Custom GPTs: The Extra Staff Members Small Business Owners Need

Christopher J Kouzios

I’m the product of two small business owner parents, with generations of entrepreneurs just part of our DNA. I know what you had time to do and what you didn't. This is for you, and for all of you SMBs out there right now thinking, “If I only had a [fill in the blank].”

Most small business owners have the core of the job covered. You know your product. You know your customers. You can deliver. But the rest piles up fast:

Scheduling. Inventory. Marketing. Customer questions. Supplier quotes. Permits. Taxes. Compliance.

You don’t have time to chase all of it. But AI can help. Specifically, Custom GPTs.

These are AI assistants you can train on your business in just a few minutes. No code. No fluff. Just clear instructions and a little setup. Think of them as an extra employee that never gets sick and never forgets what you told it.

Here’s how to build one — and more importantly, how to actually use it once it’s ready.

How to Access and Create a Custom GPT

1. Open ChatGPT at https://chat.openai.com
2. Click “GPTs” in the left sidebar (icon with four stacked dots)
3. At the top of the screen, click “My GPTs”
4. Click “Create a GPT”
5. In the Create tab, describe what the GPT should do Example prompt: “You are a support assistant for my bakery. Our hours are Mon–Fri 9–5. We deliver within 15 miles. Custom cakes require 48 hours' notice. Answer only questions about our services.”
6. Switch to the Configure tab to: Name it, Set instructions and tone, Upload files (like return policies or menus), Adjust privacy and capabilities...and more.

It takes about 10 minutes to build your first one.

How to Use a Custom GPT After You Create It

1. Go back to the “GPTs” tab (left sidebar)
2. Under “My GPTs,” click the one you made
3. A chat window opens, just like regular ChatGPT
4. Ask it questions based on what you trained it to know

Example:

If you built one called “Customer Support Assistant,” you can type:

“What’s our return policy?” “Do we ship to Ohio?” “How do I book an appointment for Friday?”

It will respond exactly the way you trained it.

Pro Tip:

• Bookmark it
• Keep it open during your workday
• Share the link with your team for consistent answers

Once it’s built, it runs quietly in the background and never drops the ball.

5 Easy to Use Custom GPTs for a Small Business

1. Set up a 24/7 customer assistant

Handle after-hours questions, product info, or delivery policies without lifting a finger.

Try it now → Product FAQ Assistant GPT

2. Automate your scheduling and booking replies

Explain hours, services, and booking policies without constant back-and-forth. Example: A local dog groomer trained a GPT to explain services, check hours, and guide customers to the online booking form.

3. Track supplier pricing and inventory changes

Upload your vendor pricing sheets and let a GPT summarize what went up, what’s out of stock, or what needs reordering.

Example: A restaurant owner adds PDFs from three vendors every Monday. The GPT compares prices and flags major changes.

4. Let AI write your social media and marketing content

You feed it the basics. It handles captions, emails, or promotional copy in your voice.

Try it → Local Marketing Assistant GPT

5. Prep for taxes, licensing, and compliance

Upload sales or expense spreadsheets. The GPT can summarize your revenue, highlight deductible categories, and prep questions for your accountant.

Final Thought

This isn’t about replacing people. It’s about protecting your time.

You don’t need a full plan or a big team. You just need one win. Pick the task that steals the most of your time. Build a GPT that handles it. Then move to the next one.

If you want help getting your first GPT live, I’m happy to walk through it with you.

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