10 prompts for Accountants
Cash Flow Forecast Writer
Create a 12-month cash flow forecast for [Business Name] starting [month/year]. Business details: - Industry: [industry] - Current monthly revenue: [$amount] - Growth rate expected: [%] - Main expenses: [list top 5] - Seasonal patterns: [describe if any] - Upcoming large expenses: [list] Forecast should include: MONTHLY BREAKDOWN - Beginning cash balance - Cash inflows (revenue sources) - Cash outflows (expense categories) - Net cash flow - Ending cash balance ANALYSIS SECTION - Months with potential cash shortfall - Recommended cash reserve amount - Financing options if needed - Key assumptions made - Best case vs worst case scenarios ACTION ITEMS - Steps to improve cash position - Timing of major purchases - Invoice collection improvements Format as professional forecast document with monthly table
Year End Closing Checklist
Create a comprehensive year end closing checklist for [Company Name] for fiscal year ending [date]. Company details: - Business type: [LLC/Corporation/other] - Industry: [industry] - Accounting software: [software] - Tax basis: [cash/accrual] Year end checklist: ACCOUNTS RECONCILIATION - Bank and credit card reconciliations - Accounts receivable aging review - Accounts payable review - Inventory count and valuation - Fixed asset additions and disposals ACCRUALS AND ADJUSTMENTS - Accrue unpaid expenses - Prepaid expense adjustments - Depreciation entries - Payroll accruals TAX PREPARATION - Gather all 1099 information - Review deductible expenses - Confirm payroll tax filings - Organise receipts and documentation FINANCIAL STATEMENTS - Generate trial balance - Prepare financial statements - Management review and approval Include deadline and responsible person for each item
Payroll Processing Checklist
Create a comprehensive payroll processing checklist for [Company Name] with [X] employees. Payroll details: - Pay frequency: [weekly/biweekly/monthly] - Employee types: [hourly/salary/both] - Payroll software: [software name] - State: [state] Checklist sections: PRE-PAYROLL (3-5 days before) - Collect timesheets and approve hours - Process new hires and terminations - Update salary or rate changes - Verify benefit deductions PAYROLL PROCESSING - Enter all hours and earnings - Calculate overtime correctly - Apply all deductions - Review payroll register for errors - Get approval from manager POST-PAYROLL - Submit direct deposits - Print and distribute checks if needed - File payroll taxes - Update general ledger - Archive payroll records COMPLIANCE CHECKS - Verify tax withholdings are correct - Check overtime compliance - Confirm minimum wage compliance
Budget vs Actual Variance Report
Write a budget vs actual variance report for [Department/Company] for [period]. Financial data: - Total budget: [$amount] - Total actual: [$amount] - Overall variance: [$amount / %] For each major category provide: - Budgeted amount - Actual amount - Variance in $ and % - Explanation of variance - Action required Categories to cover: - Revenue (if applicable) - Payroll and benefits - Operating expenses - Marketing and sales - Technology - Facilities - Other expenses Report should include: 1. Executive summary 2. Detailed variance table 3. Key findings and concerns 4. Impact on full year forecast 5. Recommended corrective actions Tone: Professional and objective Audience: Management team Length: 400-500 words
Invoice and Collections Email
Write a series of professional invoice collection emails for [Company Name] to client [Client Name]. Invoice details: - Invoice number: [#] - Amount: [$amount] - Due date: [date] - Days overdue: [X days] - Services provided: [describe] - Previous contact attempts: [Yes/No] Write 3 escalating emails: Email 1 — Friendly reminder (1-7 days overdue) - Polite reminder tone - Assume oversight - Easy payment instructions Email 2 — Follow up (8-30 days overdue) - Firmer tone - Request immediate payment - Offer payment plan option Email 3 — Final notice (30+ days overdue) - Formal and serious tone - State consequences - Final deadline before collections Each email: Subject line + body (150-200 words)
Bookkeeping Catch Up Plan
Create a step by step bookkeeping catch up plan for [Business Name] whose books are behind by [time period]. Current situation: - Business type: [type] - Software used: [QuickBooks/Xero/other/none] - Period to catch up: [date range] - Estimated transactions: [volume] - Missing records: [describe what is missing] Catch up plan should include: 1. Priority order for catching up 2. Documents to gather first 3. Bank and credit card reconciliation process 4. How to handle missing receipts 5. Categorisation guidelines for transactions 6. Payroll catch up if needed 7. Sales tax reconciliation 8. Timeline with weekly milestones 9. Tools and software recommendations 10. Going forward — prevention system Format as actionable weekly plan Estimated completion time: [X weeks]
Audit Preparation Checklist
Create a comprehensive audit preparation checklist for [Company Name] for [audit type] audit. Audit details: - Type: [Internal/External/Tax/Compliance] - Period: [date range] - Auditor: [firm name if known] - Audit date: [scheduled date] - Industry: [industry] Checklist categories: 1. Financial records required - Bank statements and reconciliations - General ledger and trial balance - Financial statements 2. Supporting documentation 3. Accounts receivable and payable aging 4. Fixed asset schedule 5. Payroll records 6. Tax filings and payments 7. Contracts and agreements 8. Inventory records if applicable 9. Board minutes and resolutions 10. Prior audit reports and management letters Include responsible person and deadline for each item Format as actionable checklist
Client Financial Report Writer
Write a professional financial report for client [Client Name] covering [time period]. Report type: [Monthly/Quarterly/Annual] Business type: [industry/size] Report sections: 1. Executive Summary (key highlights) 2. Revenue analysis - Total revenue: [$amount] - vs Previous period: [+/-]% - vs Budget: [+/-]% 3. Expense breakdown by category 4. Profit and loss summary 5. Cash flow position 6. Balance sheet highlights 7. Key performance indicators 8. Notable transactions or events 9. Forecast for next period 10. Recommendations and action items Tone: Professional and clear Audience: Business owner (non-accountant) Avoid excessive jargon Length: 400-500 words
Tax Planning Strategy
Create a comprehensive tax planning strategy for [Individual/Business Name] for tax year [year]. Client details: - Type: [Individual/LLC/Corporation/Partnership] - Annual income/revenue: [$amount] - Industry: [industry] - State: [state] - Filing status (if individual): [Single/Married/HOH] Strategy should cover: 1. Legal tax reduction opportunities 2. Deductions to maximise: [list applicable] 3. Tax credits available 4. Retirement contribution strategies 5. Timing of income and expenses 6. Entity structure recommendations 7. Investment tax considerations 8. Estimated tax liability with and without strategies 9. Action items with deadlines 10. Risks and compliance considerations Note: This is for planning purposes — consult licensed CPA for final advice
Financial Statement Analysis
Analyze the following financial statements for [Company Name] for the period ending [date]. Financial data provided: - Income Statement: [paste or describe] - Balance Sheet: [paste or describe] - Cash Flow Statement: [paste or describe] Provide analysis covering: 1. Revenue trend and growth rate 2. Profitability ratios (gross/operating/net margin) 3. Liquidity ratios (current ratio/quick ratio) 4. Solvency ratios (debt to equity) 5. Efficiency ratios (asset turnover) 6. Year over year comparison 7. Key strengths in financial position 8. Areas of concern or risk 9. Overall financial health rating: [Strong/Moderate/Weak] 10. Recommendations for improvement Format as professional financial analysis report Length: 500-600 words
Frequently Asked Questions
Can accountants use AI to write financial reports?
Yes — AI is excellent for generating the narrative and explanatory sections of financial reports. The analysis, variance explanations, and client summaries benefit significantly from AI assistance. Always verify all numbers, calculations, and financial conclusions yourself — AI handles the writing, you handle the accuracy.
Which AI tool works best for accounting and financial content?
Claude tends to produce more formally structured financial documents that follow standard reporting conventions. ChatGPT tends to generate clearer client-facing explanations that non-accountants can understand. Use Claude for technical reports and ChatGPT for client communication.
Are these prompts suitable for CPAs and bookkeepers?
Yes — the prompts cover both CPA-level work like financial statement analysis and tax planning, and bookkeeping tasks like catch-up plans, payroll checklists, and year-end closing. Both CPAs and bookkeepers report saving significant time on documentation tasks using these prompts.
How specific should I be with financial figures in the brackets?
Very specific. Including actual dollar amounts and percentages produces dramatically better output than placeholders. "Revenue increased by $47,000 representing a 12% year-over-year gain, primarily driven by Q3 new client acquisitions" produces a much more useful variance analysis than "revenue increased." Real numbers make AI output genuinely useful.
Can I use AI-generated content in official financial reports?
AI-generated financial narrative can be used in reports after thorough review and verification by a licensed CPA. Never use AI-generated financial advice, projections, or conclusions without professional review. The CPA is responsible for all content in any report bearing their signature or firm name.
Are these prompts suitable for tax season work?
Yes — the tax planning strategy, year-end closing checklist, and client communication prompts are especially useful during tax season when volume is high and time is short. The collection email sequence is particularly popular for managing overdue accounts during busy periods.