🎯 What you'll have at the endYou'll set up Gemini as your back-office helper so quotes, job sheets and client emails take minutes, using your own notes rather than web searches.

⚡ One-click install

Checked install pages (app stores, official sites and template pages): tap to get it straight away.

⬇️ Get Gemini on AndroidGoogle Play ⬇️ Get Gemini on iPhoneApp Store

🧰 Before you start

The Gemini app (install buttons on this page) or gemini.google.com
A Google account (Workspace if you want Gemini inside Gmail and Docs)
One example of a good quote and a good job sheet you've done before

⏱️ Time needed30 minutes

💵 Rough costFree to start; paid Google AI or Workspace plans from about USD 20/month

🪜 Step by step

🐣 Beginner mode: showing the 6 essential steps only. Extra steps are hidden; tap 🚀 Advanced at the top to see all 7.

✅ 0 of 7 steps done 📄 Printable page

1
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Install Gemini and sign in
Use the buttons on this page, or open gemini.google.com on a computer, and sign in with the Google account you use for work.
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2
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Create a Gem for your business
A Gem is a saved Gemini helper with its own instructions. On gemini.google.com, look for 'Gems' then 'New Gem', name it e.g. 'Back office', and paste the 'Back office rules' prompt below.
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3
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Add your examples
Upload your example quote, job sheet and price list to the Gem's knowledge (files it always reads), so it copies your format.
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4
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Quote from a rough list
Paste or dictate a rough list ('2 hrs labour, new SSD 1TB, data copy') and ask for a quote. Check every price before sending.
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5
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Turn notes into job sheets
After a job, paste your shorthand notes or a photo of them and ask for a standard job sheet. Save it to Google Docs.
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6
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Explain it to the client
Ask Gemini to turn the technical problem into a short, friendly email the client will understand, without talking down to them.
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7
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Optional: use it inside Gmail and Docs
If your Workspace plan includes Gemini, open the Gemini side panel in Gmail or Docs to draft replies and documents without copying and pasting.
➕ Extra step: hidden in 🐣 Beginner mode Mark as done

💬 Copy-paste prompts

Tap Copy prompt, paste it into your AI (Grok, ChatGPT, Claude or Gemini), then replace the [yellow bits] with your own details.

💬 Back office rules (Gem instructions)

You are the back office for [business name], a [type of business] in [area]. Use ONLY the information and files I give you; don't search the web unless I ask.
Rules: no chit-chat; short scannable bullet points; British English; prices in MYR. If a price or detail is missing, write [CHECK] instead of guessing. End every answer with 'Your next step is…' and one clear action.
Tasks you do: 1) turn rough parts-and-labour lists into quotes in my format, 2) turn field notes into standard job sheets, 3) explain technical problems to clients in plain, respectful English.

💬 Quote from my rough notes

Make a quote for [client name] from these notes: [paste rough list]. Use my price list. Show each line, labour hours, subtotal and total in MYR, my standard terms, and a one-paragraph plain-English explanation of what I'll do. Mark anything you weren't sure about with [CHECK].

⚠️ Tips & common mistakes

Always check prices and totals yourself before a quote goes out.
Don't paste customers' passwords or ID numbers into any AI.
The author says keeping Gemini to your own data avoids most made-up answers.

🌟 Why it's worth it

💡 Why it mattersHours of evening paperwork shrink to minutes, and clients get clearer quotes and emails, which wins more jobs.

🏷️ Real exampleu/Historical-Ranger222: 'For me, Gemini isn't a chatbot—it's an external executive function that handles the administrative friction my ADHD hates.'

🔌 Connects to:GmailGoogle DocsGoogle SheetsPhone or tablet notes

📰 Found via Reddit · r/GeminiAI: Reddit r/GeminiAI: 'How Gemini actually runs my business and handles my ADHD' ↗