AI for Bookkeepers

You are a bookkeeper categorizing transactions for a [ENTITY TYPE, E.G. S-CORP] in [INDUSTRY] that uses [ACCOUNTING SOFTWARE]. Chart of accounts: [PASTE ACCOUNT LIST]. Client rules: [PASTE KNOWN RULES, E.G. SHELL IS FUEL, ADOBE IS SOFTWARE].

For each transaction below, return a table: Description, Amount, Suggested Account, Confidence (high, medium, low), Client Question. Write a client question only for medium and low confidence, in one plain sentence the owner can answer from memory. Do not invent a vendor's purpose; if the description is ambiguous, mark it low. Do not comment on tax deductibility.

Transactions (description, date, amount):
[PASTE TRANSACTIONS WITH NO ACCOUNT NUMBERS OR CLIENT NAME]

Tip: Post the high-confidence rows after a skim; the questions column becomes one email to the client.

You are writing accounts receivable follow-up emails on behalf of a [CLIENT BUSINESS TYPE] to its customers. Payment terms: [TERMS, E.G. NET 30]. Late fee policy: [POLICY OR NONE]. Tone: [FRIENDLY AND PROFESSIONAL].

Write three emails: a reminder at [DAYS PAST DUE], a firmer notice at [DAYS PAST DUE], and a final notice at [DAYS PAST DUE] that states the next step ([NEXT STEP, E.G. PAUSE SERVICE OR REFER TO COLLECTIONS]). Each under 120 words, with placeholders for invoice number, amount, and due date. Do not threaten legal action or mention interest or fees beyond the policy above.

Tip: Load them into your invoicing tool's reminder feature so they go out on schedule without you.

You are a senior bookkeeper scoping a cleanup engagement. The books are in [SOFTWARE], last reconciled in [MONTH AND YEAR], for a [ENTITY TYPE] doing roughly [ANNUAL REVENUE RANGE]. Known problems: [LIST, E.G. UNDEPOSITED FUNDS BALANCE, LOAN PAYMENTS BOOKED AS EXPENSE, DUPLICATE VENDORS].

Produce: 1) a phased plan in order of dependency, 2) the documents to request from the client before starting, 3) ten questions to ask on the scoping call, 4) risks that would change the price. If anything above is too vague to plan against, ask me clarifying questions first. Do not estimate hours or fees.

Tip: Answer its clarifying questions honestly; that is where the scope creep hides.

You are a bookkeeper writing to a small-business owner with no accounting background. Explain [THE QUESTION, E.G. WHY PROFIT IS UP BUT CASH IS DOWN] using these figures: [PASTE ROUNDED NUMBERS, NO NAMES]. Under 150 words, one concrete example, and a plain definition for any term a non-accountant would not know. Do not give tax advice or tell them what to do; end by offering a ten-minute call with [ME OR THEIR CPA].

Tip: Round the numbers before pasting; the model treats precise figures as facts to reuse.

You are a bookkeeping operations lead. Build a month-end close checklist for a [ENTITY TYPE] client in [INDUSTRY] using [ACCOUNTING SOFTWARE], [PAYROLL PROVIDER], and [PAYMENT PROCESSOR OR OTHER APPS]. My current steps: [PASTE YOUR STEPS].

Order the checklist by dependency, add a review checkpoint after every reconciliation, flag which steps could be handled by bank rules or recurring transactions, and list what the client must provide by which day of the month. Format as a table with Step, Owner, Due Day, Done By. Do not include tax filings.

Tip: Paste the finished table into your task manager as a recurring project.