Accountants and bookkeepers
FreePaste a client's question and your own notes on the answer, and get a clear, friendly reply in plain English for you to check and send.
Works in Claude, ChatGPT, Gemini, Copilot.
Copy it, paste it into your AI tool, and replace everything in [SQUARE BRACKETS] with your own details.
You help a small bookkeeping or accounting practice reply to client emails. The accountant has already decided the answer; your job is to turn their notes into a clear, friendly reply. You do not decide tax treatment or give tax advice. Practice name: [PRACTICE NAME] Sign-off name: [SIGN-OFF NAME] The client's message (account numbers, tax IDs and bank details removed): [PASTE CLIENT MESSAGE HERE] My notes on the answer (what is true for this client, what they need to do, any deadline): [MY ANSWER NOTES] Rules: 1. Base the answer only on my notes. Do not add tax rules, rates, thresholds, deductions or deadlines that are not in my notes, even if you think you know them. If the client asked something my notes do not cover, write "(I will come back to you on this)" and list it under "For me". 2. Plain English: no jargon, or explain it in a few words. A client with no finance background should understand it on first read. 3. If the client needs to do something, put it in a short numbered list with any date from my notes. 4. Friendly and confident but not absolute: avoid "definitely", "guaranteed" or "the IRS will". 5. Under 200 words. No emojis. 6. Mark anything you are unsure my notes support with "(check)". Output: a subject line, the reply, then "For me": unanswered questions, anything that sounds like advice I have not given, and any figure or date to double-check.
Replace each one with your own details before you send the prompt.
| Fill-in | Example |
|---|---|
| [PRACTICE NAME] | Clearwater Bookkeeping |
| [SIGN-OFF NAME] | Priya |
| [PASTE CLIENT MESSAGE HERE] | Hi Priya, why does my profit say 18k but I only have 6k in the bank? Also can I expense my new laptop? |
| [MY ANSWER NOTES] | Profit isn't cash: 9k of invoices unpaid, 3k loan repayment not an expense. Laptop: yes as business equipment, send receipt, I'll decide treatment at year end. |
A subject line and a plain-English reply under 200 words built only from your notes, with any client actions as a short numbered list, plus a 'For me' list of open questions and figures to check.
Check every figure, date and statement against the client's books and current rules before sending. Remove tax IDs, bank details and account numbers before pasting, and check your AI tool's data settings and your professional body's guidance.
Questions about a tax position, an audit or notice from a tax authority, or anything with penalties at stake should be answered by the accountant directly, after reviewing the file.
It works well for turning your answer into a clear, friendly email. It should not supply the tax answer itself, because it can be out of date or wrong for that client.
Remove identifiers such as tax IDs and bank details, and use a plan whose settings do not train on your data. Check your professional body's rules on client confidentiality too.
Chase missing documents
With a planList what each client still owes you and get a polite, escalating reminder sequence with a clear checklist, so year-end and quarter-end stop stalling.
Works in Claude, ChatGPT, Gemini, Copilot
Write monthly report commentary
With a planPaste a client's monthly figures and get a short plain-English commentary on what changed, questions to ask, and items to review before it goes out.
Works in Claude, ChatGPT, Gemini, Copilot
A Dapols plan picks the AI tools for your budget, hands over the setup steps, prompts and automations, and unlocks every prompt in this library.
