Automate School Fee Reminder Emails | AI Workflow Setup $250 | Small Business Prompt Shop
For School Business Managers & Finance Admins

Stop Writing Fee Reminder Emails by Hand

We set up an AI workflow that creates personalised, ready-to-send email drafts for every parent with outstanding fees — in minutes, not hours. Works with Gmail or Outlook.

Set Up My School — $250 AUD →

One-time fee  ·  1–2 day setup  ·  Claude $20/mo plan is all you need

✓ Works with Gmail or Outlook ✓ Simple spreadsheet ✓ Claude $20/mo plan ✓ Done for you
Chasing school fee payments doesn't have to be a headache
⏱️
Time saved per billing cycle
2+ hours → 10 minutes
📧
Works with
Gmail & Outlook
✅
Setup time
1–2 business days
Sound familiar?

Chasing fees manually is one of the least
enjoyable parts of school admin

It's time-consuming, a little uncomfortable, and easy to let slide — which means outstanding balances keep building.

⏱️

It eats hours of admin time

Writing individual emails for every family with an outstanding balance takes time you simply don't have at the front desk.

😬

Generic reminders feel blunt

A mass email to the whole community is awkward and impersonal. Families notice when they're not addressed by name.

📋

Nothing is consistent

Different staff, different wording, different tone each billing cycle. Hard to maintain a professional standard at pace.

How it works

A smarter workflow — built and
handed to your team

We use AI to automate the drafting process. Your admin updates one spreadsheet, and personalised email drafts appear in Gmail — ready to review and send.

1

Update the spreadsheet

Enter each family's outstanding balance in the simple Excel file we set up for you.

2

Upload to the workflow

Drop the file into Claude Cowork. The AI reads every row and skips anyone fully paid.

3

Drafts appear in Gmail or Outlook

A personalised email for every family with fees outstanding — name, amount, year level all filled in.

4

Review and send

Check each draft and send. The whole process takes about 10 minutes — no matter how many families.

What you get Everything for $250 AUD — One-time

Your complete fee reminder system,
built and ready in 1–2 days

✓

Custom Excel spreadsheet template

Pre-formatted with all required columns. Just populate and go.
✓

AI workflow configured for your school

Set up and tested before handover — not a DIY kit.
✓

Personalised email template

Written in your school's voice, with your name and signature.
✓

Gmail or Outlook setup guide

Step-by-step to send from your school email address — whichever system you use.
✓

Print-ready admin guide

Plain-English instructions any admin team member can follow.
✓

One round of revisions

Adjust the tone, wording, or template until it's exactly right.
✓

30 days email support

Questions after go-live? We're here.
✓

Works for any school size

50 families or 500 — the workflow handles any volume.
The setup process

Done in 4 simple steps

We do the heavy lifting. Your team just fills in a short form and we take it from there.

  • 1

    Pay and complete a short intake form

    After checkout, you'll receive a brief form asking for your school name, admin contact details, email system (Gmail or Outlook), and preferred email tone. Takes about 5 minutes.

  • 2

    We build and configure your workflow

    Within 1–2 business days, we set up your spreadsheet template, configure the AI workflow, and write your customised email template.

  • 3

    We deliver everything, tested and ready

    You receive your complete package by email — spreadsheet, workflow files, email template, admin guide, and Gmail setup instructions.

  • 4

    Your team runs the first batch

    We walk your admin through the first run. If anything needs tweaking, we're on hand during the 30-day support window.

Common questions

Everything you need to know

Click any question to expand the answer.

If you have the Claude $20/month plan, that's all you need. The workflow runs inside Claude Cowork (included in the $20 plan) and connects to Gmail, which most schools already use. No extra tools, no enterprise software, no IT team required.
Absolutely. We provide a plain-English, print-ready guide written specifically for admin staff. If they can update a spreadsheet and open Gmail, they can run this workflow.
The current setup is optimised for Gmail. If your school uses a different email system (Outlook, for example), get in touch before purchasing and we can discuss whether it's compatible or suggest alternatives.
The $250 is a one-time setup fee from us — no ongoing charges. To run the workflow you'll need the Claude $20/month plan (if you don't already have it), plus your existing Gmail. That's it. No hidden costs, no enterprise licences.
We aim to deliver within 1–2 business days of receiving your completed intake form. Once you have everything, your admin team can run their first batch of fee reminders the same day.
Yes — the template is written in your school's voice and includes your name, signature, and preferred tone. One round of revisions is included. After handover, you can ask Claude to update the wording at any time.
Yes. The workflow handles any volume — 50 families or 500. The time to run the process stays roughly the same regardless of how many families are in your spreadsheet.

Ready to take fee reminders off your plate?

One-time setup. Delivered in 1–2 days. Your admin team will wonder how they managed without it.

$250

AUD  ·  One-time setup  ·  Just add Claude $20/mo + Gmail

Get Started — Pay Securely via PayPal →

🔒  Secure checkout via PayPal  ·  No PayPal account required

📅 1–2 day delivery ✏️ One revision included 📧 30-day email support 🏫 Any school size
Questions? Email dan@macinnismarketing.com.au  ·  Small Business Prompt Shop  ·  20 Spark St, Murrumbeena VIC 3163