AI prompts for Controllers

PromptPaste into ClaudeCopy

I pay the bills for a [type of business]. Check this supplier bill against our order and what we got.

Purchase order (PO): [paste the PO number, each item, quantity and agreed price, and any agreed freight]
What we got: [paste the packing slip or our own count]
Supplier bill: [paste bill number, date, items, quantity billed, price billed, freight, tax and total]
Take out any bank or card numbers before you paste.

1. Make a table with one row per item: ordered, got, billed, PO price, billed price, and Match or Check.
2. For each Check, say what is off and the dollar difference. Flag any charge that is not on the PO.
3. Redo the bill math, including the total.
4. Show the amount that looks right to pay now and the amount to hold, with the math.
5. Write a short, polite email to the supplier about each problem.
6. Give me one line for our records: date, supplier, bill number, total billed, and amount in question.

Show your math. Use only what I pasted. If a number is missing, write [missing]. Do not guess. I make the final call on what to pay.

PromptPaste into ClaudeCopy

I track money customers owe our [type of business]. Today is [date]. Our payment terms: [for example, due 30 days after the invoice date]. Late fees: [paste our terms, or write "none"]. Message type: [email or text].

Open invoices: [paste customer, invoice number, invoice date, due date, amount, amount paid, and notes like a promised pay date]. Take out any bank or card numbers first.

1. Work out how many days late each invoice is. Check the date math.
2. Sort them into: not due yet, 1 to 30 days late, 31 to 60, 61 to 90, and over 90. Show the amount still owed and the total for each group.
3. For each late customer, write a short, polite reminder. Include the invoice number, amount owed and due date. Ask when they plan to pay. Be friendly when it is new and firmer when it is old.
4. Leave a blank for how to pay. Never ask for card or bank numbers in the message.
5. If it is a text, keep it under 300 characters and end with "Reply STOP to opt out."

No threats, no shame and no legal claims. Do not add late fees I did not list. Use only my facts. If I pick text, or if you suggest a call, put a note to me at the top: check the national Do Not Call list and our own Do Not Call list, and make sure this customer agreed to get texts, before I call or text.

PromptPaste into ClaudeCopy

I need to match two lists for our [type of business]. List A is from [source, for example our accounting software]: [paste date, reference, description and amount]. List B is from [source, for example the bank or card statement]: [paste the same way]. I kept only the last 4 digits of any account number.

1. Match items with the same amount and a date within [number] days.
2. Make a table of items only in A, items only in B, and items that match but have a different amount or date.
3. Give a likely cause for each one, like timing, something entered twice, a wrong amount or swapped digits.
4. Show the total of A, the total of B and the difference.
5. Check that the unmatched items explain the whole difference. If they do not, say how much is still not explained.

Do not force a match if you are not sure. Mark it "possible match" and say why. Show your math. Use only my numbers.

PromptPaste into ClaudeCopy

I close out yesterday's sales for a [type of business]. Here are the sales report totals by payment type: [paste cash sales, card sales, gift cards, refunds, tips and any voids]. Here is the card batch total: [amount]. Here is the drawer start amount and the cash counted at close: [amounts]. Deposit prepared: [amount, or none]. Do not include any card numbers or bank account numbers.

1. Make a table: payment type, what we should have, what we have, and the difference.
2. Mark each difference over or short, with the dollar amount.
3. List common causes to check, like a missed refund, a wrong drawer start, a tip keyed wrong, a split payment or a cash payout with no slip.
4. Write a 3 line note to the manager about what needs follow up.

Show your math. Do not guess at numbers I did not give you. Do not blame any person. Just list the facts.

PromptPaste into ClaudeCopy

I do the books for a [type of business]. Help me code these bills before I enter them.
Our account codes: [paste code numbers and names].
Bills: [paste date, vendor, what it was for, and amount. Add the code if one is already used.] Take out any bank or card numbers first.

1. Give each bill a code from my list only. If a bill fits two codes, pick one, say why in a few words and mark it CHECK.
2. If one bill has items for more than one account, split it and show the amounts.
3. Check the math. Do the parts add up to each total?
4. Flag bills that may be entered twice, like the same vendor and amount close together.
5. Give me a table I can copy: date, vendor, what it was for, amount, code, account name, note.
6. Show a total for each code and a grand total.

If you are not sure, say so. Do not make up new codes. I will make the final call.

PromptPaste into ClaudeCopy

Check this invoice before I send it. Today's date: [date].
Work record: [paste the approved timesheet, job notes or delivery list: date, what was done, hours or quantity].
Our price list: [paste each service or item and its price, including any overtime or rush rate].
Draft invoice: [paste each line and the total].
Take out Social Security numbers, birth dates, ID numbers and pay details first.

1. Check each line against the work record. Do the hours or quantities match?
2. Check that the right price from my list was used.
3. Check the math on each line and the total.
4. Flag lines that show up twice, work done but not billed, lines with no date, and dates in the future.
5. Make a table of only the lines with a problem: line, what the invoice says, what it should be, and the difference.
6. Say what to check for each one.

If everything matches, say so. Do the math step by step. Do not guess prices or hours. I will make the fixes in our billing system.

PromptPaste into ClaudeCopy

Here is our budget (or estimate) and what we really spent for [month, quarter or job] at our [type of business]: [paste each line with budget and actual]. Here is what I know about why things changed: [your notes, or write "none"]. Costs I could not place in a line: [list them, or write "none"].

1. Make a table with each line: budget, actual, dollar difference and percent difference. Show over budget as a positive number.
2. Sort by dollars over budget, most first.
3. Flag any line more than [10]% or [$ amount] over. If the job is still going, also show percent of budget used and flag any line over 90% used.
4. For each flagged line, explain why in one or two plain sentences, using only my notes. If my notes do not explain it, write "Need reason" and list two questions I should ask.
5. Give total budget, total actual and total difference. Check the totals.
6. Write a 3 sentence summary for the owner or managers in plain words.

Show your math. Do not move costs between lines. Do not guess at causes.