A reply library for the 10 questions you answer every week
Turn your most repeated email answers into saved templates written with AI, so replies go faster.
| Time saved | a few hours a week (our estimate*) |
|---|---|
| Setup | 1 hour |
| Cost | $0 |
| Skill | No tech skills |
| Tools | Gmail templates or Outlook Quick Parts, plus a chat assistant |
The steps
- Search your Sent folder for the questions you answer most: prices, hours, booking, delivery times, refunds.
- Paste three of your past answers to one question into your chat assistant with the prompt below.
- Save the improved answer as a template (Gmail: Settings, Advanced, Templates. Outlook: My Templates).
- Repeat for your top 10 questions. Name each template by the question.
- Next time the question arrives, insert the template and change one line to make it personal.
Copy this prompt
Here are three ways I have answered the same customer question. Write one clear, warm reply under 120 words that covers everything they include. Leave [brackets] where I should add the customer name or a detail.
Replace anything in [brackets] with your own details. Always read AI output before you send it.
Source: Gmail and Outlook help pages*Stuck on a step?
Ask in our free owner group. Someone has likely hit the same snag.
Join the free owner communityMore systems
Sort your inbox in a few minutes a day
An AI assistant sorts new email into "reply today", "waiting" and "read later", then drafts the easy replies.
- Saves a few hours a week*
- Setup 45 minutes
- Cost $0 to $20 a month
Stop the back-and-forth with a booking link
Clients pick a time from your open slots. Reminders go out on their own, so no-shows drop.
- Saves an hour or two a week*
- Setup 30 minutes
- Cost $0 to $12 a month
A short weekly plan with an AI assistant
Each Monday, AI turns your task list and calendar into a realistic week with the three most important things first.
- Saves a few hours a week*
- Setup 20 minutes
- Cost $0 to $20 a month