A one-person repair business runs its quotes, job sheets and client emails on Gemini

🧰 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

🪜 Steps (tick as you go)

1. ☐
   1. 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.

2. ☐
   2. 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.

3. ☐
   3. 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.

4. ☐
   4. 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.

5. ☐
   5. 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.

6. ☐
   6. 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.

7. ☐
   7. Optional: use it inside Gmail and DocsOptional extra

   If your Workspace plan includes Gemini, open the Gemini side panel in Gmail or Docs to draft replies and documents without copying and pasting.

💬 Prompts to copy

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.

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].

🔗 Links

• Reddit thread (source): https://www.reddit.com/r/GeminiAI/comments/1wuchhe/i_dont_code_and_i_dont_use_it_as_a_search_engine/
• Google: Tips for creating custom Gems: https://support.google.com/gemini/answer/15235603

From https://usecasy.com/use-case/gemini-solo-service-business/ · Guide checked 16 October 2026 · Prices are rough and shown in USD unless stated (MYR where relevant).