Introduction — Why ChatGPT Is a Game Changer
Explain in plain language:
- You don’t need to be a tech whizz — if you can write a message, you can use ChatGPT.
- It helps you get things done faster: from writing quotes to planning your week.
- It works brilliantly alongside Sole, where you already send invoices, track payments, and manage your finances.
Think of ChatGPT as your smart assistant — and Sole as your business command centre.
Practical opportunities for your industry
🧩 A. Write Social Posts or Client Messages That Actually Sound Like You
Tired of staring at a blank screen? Use ChatGPT to write posts, announcements, or updates — then tweak in your tone.
Prompt Example:
“You are a friendly small business owner in the <industry> industry.
Write 3 short social posts promoting my <service> to <target audience>.
Use a <tone> tone (e.g. confident, approachable, down-to-earth).
Mention our strengths: <unique value or tagline>.
Each post should include:
• A simple hook
• What makes our service great
• A clear call to action (e.g. book now, message to learn more).
Keep each post under 50 words.”
Pro Tip:
Save your best performing posts in Sole Notes or your CRM for reuse in future campaigns.
🧾 B. Create Polished Quotes and Emails in Seconds
Use ChatGPT to make your quotes and emails sound friendly, clear, and professional — then send them directly from Sole.
Prompt Example:
“You are a professional service provider helping clients understand their quote.
Write a short message to send with a quote for <service> for <client name>.
Mention:
• What’s included
• How long it’s valid for
• How to accept or ask questions.
Keep it polite, confident, and about 100 words.”
Sole Tip:
Paste your ChatGPT draft into Sole’s quote message field — it automatically links to your quote and client record.
💸 C. Chase Invoices Without the Awkwardness
Sole automates reminders, but sometimes you want a personal touch. Let ChatGPT write one that sounds like you.
Prompt Example:
“You are a polite but firm small business owner.
Write a friendly payment reminder for an overdue invoice.
Details:
• Invoice number <invoice number>
• Amount <invoice amount>
• Due date <due date>.
Thank them for their business and ask them to confirm once payment has been made.
Keep it short, clear, and professional.”
Sole Tip:
Save this as a custom reminder template inside Sole — it will send automatically next time.
📅 D. Create Weekly Goals and KPIs That Keep You on Track
Set simple, realistic goals that match your business — not corporate fluff.
Prompt Example:
“You are a small business coach for microbusinesses.
Create 5 weekly KPIs for a <industry> business offering <service>.
Focus on:
- Clients or bookings
- Income or billable hours
- Admin time saved
- Customer satisfaction
- Cashflow or follow-ups.
For each KPI, include:
• How to measure it
• What ‘good’ looks like (a weekly target).”
Sole Tie-in:
Sole automatically tracks your income, invoices, and expenses — so you can match your KPIs to your live dashboard.
⚙️ E. Build Simple Systems That Save You Time
ChatGPT turns your everyday routine into a documented process you can reuse — or hand off later.
Prompt Example:
“You are a systems expert helping a <industry> business that provides <service>.
Create a step-by-step checklist for completing a client job.
Break it into:
- Before the job — booking, prep, materials
- During the job — key steps, client updates, quality checks
- After the job — clean-up, invoice, follow-up.
Make it detailed but simple enough for a new hire to follow.”
Sole Tie-in:
Add this as a Task Template or Workflow Reminder in Sole so every job follows the same steps.
💌 F. Write Client Emails and Templates That Impress
From onboarding to thank-yous, ChatGPT helps you sound polished and personal.
Prompt Example:
“You are a friendly business owner welcoming a new client.
Write a short welcome email for my <service> business.
Include:
• A greeting using <client name>
• What happens next
• When they’ll receive their first invoice via Sole
• How to contact me for support.
Keep it under 120 words, warm and professional.”
Sole Tie-in:
Set this as your default welcome email inside Sole. It’ll auto-send whenever a new client is added.
👋 G. Write Your Bio or “About” Section in Plain English
Sound confident and relatable — not corporate.
Prompt Example:
“You are a small business owner who loves your work.
Write a 100-word bio for my <industry> business.
Include:
• My key services: <service>
• Why clients choose me: <unique point>
• My approach or values: <business values>
Use plain, conversational English — like a chat, not a pitch.”
Pro Tip:
Use this same copy across your Sole profile, Google Business, and social bios for brand consistency.
📣 H. Plan a Month of Content in 10 Minutes
Stay visible without spending hours planning social posts.
Prompt Example:
“You are a marketing strategist for a <industry> business.
Create a 4-week content calendar for my <service>.
Include one post per week with:
• Topic idea
• Example caption
• Suggested image or video type
• Hashtags or keywords.
Focus on variety: education, promotion, behind-the-scenes, and client results.”
Sole Tip:
Store your calendar and captions in Sole Notes, so you can copy them when updating socials.
💬 I. Handle Common Client Questions Professionally
Never freeze on what to say again — ChatGPT writes clear, calm responses.
Prompt Example:
“You are a customer support expert.
Write a short, polite response to a client who asked <insert question or issue>.
Explain clearly, offer a helpful solution, and keep it under 100 words.
Maintain a friendly tone and end with an invitation to contact me if they need anything else.”
Sole Tip:
Save your best responses in Sole’s message templates for easy reuse.
📑 J. Write Policies or Terms in Plain English
Need a refund, cancellation, or late-fee policy? ChatGPT can draft one for you — no jargon needed.
Prompt Example:
“You are a business policy writer.
Draft a simple <policy type> (e.g. refund, cancellation, or payment policy) for my <industry> business.
Keep it short, professional, and in plain English.
Include the essentials:
• When the policy applies
• What clients should do
• How we’ll handle exceptions.
Use an empathetic, client-friendly tone.”
Sole Tip:
Attach your policy text to invoices or quotes inside Sole — so every client automatically sees it.
🚀 K. Create a Simple Business Plan with ChatGPT
You don’t need a 40-page plan — you need direction. ChatGPT can help you map it out in minutes.
Prompt Example:
“You are a small business coach.
Help me create a one-page business plan for my <industry> business offering <service>.
Include:
- My main goal for the next 6 months
- 3–4 key strategies to achieve it
- My target audience
- A short mission statement
- Metrics I should track in Sole to measure progress.
Keep it concise and practical.”
Sole Tip:
You can track those metrics automatically using Sole’s dashboard and performance summaries.
💡 Best Practice Tips
✅ Always double-check numbers, dates, and sensitive details before sending anything ChatGPT writes.
✅ Don’t paste private client information into ChatGPT unless anonymised.
✅ Save your best prompts in a Sole Note titled “ChatGPT Library.”
Common ChatGPT mistakes
Save your best prompts in Sole Notes or Templates.
Don’t share private client info.
Always check numbers and dates.
Frequently Asked Questions
Do I need to be a tech expert to use ChatGPT?
Not at all. If you can send a text message or an email, you can use ChatGPT. You simply type in what you need (called a “prompt”), and it provides the text for you. Our playbook provides the exact templates you need to copy and paste to get started.
Is it safe to put my business information into ChatGPT?
You should never put sensitive or private information into ChatGPT, such as bank details, tax file numbers, or the full names and addresses of your clients. We recommend using “placeholders” (like <Client Name>) in your prompts and then manually filling in the real details once you’ve pasted the text into Sole.
How does ChatGPT work alongside the Sole App?
Think of ChatGPT as the writer and Sole as the sender. For example, you can ask ChatGPT to write a polite late-payment reminder. You then copy that text and save it as a custom template within Sole. Sole will then handle the “heavy lifting” of automatically sending that reminder when an invoice becomes overdue.
Can ChatGPT help me with my marketing if I don’t have a budget for a designer?
Yes. Use the “Month of Content” prompt in our playbook to generate post ideas and captions. While it can’t create the images for you (unless you use the paid version), it can give you the exact “hooks” and descriptions you need to quickly make a graphic in a tool like Canva.
How do I make the AI sound like “me” and not a robot?
The secret is in the “Tone” instruction. In your prompt, tell ChatGPT to be “down-to-earth,” “approachable,” or “confident but friendly.” If the first result feels too stiff, just tell it: “Make that sound a bit more casual and like a local Aussie business owner.”
What are the most common mistakes to avoid?
The biggest mistake is “blind trust.” Always double-check dates, amounts, and specific terms. AI can sometimes “hallucinate” (make things up), so treat its output as a draft that needs your final human approval before it goes to a client.