Create a copy-paste prompt pack for a bookkeeper who uses [BOOKKEEPING SOFTWARE] for [CLIENT TYPE]. Build 8 prompt cards for these jobs: transaction-coding review, bank-reconciliation exception review, month-end close checklist, missing-document request, client question about uncategorized activity, accounts-receivable follow-up, management-report narrative, and handoff notes for an accountant. Context to use: - Chart-of-accounts conventions: [CHART OF ACCOUNTS] - Workflow, approval, and retention rules: [WORKFLOW POLICIES]
- Current reporting period: [REPORTING PERIOD]
For each card, provide: a short task name; a ready-to-paste prompt with only necessary square-bracket inputs; the expected output format; and a one-line human review step. Prompts must tell the AI to distinguish confirmed facts from assumptions, preserve the original transaction description, identify transactions needing source-document support, and never post, change, or approve entries. For client messages, use plain language and ask for the minimum evidence needed, such as a receipt, invoice, vendor purpose, or owner confirmation.
Include a short “safe use” note covering redaction of bank account numbers, tax IDs, employee data, and credentials. Treat tax classification, payroll treatment, sales-tax nexus, and unusual related-party activity as items to escalate to the client’s CPA or tax professional rather than decide.
Before answering, check that every prompt has a concrete input and a review action. Flag any suggested bookkeeping treatment that cannot be supported by the supplied policies or records.Fill in
| Placeholder | What to enter | Example |
|---|---|---|
| [BOOKKEEPING SOFTWARE] | Name the accounting system you use, such as QuickBooks Online or Xero. | QuickBooks Online Plus |
| [CLIENT TYPE] | Describe the client’s business type and operating model. | A five-person residential landscaping company that bills deposits and progress invoices |
| [CHART OF ACCOUNTS] | Summarize the account naming, coding, and class or location conventions you follow. | Use job classes; code fuel to Vehicle Expense; deposits to Customer Deposits until earned |
| [WORKFLOW POLICIES] | List approval, documentation, close, and escalation rules for the engagement. | Do not post without source support; owner approves new vendors; reconcile by the 10th; CPA handles tax questions |
| [REPORTING PERIOD] | Enter the month, quarter, or year-end period the pack should address. | August 2026 month-end |
How to use
- Paste the prompt and replace the five bracketed inputs with your engagement rules.
- Save the resulting cards in your team playbook and copy only the card needed for each task.
- Check that the proposed coding preserves source descriptions and marks unsupported items for follow-up.
- Then send: “Add a card for contractor-payment review using our W-9 and approval process.”
Variations
Close checklist
Use this when preparing one client’s monthly close rather than a broad prompt library.
Create a month-end bookkeeping checklist for [CLIENT] in [SOFTWARE] for [MONTH]. Organize it by bank and card reconciliation, accounts receivable, accounts payable, payroll review, balance-sheet substantiation, and reporting delivery. For every step, state the evidence to retain, the preparer action, the reviewer check, and the escalation trigger. Do not assume balances are correct or decide tax treatment. Flag items that need CPA input, including payroll tax, sales tax, owner draws, and fixed-asset treatment.
Client document request
Use this when you need a concise, respectful request for missing backup.
Draft a client email requesting documentation for [NUMBER] unmatched transactions totaling [AMOUNT] during [PERIOD]. Use these transaction notes: [TRANSACTION NOTES]. Group requests by vendor or cardholder, state exactly what proof would resolve each item, and offer a simple reply format. Do not accuse the client or infer business purpose. End with a deadline of [DATE] and explain that unresolved items will remain on the exception list.
Reconciliation exceptions
Use this when a bank or card reconciliation has unresolved differences.
Analyze this reconciliation exception list for [ACCOUNT] as of [DATE]: [EXCEPTION LIST]. Return a table with item, likely category of issue, evidence to check, next owner, and risk if unresolved. Separate timing differences from duplicate entries, missing entries, and possible coding errors. Do not propose journal entries or claim fraud. Mark any item needing client confirmation, bank support, or CPA review.
Tips
- Reconcile from statements and source documents, not from an AI summary of the ledger.
- Keep an exception list with an owner and due date; a vague “review later” note usually survives into the next close.
- Give the AI your actual account conventions, especially how you handle deposits, reimbursable expenses, and owner activity.
- Do not paste full bank statements or employee records when a redacted transaction list will answer the question.
FAQ
Can AI categorize transactions for a bookkeeper?
It can suggest categories from descriptions and your account rules, but source support and human review should determine the final coding.
Should I use AI for tax questions from clients?
Use it to draft a plain-language request or escalation note, not to provide tax advice or choose tax treatment.
What is the most useful first prompt to build?
Start with a reconciliation-exception prompt because it creates a clear, reviewable queue without changing the books.