Prompts that help accounting and bookkeeping firms chase documents, onboard clients, explain things simply and market the practice, with the professional judgment left to you.
Works in ChatGPT, Claude, Google Gemini and other chatbots.
Copy a prompt into ChatGPT, Claude or Gemini and replace the [BRACKETED] items with your own details. These prompts are for client communication, marketing and firm operations. They are not a source of tax, audit or accounting advice; chatbots can state outdated rules or wrong numbers with total confidence, so check anything technical against current official guidance and your own professional judgment. Never paste tax IDs, bank or card numbers, payroll records, client names or full financial statements into a general chatbot. Use placeholders such as [CLIENT FIRST NAME], strip identifying details from anything you paste, and have a qualified professional review anything a client will rely on.
When a new client signs on.
Write a welcome email for new [SERVICE] (such as bookkeeping or tax) clients of [FIRM NAME]. Include what happens in the first 30 days, how to share documents securely through [PORTAL NAME], who their contact is [CONTACT NAME], our response time [RESPONSE TIME] and how billing works [BILLING SUMMARY]. Friendly and organized, under 250 words.
Before tax season or when onboarding.
Create a plain English checklist of documents a [CLIENT TYPE] (such as sole proprietor or small LLC) usually needs to send for [SERVICE]. Group items by category, add a one line explanation of each, and include a line asking them to upload through [PORTAL NAME] rather than email. I will review it against our own process before sending.
When documents are late and deadlines are close.
Write a three step reminder sequence for clients who have not sent the documents we need for [SERVICE] by [DEADLINE]. Message one is friendly, message two explains what happens if we do not receive them in time [CONSEQUENCE] (such as filing an extension), and message three is a short final notice. Include [PORTAL LINK]. Each under 100 words.
So clients understand the scope before signing.
Write a short plain English summary to send alongside our engagement letter for [SERVICE]. Cover what we will do, what we will not do, what the client is responsible for, fees [FEE STRUCTURE], and how to end the engagement. Add a line that the signed engagement letter is the official agreement. Under 250 words.
When collecting background on a new client.
Create an onboarding questionnaire for new [SERVICE] clients at [FIRM NAME]. Ask about business type, accounting software used, bank and card accounts in use (names of banks only, no account numbers), payroll, sales channels, prior accountant, and goals for the year. Under 20 questions, in plain language.
Before busy season, to manage expectations.
Write a short, friendly policy explaining how and when clients of [FIRM NAME] can reach us. Rules: [YOUR RULES] (such as email replies within two business days and no calls during peak weeks). Explain the reason in one sentence, give the best way to reach us for urgent issues [URGENT CONTACT], and keep it under 150 words.
For client education handouts.
Write a plain English explanation of what a [REPORT TYPE] (such as profit and loss or balance sheet) shows, for a small business owner with no accounting background. Use one simple example business, explain the three or four lines they should look at first, and keep it under 250 words. I will review it before sending.
For monthly client check ins.
Turn these monthly figures for a client into a short summary email, with no client name: [PASTE KEY FIGURES] (such as revenue, expenses by category, cash balance, change from last month). Highlight three things the owner should notice and two questions we need answered. Do not give tax advice or invent any figures.
When a client needs to hear something they will not like.
Write a calm, clear email to [CLIENT FIRST NAME] explaining that [SITUATION] (such as their balance due is higher than expected or we found missing transactions). State the facts we have confirmed [CONFIRMED FACTS], explain next steps, and offer a call at [TIME OPTIONS]. No blame, no jargon, under 180 words.
For quick first drafts of client replies you will check.
A client asked: [PASTE QUESTION WITH IDENTIFYING DETAILS REMOVED]. Write a short, plain reply that explains the general idea, says what information we would need to answer for their situation, and suggests a call if needed. Flag any part of the answer I should verify against current rules before sending.
When raising prices for the new year.
Write a letter telling clients that our fees for [SERVICE] will change on [DATE] from [OLD FEE] to [NEW FEE]. Give the reason in one or two sentences [REASON], highlight the value we provide, and invite questions. Warm and confident, under 200 words.
When clients ask for extra work without extra fees.
A client asked us to do [EXTRA WORK] which is outside our engagement for [CURRENT SERVICE]. Write a friendly reply that says we are happy to help, explains it is outside the current scope, gives the fee or a way to quote it [FEE OR NEXT STEP], and asks them to confirm before we start. Under 120 words.
Before year end client meetings.
Create an agenda for a 45 minute year end planning meeting with a small business client. Include reviewing the year's numbers, open items, questions to ask the owner about next year's plans, deadlines coming up [DEADLINES], and action items. Format it as a one page agenda with time blocks.
When building or updating your website.
Write a website page for [FIRM NAME]'s [SERVICE] in [CITY]. Explain who it is for [IDEAL CLIENT], what is included, how the process works, pricing approach [PRICING APPROACH], and how to book a call. Avoid guarantees about refunds or savings. Under 450 words with clear headings.
When building visibility in a niche.
Make a 20 post LinkedIn plan for an accountant who serves [NICHE] (such as restaurants, contractors or creators). Mix general money tips, common bookkeeping mistakes, behind the scenes of the firm, and client success stories without names. For each post give a hook and three bullet points. Mark any tip that depends on current rules so I can verify it.
At the start of tax season.
Write an email to our client list announcing that tax season prep is open at [FIRM NAME]. Include how to book [BOOKING LINK], our document deadline [DEADLINE], how to upload documents [PORTAL], and a reminder that late documents may mean an extension. Upbeat and clear, under 200 words.
After busy season, when clients are happiest.
Write a short email asking happy clients of [FIRM NAME] to refer other business owners. Describe our ideal client [IDEAL CLIENT], make it easy with a link [REFERRAL LINK], and mention any thank you [REFERRAL THANK YOU]. Under 120 words and not pushy.
When creating a download to capture leads.
Outline a short free guide for [NICHE] business owners titled [GUIDE TITLE]. Include six sections with two or three bullet points each, a checklist page, and a closing page that invites them to book a call. Keep all content general and mark points I need to verify against current rules.
When replying to reviews without sharing client information.
Write a public reply to this review of [FIRM NAME]: [PASTE REVIEW]. Do not confirm the person is a client or mention any financial detail. If positive, thank them warmly; if negative, acknowledge the concern and invite them to call [CONTACT]. Under 60 words.
To standardize month end work across staff.
Turn these notes into a month end close checklist for our bookkeeping team: [PASTE NOTES]. Order the steps, note who owns each, add a due day of the month for each, and include a final review step. Format as a table I can copy into our project tool.
Before busy season, to avoid burnout.
Here is our client list summary for busy season, with client names removed: [PASTE NUMBER OF RETURNS BY TYPE AND ESTIMATED HOURS EACH] and our staff hours available [STAFF HOURS]. Estimate whether we have enough capacity, show the math in a table, and suggest options if we are short, such as earlier deadlines or extensions.
When hiring for the firm.
Write a job post for a [ROLE] (such as staff bookkeeper or tax preparer) at [FIRM NAME]. Pay [PAY RANGE], remote or office [WORK SETUP], software used [SOFTWARE], credentials needed [CREDENTIALS], and busy season expectations [HOURS]. Honest, inclusive and under 250 words, with how to apply.
When documenting how your firm works.
Write a step by step procedure for [TASK] (such as reconciling bank accounts or onboarding a client in our software) based on these notes: [PASTE NOTES]. Use numbered steps with placeholders for screenshots, note common mistakes, and keep it simple enough for a new hire.
When choosing tools for the firm.
Here are notes on [NUMBER] options for [SOFTWARE TYPE] (such as practice management or document portal): [PASTE NOTES]. Make a comparison table covering price, key features we need [FEATURES], security and data handling, integrations and contract terms. List questions to ask each vendor. Do not invent details I did not provide.
Right after client calls, so nothing gets missed.
Turn my rough notes from a client call, with names and account details removed, into a short follow up email and an internal note: [PASTE NOTES]. The email should confirm what we discussed, list what the client needs to send, and give the next deadline [DEADLINE]. The internal note should list open questions and who on our team owns each.
When clients keep sending sensitive files by email.
Write a short, friendly reminder to clients of [FIRM NAME] asking them not to email tax forms, bank statements or ID documents. Explain in one sentence why, give step by step instructions for uploading through [PORTAL NAME], and include a contact for help [SUPPORT CONTACT]. Under 150 words, easy for non technical clients.
Yes, for drafting and explaining, as long as you keep sensitive data out and check the output. It is useful for document requests, client emails, onboarding materials, marketing and procedures. It is not reliable as a source of current tax rules or calculations, so verify anything technical yourself before it reaches a client.
Avoid uploading client financial statements, tax returns or payroll records to a general chatbot. Remove names, tax IDs and account numbers, or use summarized figures instead. If you want AI on real client data, use accounting software with built in AI features or a business plan your firm has reviewed for data handling, and follow your professional and firm policies.
A short sequence works better than a single email. Tell the chatbot the service, the deadline, the upload link and what happens if documents arrive late, and ask for three messages that get firmer over time. The document chasing prompt above does exactly this and keeps each message under 100 words.
These prompts are written by Leapscope. Always check AI output for facts before you use it, and keep private customer data out of chatbots.