Small Biz Prompt Shop · For Schools
Chase outstanding school fees in minutes, not hours.
An AI-assisted fee-reminder workflow for your school office. Upload a spreadsheet — minutes later there's a personalised draft reminder in Gmail or Outlook for every family. No new software. Family data never leaves your school's own accounts.
Built and tested with real school data · By Danielle MacInnis, 25+ years in marketing
The problem
The awkward job nobody wants
Chasing outstanding fees is one of those jobs that quietly eats hours in the school office every billing cycle. Working out who owes what. Then writing 50 or 150 reminder emails that sound firm but not cold — without copy-pasting the same paragraph until your eyes glaze over.
It's slow, it's repetitive, and it's easy to put off. Which means fees stay outstanding longer than they should.
How it works
Three steps, one billing run
1
Upload your spreadsheet
Your admin team drops in the fee spreadsheet you already have — family, child, year level, amount owing.
2
Drafts appear, personalised
Minutes later there's a ready-to-send draft for every family — child's name, year level, amount owing, written in your school's voice.
3
Review and send
Your team checks the drafts in Gmail or Outlook and sends. Nothing goes out automatically — your office stays in control.
What you get
Set up for you, end to end
Full setupWe build the workflow around your spreadsheet and your school's tone of voice.
Tested with your teamWe run it with your office staff on real data before you rely on it.
Plain-English guideA simple handover anyone in the office can follow — no tech background needed.
Works in your existing toolsRuns through your own Gmail or Outlook. No new software to buy or learn.
Privacy
Family data stays with you
Family data never leaves your school's own accounts.
The workflow runs inside your school's existing Gmail or Outlook. Student and family details aren't uploaded to a third-party platform or stored by us — they stay in the systems you already control.
Investment
One setup fee, no subscription
Setup + training
$995
One-off. Setup, testing with your team, and the plain-English guide.
Most offices save more than that in staff time in the first term — and there's no ongoing software fee.
Book a 15-minute look →
Questions
The things schools ask first
Is our family data safe?
Yes. The workflow runs inside your school's own Gmail or Outlook. Family data never leaves the accounts you already control — it isn't uploaded to a third-party platform or stored by us.
Do we need to buy new software?
No. It works with the email tools your office already uses. There's nothing new to install and no subscription.
How long does setup take?
About two weeks. Most schools time it for the start of term, when invoices go out — so the workflow is ready for your next fee run.
Who is this for in our school?
It's usually the business manager or office team who feels the fee-chasing workload. They're the right people to walk through the 15-minute look — feel free to forward this page on.
Does it send emails automatically?
No. It prepares personalised drafts. Your team reviews every one and decides what goes out — you stay in control.
Worth a 15-minute look?
No slides — just the actual workflow running on realistic school data, so you can see exactly what your office would get.
Book a 15-minute look →
Not your job to fix? Forward this to your business manager.