The AI prepped my bank meeting. It said I had no other debt. I pay $1,150 a month on a van.

"Existing debt: none found."

It sat in the AI brief a bakery owner read before asking a bank for a $60,000 oven loan. Her van lease, signed in August, wasn't in the data the AI could see. Her bank statements show it every month.

Not found is not the same as none.

AI Prompts, Reviewed takes one prompt or workflow from How I AI, Claire Vo's show where guests share their screens and walk through how they really use AI. We run it on a small-business job, score it, and tell you what we'd change.

Credit: Based on "Create an Automated AI Meeting Prep Assistant with Zapier," a workflow from How I AI (hosted by Claire Vo, written up by the ChatPRD team), shown by Reid Robinson of Zapier in the episode "Reid Robinson's Zapier Workflows for CRM Automation, Meeting Prep, and Feedback Loops." Original workflow: https://www.chatprd.ai/how-i-ai/workflows/create-an-automated-ai-meeting-prep-assistant-with-zapier. Full episode: https://www.chatprd.ai/how-i-ai/zapier-workflows-for-crm-automation-meeting-prep

What the original does

Reid built it for customer interviews. A Zap fires on a calendar event, looks up the attendee's account, usage and past conversations, turns the results into a file, and sends it to Gemini with a fixed brief format. The brief lands in the meeting's Coda page before the call.

The prompt is good. It asks for dated facts, sources for each section, open commitments, risks or unknowns, and three suggested questions labeled as suggestions.

The test

Made-up data for Thimbleroot Bakery (a made-up bakery) in Tucson: owner, 3 bakers, wholesale plus a cafe counter. Clock: Wednesday, Oct 14, 2026. We pointed it at her email and customer list, kept the page's rule of at least one outside attendee, and let it brief 4 meetings this week.

1 Brief was right: a wedding cake tasting, down to a tree-nut allergy from an email three weeks back. 3 were not:

1. The bank (Thursday, Oct 15, 9:00 a.m.). $60,000 oven loan. The brief said "none found" for debt. The van lease, $1,150 a month since August, is on her bank statements, which the Zap never pulled. That's $3,450 paid so far and $13,800 a year she was about to leave out.
2. The landlord (Friday, Oct 16, 2:00 p.m.). Proposed renewal: $4,630 a month. The brief used the $4,200 rent from the 2023 lease and called it a 10.2% jump. A 2025 amendment had already raised rent to $4,410. Real ask: $220 more, 5.0%, or $2,640 a year. And because the manager's company name partly matched a catering customer, it added a $640 refund dispute that had nothing to do with the lease.
3. A sales demo from a card-processing rep she meant to cancel got a full brief and three questions.

The page's own runbook already names the fix: "Include data timestamps and source links, and label model-generated discussion suggestions separately."

The rerun

Same week, with written rules: a prep list, every source named and dated, "not checked" for any source not searched, the newest version of each document, partial name matches flagged instead of merged, and done by 5:00 p.m. the day before.

Result: 3 briefs, 1 skipped (the demo). That's 3 + 1 = 4. The bank brief showed the van lease from the August, September and October statements. The landlord brief showed $4,410 now, $4,630 proposed, 5.0%, and put the $640 dispute under "possible wrong match, not included."

Verdict: 8/10

Strengths: the prompt already demands dates, sources, and labeled suggestions. Filing the brief inside the meeting notes is smart. The runbook covers wrong matches and stale facts.

Weakness: with "use only the attached data," a missing source reads like a clean answer. It's built for customer interviews, not the bank or the landlord, and it needs Zapier, Coda and Gemini wired together.

Founder tweak: list the sources each meeting type needs, and make the brief say "not checked" out loud.

Copy the MCAFax version

This is our own rewrite, not the original prompt. Copy the original from Reid Robinson on How I AI: https://www.chatprd.ai/how-i-ai/workflows/create-an-automated-ai-meeting-prep-assistant-with-zapier

You prepare my meeting briefs for [business name]. Brief only meetings on my PREP LIST: [lender, landlord, key customers, big suppliers].
For each meeting, use only these sources and name each one with its date:
- Lender: last 3 months of bank statements, current loan and lease payments, [P&L or tax return].
- Landlord: the current lease plus every amendment. Use the newest one.
- Customer: their emails, orders, notes, open issues.
Write the brief in this order:
1. Who, when, and what they want from me.
2. Key numbers, each with source and date. Show the math for any change.
3. Debts and monthly payments. If a source was not searched, write "NOT CHECKED: [source]."
4. Open promises and open issues.
5. Possible wrong matches: any record that only partly matches this person or company. List it, do not use it.
6. Three suggested questions, labeled as suggestions.
Finish by 5:00 p.m. the day before. If a source fails, say so at the top.
Never write "none" when you mean "not found."

Paste it into any AI assistant with the files attached, or use it as the summary step in a Zap.

Before your next bank or landlord meeting

1. Write down which sources each meeting type needs.
2. Pull the newest lease, loan papers and 3 months of bank statements.
3. Check every number in the brief against its source.
4. Read the "not checked" list before you walk in.
5. After customer meetings, automate the follow-up: https://mcafax.com/notebook/prompts/lead-follow-up-automation

Getting your books ready for a lender? Start with SBA's finance guide: https://www.sba.gov/business-guide/manage-your-business/manage-your-finances. Still deciding where to ask? See https://mcafax.com/notebook/where-to-get-business-funding