What Are “Custom GPTs” and How Can You Use Them?

• What “Custom GPTs” are, in plain terms
• Why they’re especially useful for small businesses right now
• Practical use cases, from quick wins to deeper automation
• Simple tools you can use (no coding required)
• Step-by-step example of how to create and use one
• What results to track—and what to watch out for

Overview: What Are “Custom GPTs” and How Can You Use Them?

What is a GPT?

A GPT (Generative Pre-trained Transformer) is an AI tool that understands and uses everyday language to get things done—whether that’s answering questions, writing content, or helping you make decisions quickly and clearly.

What makes it “custom”?

When you create a Custom GPT, you’re tailoring that AI to your business needs. You can feed it specific instructions, upload documents like FAQs or policy info, and tell it how you want it to behave. The result? A digital assistant that knows your tone, recognizes your goals, and gets better the more you use it.

Why this matters for small businesses

• Personalization at scale: Respond in your voice, every time.
• Consistency: Generate repeatable, high-quality outputs.
• Cross-functional help: Supports marketing, operations, sales, HR—you name it.

Learn more about how GPTs fit into everyday business tools →

Why This Matters Now for Small Businesses

Time

Replace repetitive tasks—like writing emails or answering routine customer questions—with smart automation.

Money

Get more done without hiring more people. Save on outside services by scaling internal capabilities.

Customer Experience

Provide faster, more tailored support across chat, email, and even social—24/7.

Growth

Automate the busywork, so you can focus on scaling, strategy, and building what matters.

Quick Wins vs. Deeper Builds

Quick Wins

• Chatbots that answer FAQs on your website
• Automated lead follow-up emails
• Social captions and post drafts
• Policy or report summarizers

Deeper Builds

• Sales assistants who understand your specific service offerings
• Internal tools that help onboard teammates or keep SOPs aligned
• Content generators built on your existing tone and topics

Step-by-Step: How to Set Up a Custom GPT

1. Choose your goal. What task or issue are you trying to solve?
2. Gather key materials. Think FAQs, policies, email templates, or site copy.
3. Select a platform. Pick a tool that fits how tech-savvy your team is.
4. Set your rules. Define tone, output format, topics to avoid, and preferences.
5. Stress test it. Try tricky questions or involve different teammates.
6. Refine it. Adjust content and settings based on feedback.
7. Launch where it helps most. Website, email, internal docs—it depends on your needs.

Tool Options: What Should You Use?

No-code Platforms

Ideal for most small teams. No programming. Just plug in your info and get to work. Options include:

• ChatGPT with Custom Instructions
• Chatbase
• Botsonic

Low-code Tools

Great for teams with light tech skills or access to a more advanced user. Some examples:

• Typeform with AI features
• Zapier Chatbots
• Softr integrations

Full Custom Solutions

Best for unique or complex operations. You’ll usually need developer support and access to API logic.

Want help choosing the right tools for your business? See how we make it simple →

Prompt Templates You Can Steal

Customer Support

"You are a knowledgeable support assistant for [Your Company]. Use simple language. If you don’t know the answer, guide users to our contact page."

Internal SOP Helper

"Summarize this 10-page onboarding doc into a checklist with action items for a new hire starting their first day."

Marketing

"Write 3 short LinkedIn posts in our brand voice. Target: small business owners who want to save time. Tone: friendly, confident, practical."

Real-World Examples

• Local Retail Shop: Created a FAQ bot to handle customer questions. Cut down customer service time by 40%.
• Solo Consultant: Used a ChatGPT website assistant to screen leads and reduce scheduling emails—boosted conversions.
• Internal Marketing Team: Set up a GPT to auto-create blog and email outlines. Content turnaround dropped from 5 days to 1.

What to Measure: Key Metrics

• Time saved per task
• Cost savings (measured in hours or dollars)
• Improved lead conversions
• Customer satisfaction (NPS or feedback)
• Internal adoption rate (how often it’s used)

Risks and Pitfalls to Avoid

• Feeding it outdated, biased, or inconsistent source materials
• Letting it handle sensitive conversations without supervision early on
• Expecting perfection right away—your system will get better with tuning
• Skipping tone or format guidelines, leading to off-brand responses

FAQs

Do I need to know how to code?

No! Most platforms are made for non-developers and small teams.

Will this replace my employees?

No—it’s a support tool. Think of it like a super-efficient assistant, not a replacement.

Is it expensive?

Most have free or low-cost starter plans that are more than enough to test useful use cases.

How secure is this?

Most tools give you control over what’s public and what stays private. Always read the settings and terms.

Can I use it in more than one part of my business?

Absolutely. GPTs work well for customer support, internal operations, marketing, and more.

What’s Next?

• Try a no-code Custom GPT for just one small task this week.
• Make a list of common questions from customers or teammates—these make great starting points.
• Want hands-on support? We help you simplify AI for your business goals →

Conclusion

Custom GPTs aren’t just for tech companies. They’re for smart small business leaders who want to save time, serve better, and grow faster—without needing a tech team. Start simple. Focus on one clear outcome. Expand as you go.

With the right tools and support, this could be your easiest business upgrade yet.