The After-Hours Kit: AI tools for small business paperwork
The job’s done. The paperwork isn’t.
The After-Hours Kit is six ready-made tools for Gemini, Claude and ChatGPT. Tell one what happened and it drafts the invoice reminder, quote, review reply, cash check or staff procedure. Paste in customer comments and another shows what people want from you. You check every draft.
What’s included
Six jobs. One tool for each.
Each tool is a skill: a set of written instructions you add to your AI assistant. It tells the assistant how to do one job and what to ask you. The tools use the open Agent Skills format.
Late-invoice reminders
/chasing-late-invoices
A friendly reminder, a firmer one and a final one, written in your voice.
Job quotes
/quoting-the-job
Turns a messy request into a clear quote that says what’s included and what isn’t, using your own rates.
Customer review replies
/answering-reviews
Drafts a calm reply for you to make your own, then checks your recent reviews for repeat complaints.
Cash flow checks
/seeing-the-tight-weeks
Lays out money in and money out by week, so you can see a short week coming.
Written procedures
/getting-it-out-of-my-head
Asks how you do a task, one question at a time, then writes steps your staff can follow.
Social media listening
/listening-to-customers
Sorts customer comments and messages into themes and shows what people want from your social media and messages, with the evidence for each point.
Samples
What you type and what you get back
These are illustrative samples using made-up businesses. They show the kind of draft to expect. Your results depend on what you tell your AI assistant.
Sample late-invoice reminder
You type
/chasing-late-invoices Invoice 1042, $4,860, Harbor Property Group, backflow preventer replacement. 21 days late. Dana’s a good client and I’d like to keep it that way.
You get back
Hi Dana,
Invoice 1042 for $4,860, for the backflow preventer replacement, is now three weeks past due. Could you send payment by Friday? If anything looks off, tell me and I’ll sort it out today.
Also drafted: a firmer note for day 30 and a final note for day 45. Neither threatens anything you haven’t told me is true.
Sample job quote
You type
/quoting-the-job Customer wants a 12×16 deck stained. Rough in a few spots. About 8 hours at my $65 rate, plus $140 for stain.
You get back
Estimate: $660 ($520 labor, plus $140 stain)
- Included: washing the deck, sanding the rough spots, staining the floor
- Not included: replacing boards, staining railings
- Assumes: dry weather and clear access
Please confirm: you didn’t mention railings, so I left them out. Are they part of this job?
Sample review reply
You type
/answering-reviews Reply to this one: “Waited 40 minutes and nobody told us why.” Two stars. I’ve pasted my last 20 reviews below too.
You get back
You’re right. Forty minutes is a long wait, and not hearing why made it worse. I’m sorry. I’d like to hear more and make this right, so please call me at the shop.
Before you post: add one real detail from that night. Also, 3 of your last 20 reviews mention waiting without an update.
Sample cash flow check
You type
/seeing-the-tight-weeks Here’s money in and out for the last 90 days, with names and account numbers removed. My balance was $2,800 on October 31. Rent is $3,200 on the 1st, and payroll runs every two weeks.
You get back
| Week | In | Out | Left |
|---|---|---|---|
| 1 | $6,200 | $5,100 | $3,900 |
| 2 | $4,100 | $6,900 | $1,100 |
| 3 (tight) | $3,800 | $4,600 | $300 |
| 4 | $5,600 | $3,900 | $2,000 |
| 5 | $5,300 | $4,400 | $2,900 |
Could go below zero: week 3, from the 15th to about the 20th. Up to about $2,400 short, because the supplier payment goes out before customer money arrives.
Starting from $2,800. These are estimates from what you pasted, so check the math. Take decisions about financing or taxes to your accountant.
Sample written procedure
You type
/getting-it-out-of-my-head I’m the only one who closes the till. I need someone else to be able to do it.
You get back
First, a few questions, one at a time: “The door’s locked. What do you do first?” Then, from your answers:
- Count the drawer. Done means the total is written on the closing sheet.
- Compare it to the register report. Done means the difference is written down, even if it’s $0.
Missing: who should staff call if the count is off? You didn’t say, so I left it blank.
Sample social media listening
You type
/listening-to-customers We’re a bakery in Asheville, NC. Here are 26 Instagram comments and messages from September and October, with names removed.
You get back
- They want to know when you sell out. “Drove 20 minutes and the croissants were gone.” 7 of 26 items, all since late September. Evidence rating: Some.
- They want allergen details in posts. 4 of 26 items ask before visiting. Evidence rating: Some.
Idea to review: post what’s left each afternoon. Check first: can you keep that up on busy days?
I couldn’t search the web, so this rests only on what you pasted. The 4 allergen questions are listed separately so you can answer those people directly.
Setup
How to add the tools to your AI assistant
Download the tools
After you pay, you get a download link by email. It holds six .zip files, one for each tool, a video tour on customizing them and made-up practice data to try them on. The link stops working 24 hours after your first download, so save the file.
Upload them to your AI assistant
Open the Skills area in Gemini, Claude or ChatGPT and upload each tool. Steps for each one come with the kit.
Call a tool in any chat
Pick the tool in a chat and tell it what happened.
Check these before you buy
- Skills depend on your provider and plan, and the rules change. Check yours before you buy: Gemini, Claude or ChatGPT.
- What you paste goes to your AI provider, so check its privacy settings. On Gemini, skills need Keep Activity turned on. Google can then use your chats to improve its services, and people may review some of them. Google says not to enter confidential information. Read Google’s Gemini privacy notice.
- Remove names, account numbers and other private details from anything you paste, including bank exports.
- Social media listening reads only what you paste, plus public posts if your assistant can search the web. It can’t log in to your accounts or keep watching after the chat.
- On a work account, check with your administrator that you can use skills.
Limits
What these tools won’t do
This is a low-cost tool for six specific jobs, and it can make mistakes.
They won’t send or post anything.
You review each draft and send it yourself.
They won’t fill gaps with guesses.
They’re built to flag missing prices, hours or steps. Read every draft anyway.
They won’t give professional advice.
They aren’t legal, tax or accounting advice.
They can’t protect what you paste.
What you paste goes to your AI provider, so remove private details first.
Questions
Questions about the kit
Is this a subscription?
No. You pay $10 once and keep all six tools.
Can I get a refund?
No. It’s a digital download, so all sales are final. Please check what your AI assistant needs before you buy.
Do I need to know anything about AI?
If you can upload a file and send a text, you can use these. Each tool asks for what it needs.
Will it know my business?
Only what you tell it. The more real detail you give it, like your rates and how you talk to customers, the better the draft.
Which AI assistants do they work with?
They’re built for Gemini, Claude and ChatGPT, using the open Agent Skills format. Another assistant may be able to follow the same instructions if you paste them into a chat, but those three are the ones we support.
Can I change them?
Yes. You can add your own tone, prices and examples, and the video tour that comes with the kit shows you how. Use them in your own business, but please don’t resell them.
Why is a company with “Schools” in its name behind this?
Shifting Schools is Jeff Utecht and Tricia Friedman. Our day job is helping schools work out where AI helps and where it doesn’t. These tools apply the same caution to small business paperwork.