AI Prompts for Accountants

Turn these financial results into a plain-English summary for a business owner who is not an accountant.

Client / business: [name and industry]
Period: [month / quarter / year]
Key figures:
- Revenue: $[amount] (prior period: $[amount])
- Gross profit / margin: $[amount] / [%]
- Net income: $[amount] (prior period: $[amount])
- Cash on hand: $[amount]
- Notable changes this period: [e.g., new loan, large equipment purchase, one-off expense]

Requirements:
- Open with one sentence on how the business did overall this period
- Explain what changed and why it matters, in language a non-finance owner understands
- When you use an accounting term (accrual, gross margin, etc.), define it in a short aside
- Flag 1-2 things the owner should watch or act on next period
- Do NOT give tax, investment, or legal advice; stick to what the numbers show
- Length: 150-250 words, warm and professional, no jargon dumps

Write a tax-season email asking a client for the documents I need to prepare their return.

Client name: [name]
Return type: [individual 1040 / S-corp / partnership / sole proprietor / other]
Filing deadline: [date]
Documents still needed: [list, e.g., W-2s, 1099s, 1098 mortgage interest, K-1s, business P&L, prior-year return if new client]
Preferred delivery method: [secure portal link / secure email / drop-off]
My firm name: [firm]

Requirements:
- Friendly, specific subject line
- Brief warm opening, then a clearly formatted checklist of the documents needed
- State the deadline and what happens if documents arrive late (e.g., an extension may be required)
- Explain how to send the documents securely
- Close with an offer to answer questions and a signature-block placeholder
- Keep the body under 180 words and skimmable, not a wall of text

Write month-end close review notes based on the work I completed this month.

Client: [name]
Month closed: [month / year]
Work performed: [e.g., reconciled all bank and credit card accounts, reviewed AR and AP aging, posted depreciation, accrued payroll]
Unusual items or adjustments: [list journal entries, reclasses, or corrections and the reason for each]
Open items / awaiting client: [anything unresolved]
Cash position at close: $[amount]

Produce two sections:
1. Internal file notes: a factual record of what was reconciled, what was adjusted and why, and what remains open. Bullet form.
2. Client-facing summary: 3-5 sentences a business owner can read, covering how the month looked, anything they need to provide or approve, and next steps.

Keep it factual. Do not speculate beyond the data given, and do not introduce figures I did not provide.

Write a cash-flow narrative for a management report explaining where the business's cash went this period.

Business: [name and industry]
Period: [month / quarter]
Opening cash: $[amount]
Closing cash: $[amount]
Cash from operations: $[amount]
Major cash movements: [e.g., $[x] new equipment, $[y] loan proceeds, $[z] owner distribution, large customer prepayment]
Context: [anything seasonal or one-off]

Requirements:
- Start with the net change in cash and whether it is expected or a concern
- Walk through operating, investing, and financing movements in plain language
- If relevant, explain any gap between profit and cash (why the business was profitable but cash fell, or vice versa)
- End with 1-2 forward-looking watch points (e.g., an upcoming tax payment, a seasonal dip)
- 200-300 words, professional; briefly explain any term a non-accountant would not know
- Base every statement on the figures provided; do not invent numbers

Write a budget-vs-actual variance analysis for a client review meeting.

Business: [name]
Period: [month / quarter]
Line items (budget vs actual):
- Revenue: budget $[x], actual $[y]
- COGS: budget $[x], actual $[y]
- Payroll: budget $[x], actual $[y]
- [add other significant lines]
Known reasons for variances (if any): [notes]
Materiality threshold to flag: [e.g., over 10% or over $[amount]]

Requirements:
- Lead with overall performance vs budget (favorable or unfavorable, and by how much)
- For each variance above the threshold, state the amount, the direction, and the known or likely reason
- Separate variances the owner can act on from timing or one-off differences
- Clearly label any reason that is assumed rather than confirmed
- Recommend 1-2 concrete follow-up actions or questions to investigate
- Format as a short summary paragraph followed by a bulleted variance list; neutral, analytical tone

Draft a professional engagement letter for a new accounting client that I will review before sending.

Firm name: [firm]
Client name: [client]
Services in scope: [e.g., monthly bookkeeping, annual tax return preparation, quarterly advisory]
Explicitly out of scope: [e.g., audit, forensic work, IRS representation]
Fee structure: [monthly retainer $[x] / hourly $[x] / fixed fee $[x]]
Term and billing: [start date, billing cycle, payment terms]
Client responsibilities: [e.g., timely and accurate records, review of deliverables]

Requirements:
- Include standard sections: purpose and scope, client responsibilities, firm responsibilities, fees and billing, limitations, term and termination, signature block
- State clearly that the firm relies on client-provided information and does not audit or independently verify it unless separately engaged
- Note that services do not include legal advice and that tax positions are subject to applicable law
- Professional and plain; leave [brackets] for anything I must confirm
- End with a reminder note to me: have a qualified attorney review this template before using it with clients

Create a new-client onboarding checklist for my accounting / bookkeeping firm.

Client type: [sole proprietor / LLC / S-corp / partnership / nonprofit]
Services engaged: [bookkeeping / tax / payroll / advisory]
Accounting software: [QuickBooks Online / Xero / other]
Fiscal year end: [date]
Anything special: [e.g., multi-state, inventory, prior-bookkeeper cleanup]

Produce a checklist organized into phases:
1. Before kickoff: documents and access to request (read-only bank and card access, prior returns, chart of accounts, payroll reports, signed engagement letter)
2. Setup: software setup, opening balances, integrations, secure document portal
3. First close: reconcile, review historical data, flag cleanup needed
4. Ongoing cadence: recurring tasks and deadlines to schedule

For each item, note whether the client or the firm owns it, and mark which items require the client to act. Format as checkboxes grouped by phase.

Write a short advisory summary that turns this client's financial picture into practical guidance for a planning conversation.

Business: [name, industry, size]
Period reviewed: [date range]
Key metrics: revenue $[x], net margin [%], cash $[x], AR days [n], AR aging concern [yes/no], debt $[x], owner draws $[x]
Owner's stated goals: [e.g., hire, buy equipment, increase pay, save for taxes]

Produce:
1. Where the business stands: a 3-4 sentence honest read of financial health
2. Opportunities: 2-3 specific, numbers-based observations (margin trend, cash runway, collection speed)
3. Watch-outs: 1-2 risks visible in the data
4. Suggested next steps: concrete actions tied to the owner's goals

Constraints:
- Base every point on the figures provided; do not invent numbers
- Frame this as professional guidance for discussion, not a guarantee or formal tax or investment advice
- 250-350 words, direct and practical

Explain a tax concept to a client in plain English so they understand what it means for them.

Concept to explain: [e.g., quarterly estimated taxes / S-corp reasonable salary / home office deduction / 1099 vs W-2 / depreciation]
Client situation: [relevant details, e.g., sole proprietor earning $[x], first profitable year]
What they asked: [their actual question, if any]

Requirements:
- Start with a one-sentence direct answer to what this means for them
- Explain the concept simply, with a short example using round numbers clearly labeled as illustrative
- List what they need to do and by when, if applicable
- Add a plain caveat: this is general educational information, their specific situation may change the answer, and figures should be confirmed against current rules before acting
- Do NOT state specific tax rates, thresholds, or deadlines as fact unless I provide them; use [brackets] for me to fill in verified figures
- Warm, reassuring, and jargon-free; under 250 words

Write a follow-up email to a client about an overdue invoice.

Client name: [name]
Invoice number and amount: [#], $[amount]
Original due date: [date] (now [n] days overdue)
Prior reminders sent: [none / one on [date]]
Relationship: [long-standing / new / ongoing monthly]
Tone I want: [friendly nudge / firmer]

Requirements:
- Clear subject line that references the invoice number
- Assume good faith; the goal is payment, not confrontation
- State the invoice number, the amount, and how overdue it is
- Give a simple way to pay, and offer to resend the invoice or discuss if there is an issue
- Include a specific requested payment date
- Match the requested tone and keep it under 130 words
- Then provide a shorter second-reminder version as an alternative

Write the commentary section for a monthly management report based on these KPIs.

Business: [name, industry]
Month: [month / year]
KPIs (this month vs prior period / target):
- Revenue: [value] vs [value]
- Gross margin %: [value] vs [value]
- Operating expenses: [value] vs [value]
- Net profit: [value] vs [value]
- [add others: AR days, utilization, units sold, etc.]

Requirements:
- Open with a 2-3 sentence headline read on the month
- Write one short paragraph per theme (growth, profitability, efficiency, cash), explaining each movement and what likely drove it
- Distinguish confirmed drivers from probable ones
- Close with a 'focus for next month' list of 2-3 items
- Professional and concise, suitable to sit above a numbers table; 250-350 words
- Do not introduce metrics or figures I did not provide

Write a follow-up email to a prospective client after [a discovery call / sending a proposal].

Prospect name: [name] at [business]
Their situation / pain: [e.g., behind on their books, switching from a bookkeeper who left, wants tax planning]
Services I proposed: [scope]
Price discussed: [$[x] / monthly retainer]
Last interaction: [what happened and when]
My firm's relevant strength: [e.g., experience with their industry, responsiveness, tech stack]

Requirements:
- Personalized subject line
- Reference their specific situation so it does not read like a template
- Restate the outcome they get (peace of mind, clean books, clarity on taxes), not just the deliverables
- Lightly address one likely objection (price, switching hassle, or timing)
- Give a clear, low-pressure next step (a 15-minute call or a proposed start date)
- Under 160 words, confident and helpful, not salesy