An assistant that remembers your admin for you: accountant documents, refunds, unsent invoices

🧰 Before you start

• A ChatGPT plan that includes dots: Pro, Business Premium or Enterprise (Enterprise admins must switch it on)
• The ChatGPT desktop app, the ChatGPT phone app or ChatGPT in a desktop browser (phone browsers are not supported)
• You must be 18 or over; dots are still rolling out, so it may not appear on every account yet
• A list of your regular admin: tax and accountant deadlines, invoicing days, renewals, refunds you're waiting for

🪜 Steps (tick as you go)

1. ☐
   1. Create your dot

   Open ChatGPT and choose dots (on the desktop app, a desktop browser or the phone app). Follow the short introduction, give your dot a name and pick how it looks. You can keep the defaults.

2. ☐
   2. Connect only what it needs

   When asked, connect plugins (links to your other apps, such as email or calendar). Only connect the apps this job needs. You can add more later from your dot's profile.

3. ☐
   3. Write your admin calendar

   List the jobs and dates, e.g. 'send quarterly documents to the accountant in the first week of Jan, Apr, Jul, Oct', 'invoice clients on the 25th'.

4. ☐
   4. Paste the admin prompt

   Copy the prompt below and fill it in. It tells your dot what to watch and when to nudge you.

5. ☐
   5. Let it look for loose ends

   Ask: 'Look through my email for the last 60 days and list anything I promised, owe or am waiting for.'

6. ☐
   6. Approve, don't delegate money

   Let it prepare invoices and emails as drafts. You approve and send. Keep payments in your own hands.

💬 Prompts to copy

Please be my admin minder. Recurring jobs: [job – when – who it goes to], [job – when – who], [job – when – who].
Also watch my email for: refunds I'm waiting for, invoices I should have sent, documents people asked me for, and renewals.
Remind me [3 days] before each deadline, and again on the day. Where you can, prepare the email or document as a draft for me to approve. Never send money or send anything without my OK. Tell me what you've set up.

🔗 Links

• Meet dots (official OpenAI docs): https://learn.chatgpt.com/docs/dots
• Get started with your dot (official): https://learn.chatgpt.com/docs/dots/getting-started
• YouTube: Master OpenAI's Dot Agent in 8 Minutes: https://www.youtube.com/watch?v=HYUAe8AKcL0
• X post (source): https://x.com/Angaisb_/status/2104981592053616663
• BetaNews: OpenAI launches dots (invoice example): https://betanews.com/article/openai-dots-agents-chatgpt/
• dots on Product Hunt: https://www.producthunt.com/products/dots-by-openai

From https://usecasy.com/use-case/dots-admin-nudges/ · Guide checked 15 October 2026 · Prices are rough and shown in USD unless stated (MYR where relevant).