a clearer business.

Short, practical notes on getting a small business seen, chosen, and running well. Written from how the work actually goes, not from theory.

25 notes, newest first

Can accountants use ChatGPT with client data? What the confidentiality rules say The rule that binds a tax preparer is criminal, not contractual: section 7216 makes the paste a disclosure, written consent is the default, and the FTC Safeguards Rule asks something else entirely. AI
Can financial advisors use ChatGPT with client data? The Safeguards Rule and Reg S-P Two federal rules split advisory firms into two camps, and which one you sit under decides what you owe before client financial data goes anywhere near a chat tool. AI
QuickBooks vs Xero vs Wave for a small service business (2026) The entry-tier price comparison everyone quotes is the wrong one: both paid vendors put time tracking above their cheap plan, so a business that bills hours is really choosing between $85 and $90 a month. Bookkeeping
The Goal by Eliyahu Goldratt: should a small-business owner read it? Our first book review: Goldratt's 1984 factory novel is still the clearest account of why a business can be busy everywhere and slow anyway, but a good third of it does not survive the trip to a firm of five people. Management
How to use AI to chase unpaid invoices politely The awkward email is rarely badly written, it is simply never sent, so write the reminder ladder while you are calm and let AI draft each rung in your own tone. AI
Which parts of your work can go in ChatGPT, and which need AI that stays in-house Sort the work into four buckets before comparing tools: most of what a small practice does is fine in an ordinary cloud AI tool, and only the last bucket needs AI that stays in your office. AI
Can a medical practice use ChatGPT? What HIPAA actually requires Yes for most practice work, and no for anything carrying patient information unless the vendor has signed a BAA, with the tiers that will sign and the daily tasks that never needed one. AI
AI note-taking for therapists: what is safe, what needs consent, what to keep offline Three arrangements to choose between: a scribe vendor under a signed business associate agreement, a general tool fed nothing that identifies the client, or a model on your own machine. AI
Can lawyers use ChatGPT? Privilege, confidentiality, and what Heppner did not say No bar rule stops a lawyer using ChatGPT. What United States v. Heppner actually held, what ABA Opinion 512 asks of a small firm, and why the tier of tool you buy decides more than the technology. AI
What it really takes to run AI on your own machine: cost, hardware, and who maintains it What running AI on your own machine actually costs in 2026: the hardware price, the electricity, the capability you give up, and the person who has to keep it patched. AI
How to use AI to triage your inbox and draft replies What to feed it, how to write your own sorting rules, which replies it can draft for you, and why the send button stays with a person. AI
How to use AI to draft a quote from your past quotes Building a small library of your own past quotes, the prompt that turns them into a draft in your wording, and why every price stays yours to set. AI
How to use AI to turn meeting notes into an action list The prompt that pulls out commitments only, one line each with an owner and a date, and the checks to run before you circulate it. AI
How to run a weekly review in 30 minutes A fixed slot, four fixed questions on money and promises, one page to keep it on, and the rule that holds it to half an hour. Management
A simple client-onboarding checklist that prevents scope creep What to confirm in writing when a new client signs, how the kickoff conversation should go, and where scope creep actually starts. Sales
The everyday tasks AI can actually take over in a small business Which routine tasks AI can genuinely handle in a small business, what the setup looks like for each, and where a person still needs to check the work. AI
How a small business shows up in AI answers Why assistants like ChatGPT and Copilot quote some businesses and not others, and how being crawlable, clear, and honest gets your pages into their answers. AI
SEO for a small service business: what matters and what to ignore The short list of search work that actually moves things for a small service business, and the long list of noise it is safe to ignore. SEO
What a small-business homepage actually needs to say The three questions every visitor arrives with, and how a homepage answers them in plain words before anything else. Web
The website redesign trap: when you do not need one When a redesign is the wrong spend, the cheaper fixes to try first, and the genuine cases where a rebuild earns its cost. Web
How to find the bottleneck that is actually holding the business back Follow one order end to end and watch where the work waits longest: finding the constraint instead of treating the loudest symptom. Management
When to hire a consultant, and when to do it yourself Clear cases for doing it yourself, clear cases for outside help, and why sometimes the right answer is hiring no one. Management
A steadier week: the small routines that keep a business running Two short weekly routines and one habit that stop a small business from lurching between quiet stretches and last-minute scrambles. Management
Writing quotes and proposals that get answered Speed while the conversation is warm, a two-minute read, one clear price story, and a follow-up that is polite instead of pushy. Sales
What clean books look like: a monthly bookkeeping rhythm What clean books mean in practice, and the fixed monthly rhythm that keeps them arriving at the accountant ready. Bookkeeping