ChatGPT prompts for small business: 10 you can copy today

The quote from the last site visit is still in your notes. The follow-up never went. A review came in while you were with a customer, and it is still unanswered. These ChatGPT prompts for small business are ten you can copy for that kind of note. One job each. You check it, then you send it.

The short answer: Paste your own facts, names taken out, and ask for a short draft in words you would say. Below: a slow quote, a missed follow-up, a review, a job ad, a hard email, a price increase, a missed call, a late arrival, an unpaid invoice, and “how much, and when?”

How to brief the tool so the answer is not mush is in How to use ChatGPT effectively in a small business. What never goes in the box is in Is ChatGPT safe for my customers’ information?.

How do you draft a quote that is still in your notes?

Use this when the visit is done and the quote has waited.

I run a small [shop / clinic / studio] in [your town].
Prices are in Canadian dollars. I write short quotes.
Do not offer a discount unless these notes say so.
Draft a quote from the notes. Use only numbers that are there.
If a price, date, or inclusion is missing, write [CHECK THIS].
Under 150 words.

Notes:
[paste notes, name and phone removed]

Before you send, match every figure to your notes. The steps from notes to a sent quote are in How to write quotes faster with AI.

What do you send when the follow-up never went?

Use this a few days after a quote, when nobody wrote back, including you.

Draft a short follow-up to a quote I sent on [day], for [the work], at [price in CAD].
Start date: [date], or [CHECK THIS] if I left it blank.
Do not be pushy. Do not offer a discount.
Ask if they have a question. Under 70 words.

Before you send, confirm the price and the start date are still true.

How do you reply to a review without sounding fake?

Use this when a Google review is sitting there. You post the reply yourself.

Draft a reply to this review for my [shop / clinic / studio] in [town].
Use their first name if the review has it. Mention the specific thing they wrote.
If they are unhappy, ask them to phone or email.
No discount, refund, or free visit.
Do not add anything that is not already in the review.
Under 80 words. Sign off with [my name].

Review:
[paste the review]

Read it out loud. Google’s rules on deals and private details are in How to reply to Google reviews with ChatGPT, in your own voice.

How do you write a job ad people can understand?

Use this when the draft sounds like a poster, not a job.

Write a job ad for a [role] at my small business in [your town].
The work is: [three real tasks]. Hours: [hours].
Wage: [amount in CAD]. If I gave no number, write [WAGE]. Do not invent one.
Require a licence or a car only if I listed it.
Plain words. No slogans. Under 180 words.

Check the wage, the hours, and the town before you post it.

How do you answer a hard customer email?

Use this when something went wrong and the reply has been sitting.

Draft a reply I can send today. Short, calm, no corporate apology.
What happened, in my words: [one or two sentences].
Next step and when: [what I will actually do].
Do not offer money unless I wrote the amount here.
Do not admit a legal fault or invent a cause.
If a fact is missing, write [CHECK THIS]. Under 120 words.

Their email, name removed:
[paste it]

The next step has to be something you will do on the day you named.

How do you tell people about a price increase?

Use this when prices are going up and you do not want a sheepish note.

Write a short note to regular customers.
Prices change on [date]. Old and new, in Canadian dollars:
[list them]
One-sentence reason only if I wrote one. Otherwise leave it out.
Do not apologize. Do not offer a discount unless I wrote it here.
Under 100 words.

Check the date and both prices against your own list. Send it yourself.

What text do you send after a missed call?

Use this the same day, after you have heard the voicemail. Send it from your own phone.

Draft a text after a missed call.
One line that I missed them. I can talk at [a real time].
Ask them to reply with what they need if I do not know.
No price. Under 40 words.

Put their name in yourself. Offer a time you can keep.

How do you say you are running late?

Use this when the next person is waiting. One true text does more for them than a polished excuse.

Draft a text saying I am running late.
I will arrive at [time], not "soon".
Use a reason only if I wrote one. Otherwise leave it out.
Say they can reply if that time no longer works. Under 35 words.

Check the new time is true before you hit send.

How do you remind someone about an unpaid invoice?

Use this when the invoice is overdue and you still want a calm note.

Draft a payment reminder.
Invoice [number] for [amount in CAD] was due [date].
Ask them to pay, or to tell me if something on it is wrong.
No threat. No late fee unless I wrote the fee here. Under 80 words.

Match the amount, the number, and the date to the invoice. If they paid, do not send it.

How do you answer “how much, and when can you start?”

Use this for the question you get every week, while they are still interested.

Draft a reply about cost and start date.
Service: [what they asked]. Price: [CAD, and what is included], or [CHECK THIS].
We can start: [day], or [CHECK THIS].
Next step: they reply to confirm, and I book it.
No discount. Under 90 words.

Their message, name removed:
[paste it]

Check the price against the current card, not last year’s memory.

What do you check before any of these go out?

• Every price, date, time, and address matches what you know.
• No discount, refund, or promise you did not approve.
• Every [CHECK THIS] is filled in or cut.
• It sounds like you. If it does not, paste one note you liked and ask for that length.

Names stay out until you are sure of the settings. The safety page above is the one to read first. Plan prices in Canadian dollars are on the effectively page, with the date they were checked.

Questions owners ask

What are useful ChatGPT prompts for a small business?

Use one prompt for one job: a quote, a follow-up, a review reply, a job ad, a hard email, a price increase, a missed-call text, a running-late note, a payment reminder, or a price-and-timing question. Check every number before you send it.

Can I paste a customer’s name into the prompt?

Leave the name, phone number, and address out while you are learning. Put them back yourself when you send. What should stay out of the box is on the safety page linked from here.

Will these prompts sound like my business?

Paste a short sample of something you were happy to send, and cut lines you would not say. With no sample, the draft is polite and generic. The habits for that are on the page about using ChatGPT effectively.

Do I need a paid ChatGPT plan to use these?

You can try them on a free login if names and customer details stay out. Which paid plan fits, in Canadian dollars, is on the plan page linked from the article about using ChatGPT effectively. This page does not repeat those prices.

Want to try one on a real note?

I teach you how to use AI tools like these so you can grow your business, in person, at your place. In the free hour we run one of these on a real email of yours, and you leave with a prompt you can reuse tomorrow. There are no dumb questions.

The local pages are AI help for small businesses near you and AI help in your area.

Book your free hour.