Simple AI FAQ Setup Guide | AI Business Accelerator

Build Your Client FAQ System in One Afternoon

Free resource from aibusinessaccelerator.au

Zero code required. Work through the three tiers in order, or skip to the one that fits your setup.

Component 1: The 15-Question Generator Prompt

Run this first to discover what your audience is actually asking.

I run a [business type] in [city]. Write a list of 15 questions 
potential clients commonly ask before booking or buying.

Include questions about:
- Pricing and payment
- What's included (and what isn't)
- Timeline and availability
- Our process from first contact to completion
- Geographic coverage or service area
- What makes us different from alternatives
- Common concerns or hesitations before booking

Format: numbered list. Write questions as a real customer would ask 
them — conversational, not formal.

After running: Review the list. Delete any that don’t apply to your business. Add any that are missing from your experience. You should end up with 10–12 questions that represent 80% of your incoming enquiries.

Component 2: Individual FAQ Answer Template

Run this for each question. Takes 2 minutes per answer.

Write a clear, friendly answer to this FAQ for my [business type].

Question: [paste the question exactly as customers ask it]

Key facts to include in the answer:
- [Specific detail 1 — e.g., "our pricing range is $X–$X"]
- [Specific detail 2 — e.g., "we cover all suburbs within 30km of the CBD"]
- [Specific detail 3 — e.g., "turnaround is typically 2–3 business days"]

Tone: professional but approachable — like explaining to a friend.
Under 80 words.
No jargon. Plain English.

For email saved replies, add this to the start of the prompt:

Start with "Hi [Name]," and include [Name] as a placeholder where 
appropriate. The answer will be used as a saved email reply template.

Component 3: Gmail Templates Setup (4 Steps)

Enable Templates → Gmail → Settings (gear icon) → See all settings → Advanced tab → Find “Templates” → Enable → Save Changes
Compose your first template → Click Compose → Type your FAQ answer (use the prompt above) → Add subject line: “Re: [common subject line for this question]”
Save as a template → Click the three dots (More options) in the compose window → Templates → Save draft as template → Save as new template → Name it clearly: e.g., “FAQ — Pricing” or “FAQ — What’s included”
Use it → When that question arrives, click Reply → Three dots → Templates → [select your saved template] → Personalise the greeting and any specific details → Send

Time per response: 30 seconds vs. 5–10 minutes typing from scratch.

Component 4: Outlook Quick Parts Setup (4 Steps)

Open a new email → Click New Email in Outlook
Type or paste your FAQ answer → Write the full response in the email body → Select all of the text you want to save
Save as Quick Part → Insert tab → Quick Parts → Save Selection to Quick Part Gallery → Name it (e.g., “FAQ Pricing”) → Category: General → OK
Use it → Open a reply email → Insert tab → Quick Parts → Click your saved template to insert it → Personalise and send

Tip: Create a custom category called “FAQ Responses” to keep them separate from other Quick Parts.

Component 5: Live AI Context Prompt Template

Save this in a text file, a Google Doc, or a pinned ChatGPT conversation. Paste a customer question at the bottom whenever you need a fast, on-brand answer.

You are helping me answer customer enquiries for my [business type] 
in [city], Australia.

Key information about my business:

SERVICES:
[List your main services or offerings]

PRICING:
[Your pricing structure — e.g., "Quote-based. Factors that affect 
price: [list]" or "From $X for [service], $X for [service]"]

SERVICE AREA:
[Suburbs, regions, or "Australia-wide / remote-capable"]

OUR PROCESS:
[Step 1: enquiry → Step 2: quote/consultation → Step 3: booking → 
Step 4: service → Step 5: follow-up]

KEY DIFFERENTIATORS:
[2–3 things that make you different from competitors]

POLICIES:
- Booking: [requirements, lead time, deposit]
- Cancellation: [notice required, any fees]
- Payment: [methods accepted, when due]
- Refunds: [policy summary]

TONE:
[Professional and warm / Casual and local / Direct and no-nonsense]

---

When I paste a customer question below, give me a professional, 
friendly answer I can send or say directly.
Keep answers under 80 words unless the question genuinely requires more.
If the question can't be answered from the information above, say 
"I'd need to check that — could you [contact us / reply with more details]?"

How to use:

Save this filled-out prompt somewhere easy to access
When a question arrives: open ChatGPT, paste the entire context prompt
Type the customer’s question at the bottom
Copy the response, personalise if needed, send

Component 6: FAQ System Readiness Checklist

Your FAQ system is ready when:

You have answers written for your 10 most common questions
The answers are saved somewhere you can access in under 30 seconds (Google Doc, email templates, pinned chat)
At least one FAQ answer has been published on your website (start with the top 5)
Your email client has at least 3 saved reply templates ready
The live AI context prompt has been tested with a real enquiry
One colleague, VA, or staff member knows the system exists and how to use it

Once all six are checked: your FAQ system is operational. Review and update it quarterly as your services or policies change.

Going Further: When to Consider a Real Chatbot

These tools are worth investigating when FAQ responses take more than 2 hours per day:

Tool	What it does	Cost (AUD approx.)
Chatbase	AI chatbot trained on your content, embeds on website	From ~$30/month
Tidio	Live chat + AI bot, integrates with major platforms	From ~$35/month
Intercom	Full-featured support platform, scales with volume	From ~$100/month

Setup time for any of these: 2–4 hours. Requires uploading your FAQ content and customising responses.

Recommendation: Start with the three-tier system in this guide. Move to a dedicated tool when you’ve outgrown copy-paste.

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