AI Prompt Toolkit for Bookkeepers and Accountants

Disclaimer: This toolkit contains workflow templates and AI prompts. It is not tax, accounting, audit or legal advice, and it does not create a professional relationship. AI output can be wrong. You are responsible for reviewing every result and for compliance with your professional standards, your firm's policies and the law that applies to you. Examples are made up.

27 copy-paste prompts for month-end close notes, client emails, spreadsheet formulas, variance commentary, engagement letters and SOPs, and plain-English explanations for clients. Every prompt comes with an AI-generated example on made-up sample data and a "check before using" line.

Disclaimer: This toolkit contains workflow templates and AI prompts. It is not tax, accounting, audit or legal advice, and it does not create a professional relationship. AI output can be wrong. You are responsible for reviewing every result and for compliance with your professional standards, your firm's policies and the law that applies to you. Examples are made up.

Buy for $49
Sold to buyers in the United States only.
$49 one-time. 30-day refund: email us and we refund you.

Who it is for

Bookkeepers, staff accountants and small-firm owners who already know the work and want a faster first draft. It is not a course for learning accounting, and it is not a replacement for your judgment.

What is inside

• Month-end close and reconciliation notes (5 prompts)
• Client emails and requests for documents (5 prompts)
• Spreadsheet formulas and cleanup (Excel or Google Sheets) (5 prompts)
• Analysis and variance commentary for management reports (4 prompts)
• Engagement letters, SOPs and checklists (4 prompts)
• Explaining tricky topics to clients (4 prompts)

Plus: a privacy rule and how to anonymize what you paste, a one-page start-here workflow for the monthly cycle, and disclaimers. Works with Claude, ChatGPT or Gemini; no subscription from us.

Three free sample prompts

Copied from the toolkit. Written with AI. Each example was generated once on made-up sample data; no professional has reviewed this toolkit.

1.4 AR or AP aging: turn the list into an action plan

When to use: the aging report has 20 lines and you need a prioritized follow-up list before the close meeting.

Prompt:

AI-generated draft: review before you use.

Here is an anonymized accounts receivable aging as of [DATE]. Payment terms are [NET 30].
Format: invoice | customer label | invoice date | amount
[PASTE LINES]

Do this:
1. Compute days outstanding and days past due for each, and bucket into: not due, 1-30, 31-60, 61-90, 90+ days past due. Show bucket totals and check they add to the grand total.
2. Recommend a follow-up action for each past-due item (reminder, call, statement, hold new work, review for write-off). Base it only on age and amount.
3. Flag items that may need a bad-debt reserve discussion with the owner. Do not decide the reserve amount.
4. Give me the three items to call first and why.

Example (made-up sample data). Input as of 2026-10-31, net 30: INV-201 Client A 2026-10-15 2,400.00; INV-188 Client B 2026-08-28 5,150.00; INV-195 Client C 2026-09-20 780.00; INV-170 Client D 2026-06-30 3,300.00; INV-199 Client E 2026-10-02 1,125.00; INV-192 Client F 2026-09-10 960.00.

AI-generated sample output (condensed):

BUCKETS (days past due)
Not due:     A 2,400.00 (16 days old), E 1,125.00 (29 days old)  = 3,525.00
1-30:        C 780.00 (11 past due), F 960.00 (21)                = 1,740.00
31-60:       B 5,150.00 (34)                                      = 5,150.00
61-90:       none                                                  = 0.00
90+:         D 3,300.00 (93)                                      = 3,300.00
Total 13,715.00. Check: 3,525 + 1,740 + 5,150 + 3,300 = 13,715.00. Ties.

ACTIONS
D (3,300, 93 days past due): phone the customer; send statement; pause new work; raise with owner for reserve or write-off discussion.
B (5,150, 34 past due): largest exposure. Personal email plus call; ask for a payment date.
C, F: friendly reminder with invoice copy attached.
A, E: no action; E falls due 11/1, so send a reminder after the due date if unpaid.

CALL FIRST: 1) D, oldest by far; 2) B, largest dollars and past due; 3) F, 21 days past due and older than C.

Check before using: verify the dates and amounts against your ledger; the buckets are only as good as the invoice dates you pasted.

2.3 One email with all unexplained transactions

When to use: you have several uncategorized transactions and want to ask once, clearly, with easy yes/no answers.

Prompt:

AI-generated draft: review before you use.

Write one email to a non-accountant client asking about the transactions below. Make it easy to answer: a numbered list, each with date, amount, payee text as shown on the bank feed, and a one-line question with the likely options to choose from (e.g., business or personal; which project). Do not guess the answer. Do not use accounting words. Add a line asking them to reply by number.

Transactions (anonymized): date | amount | description on feed
[PASTE]

Example (made-up sample data). Input: 10/04 -89.00 "SQ *TOMS HARDWARE 4421"; 10/09 -1,500.00 "ZELLE TO J B"; 10/17 -249.99 "ADOBE SYSTEMS"; 10/22 +2,000.00 "DEPOSIT".

AI-generated sample output:

Subject: 4 transactions I need your help with (October)

Hi Alex,

Four items in October's bank activity I can't classify without you. You can reply with just the number and a few words.

1. Oct 4, $89.00, "SQ *TOMS HARDWARE 4421". Was this for the business? If yes, what was it for (supplies, a client job, repairs)?
2. Oct 9, $1,500.00, "ZELLE TO J B". Who is this, and what was it for (contractor, loan to someone, personal)?
3. Oct 17, $249.99, "ADOBE SYSTEMS". Is this a business software subscription, and is it one we should expect every month?
4. Oct 22, $2,000.00 deposit. Where did this come from (a customer payment, money you put in, a refund)?

Thanks. Once I have these, October can be finalized.

Check before using: do not book an answer you did not receive. "ZELLE TO J B" might be a person who needs a tax form from the client's side, which is your firm's call, not the AI's.

4.1 Variance commentary from budget vs actual

When to use: you have the table, you need sentences that a manager will read.

Prompt:

AI-generated draft: review before you use.

Write variance commentary for a management report. For each line where the variance is more than [5%] and more than [$500]: state the variance in dollars and percent, say favorable or unfavorable, and write one sentence. IMPORTANT: you do not know the reasons. Where I have not given a reason, write "[REASON NEEDED]" and suggest which question I should ask. Do not make up causes. Also give the total operating income variance. Check the percentages yourself.

Table (period [MONTH]): line | budget | actual
[PASTE]
Reasons I know: [e.g., "marketing: fall campaign launched Oct 5"]

Example (made-up sample data). Input: Revenue 80,000 / 74,500; COGS 32,000 / 31,200; Payroll 22,000 / 23,650; Rent 4,500 / 4,500; Marketing 3,000 / 5,400; Software 1,200 / 1,380; Professional fees 1,500 / 900. Reason known: marketing, fall campaign launched Oct 5.

AI-generated sample output:

Operating income: budget 15,800; actual 7,470; variance (8,330), or 52.7% below budget. Unfavorable.

Revenue: 5,500 under budget (6.9%). Unfavorable. [REASON NEEDED] Ask: was it fewer sales, lower prices, or delayed invoicing?
Payroll: 1,650 over budget (7.5%). Unfavorable. [REASON NEEDED] Ask: overtime, a new hire, or a bonus?
Marketing: 2,400 over budget (80.0%). Unfavorable. The fall campaign launched Oct 5. [REASON NEEDED on whether the extra spend was planned for later in the budget.] Ask: did the budget assume this spend in another month?
Professional fees: 600 under budget (40.0%). Favorable. [REASON NEEDED] Ask: timing (a bill not yet received) or a lower actual cost?

Not commented (below the thresholds): COGS 800 favorable (2.5%); Software 180 over (15.0%, under 500); Rent on budget.
Gross margin: budget 60.0%, actual 58.1%.

Check before using: recompute at least the total, and make sure every "reason" in the final text came from you or the client.

FAQ

Buy for $49
Sold to buyers in the United States only.

Written with AI. Each example was generated once on made-up sample data; no professional has reviewed this toolkit.