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Plain-English incident reports for IT support clients

ChatGPT, Claude or Gemini turn your technical notes on an outage or phishing incident into a clear report for the client to check. Free to about $27£20€24A$38C$38 a month.

At a glance

  • What it costsFree–$27Free–£20Free–€24Free–A$38Free–C$38 a month

  • Worth, in extra profit or time saved in the worked example$165£124€148A$238C$233 a month

  • Pays for itselfIn a few days

  • Sign up and configure; no technical skills neededEasy to set up

Figures come from the worked example below, using its stated assumptions. Tool prices checked . How we check prices

The problem

After an outage or a phishing incident, the client's director wants to know what happened, what it cost them and what changes now, in words they understand. Writing that from technical notes takes about 90 minutes. With 3 incidents a month, that's 4.5 hours of a senior technician's time.

What the AI does

Remove names, email addresses, IP addresses, passwords and anything else that identifies people or systems from your notes. Paste the cleaned timeline into ChatGPT, Claude or Gemini and ask for a one-page report for a non-technical director: what happened, the impact, what was done, what changes and what the client needs to decide. Then put the real details back in, check every fact and send it under your name.

A worked example

A three-person IT support company in Reading handles about 3 notable incidents a month across its clients: a failed server update, a compromised mailbox, a broadband outage. The senior technician drafts each report from cleaned notes in an assistant.

Before

3 reports a month at 90 minutes each: 270 minutes, 4.5 hours

After

3 reports at about 35 minutes each to clean the notes, draft and check: 105 minutes, 1.75 hours

What it's worth

About $165£124€148A$238C$233 a month in time saved: 2.75 hours (270 minutes down to 105) at an assumed $60£45€54A$86C$85 an hour. The free plans of ChatGPT, Claude and Gemini can do this; a paid plan costs up to about $27£20€24A$38C$38 a month for one person if you hit usage limits.

How to set it up

  1. Write your incident notes as a timeline: when it started, what you saw, what you did and when it was fixed.
  2. Strip out names, addresses, IP addresses, passwords and client identifiers before pasting anything.
  3. Ask for a one-page report for a non-technical director with headings for impact, cause, fix, next steps and decisions needed.
  4. Put the real details back in, check every time and fact against your notes and remove anything the assistant guessed.
  5. Keep a copy with the ticket so the next review with the client can refer to it.

What goes wrong

  • An assistant fills gaps with plausible guesses. Any cause or timing you haven't confirmed must come out before the report goes.
  • If personal data may have been exposed, the client as data controller decides whether to report it to the ICO, within 72 hours of becoming aware. Flag that clearly; don't let the report imply the decision is made.
  • Never paste passwords, internal addresses or client data into a consumer AI plan. Use a business plan whose terms say your data isn't used for training if you must include more detail.
  • A confident report can read like an admission of fault. Keep it factual and check wording that touches on your own contract or liability.

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Last updated October 17, 2026.