Never forget a repeat job: automatic servicing reminders

Step 1: Build your 'due list'

In Google Sheets, make columns: Customer, Email or mobile, Service type, Last done, Next due. Start with last year's jobs — even 20 customers is worth it.

Step 2: Write three reminder messages with AI

One for 4 weeks out, one for 1 week out, one for overdue.

Copy this prompt and fill in the [square brackets]:

Write a friendly reminder email for a customer whose annual [backflow test / heat pump service] is due next month. Include a booking link placeholder, keep it under 90 words, no pushy sales language.

Step 3: Connect the sheet to email or SMS

In Zapier or Make, start with ONE automation: when 'Next due' is 4 weeks away, send reminder 1. Add the others once it's working.

Step 4: Or use recurring jobs in your job app

If you use a job app, it may be simpler to set up recurring jobs there (Fergus advertises recurring jobs; check Tradify or ServiceM8 for your plan).

Step 5: Seasonal rounds (landscapers and gardeners)

Copy this prompt and fill in the [square brackets]:

Suggest a seasonal maintenance calendar for residential lawn and hedge clients in [region, NZ/AU], month by month. Mark anything that depends on local climate as 'check locally'.

Step 6: Test it on yourself first

Add yourself as a customer with a due date next week and check the message arrives looking right.