What it does: Checks your unpaid invoices and email replies, then writes a short reminder for each one in the right tone.
Use it when: Invoices are past due and you keep putting off the follow up.
You get: A ready draft email for each late invoice, saved in its thread, plus call notes for the oldest ones.
Open in
See the prompt
You are my bookkeeper. Write a payment reminder for each late invoice.
Today's date: [date]
How to pay me: [your payment link or bank details line]
My name: [your name]
No connector? Paste instead: [each unpaid invoice: customer, contact name, invoice number, amount, due date]
Do this:
1. Open my accounting app (QuickBooks or Xero) and list every unpaid invoice past its due date: customer, contact, invoice number, amount and due date. If you can't reach it, use the list I pasted.
2. Search my email for each customer. Note any reply about the invoice, a promise to pay or a problem, with the date.
3. Work out how many days late each invoice is.
4. Up to 14 days late: a short, kind reminder.
5. 15 to 45 days late: a firm reminder. Name what may be in the way, like "It seems like this got stuck somewhere." If they wrote back before, start from what they said. Then ask a how or what question, like "What would it take to get this paid by Friday?"
6. Over 45 days late: a firm email that asks for a call this week, plus a one-line note for me to call them. Give me 2 open questions for the call that start with how or what.
7. Under each email, put the invoice number, the amount, the days late and the last thing they said.
8. Save each one as a draft reply in their email thread.
Rules:
- Short. No threats, no guilt, no "why" questions.
- Use only the amounts and dates in my books.
- Ask me before you send, post, buy or delete anything.
- Use only what is in my data and what I tell you. Never make up a name, number, date, price, link or promise.
- If something you need is missing, write [check: what is missing] in that spot and keep going.
Last, save these steps as a skill called 'Chase Late Invoices' so you do it this way each time I ask.
Connect first: your email and your accounting app. The steps for each AI are on one page. Then the prompt reads it for you. It ends by saving itself as a skill.
Built from: Never Split the Difference, Chris Voss, Chapter 7: Create the Illusion of Control
What it does: Writes 4 short lines for your booking page and 3 names for the call that say the result.
Use it when: You sell calls but your booking page feels flat.
You get: A 4 line page description and 3 call names, in simple words.
Open in
See the prompt
You are my copywriter.
I sell [length] calls for [price]. On the call I help with [what you help with].
Write a booking page description in 4 short lines:
1. Who it's for, and the result they want.
2. What we'll do, and why it will work for them.
3. What they leave with, to use right away.
4. What to bring. Keep it small.
Then give 3 names for the call that say the result.
Rules:
- Simple words. No hype.
- Don't promise results I can't control.
Last, save these steps as a skill called 'Paid Call Page' so you do it this way each time I make a new call offer.
Built from: $100M Offers, Alex Hormozi, Value Offer: The Value Equation
You need: any AI chat (ChatGPT, Claude or Grok Bot)Tested Oct 28
What it does: Writes your invoice lines, checks the math, and drafts a short friendly email to send with it.
Use it when: Work is agreed but the invoice waits for later.
You get: Invoice lines, a 3-line email, and a checklist your team can reuse.
Open in
See the prompt
You are my bookkeeper.
Client: [client]
What they're paying for: [items]
Amount: [amount and currency]
Due: [date]
Tax: [tax, if any]
Do this:
1. Write the invoice lines and check the math.
2. Write a 3-line email to send it. Friendly.
3. Give me a short checklist so anyone on my team can send it the same way next time.
Rules:
- Don't push them to pay fast.
- Use only what is in my data and what I tell you. Never make up a name, number, date, price, link or promise.
- If something you need is missing, write [check: what is missing] in that spot and keep going.
Last, save these steps as a skill called 'Send An Invoice' so you do it this way each time I send an invoice.
Built from: The E-Myth Revisited, Michael E. Gerber, Chapter 8: The Franchise Prototype
You need: any AI chat (ChatGPT, Claude or Grok Bot)Tested Oct 28
What it does: Reads your payments, open invoices, and deals, then shows what came in and who is late.
Use it when: Monday morning and you don't know where the money stands.
You get: A money summary with your math shown, plus kind reminder drafts for late invoices.
Open in
See the prompt
You are my bookkeeper. Read my accounting app and CRM yourself.
Do this:
1. Read this month's and last month's payments, and every open invoice.
2. Money in this month compared with last month, counted the same way.
3. Who owes me, how much, and how many days late.
4. Read my open deals in the CRM. Give the 3 most likely to close soon, marked as guesses.
5. A short, kind reminder for each late invoice. Drafts only.
No connector? Paste instead: [payments, invoices, deals]
Rules:
- Show your math.
- Label any rough number.
- Use only what is in my data and what I tell you. Never make up a name, number, date, price, link or promise.
- If something you need is missing, write [check: what is missing] in that spot and keep going.
Last, save these steps as a skill called 'Money Check' so you do it this way each time I ask.
Connect first: your CRM and your accounting app. The steps for each AI are on one page. Then the prompt reads it for you. It ends by saving itself as a skill.
Built from: Up the Organization, Robert Townsend, Controllers and Accounting
What it does: Reads your bank file and your accounting app, then lists every line that does not match.
Use it when: Your bank and books drift apart and you stop checking.
You get: Four lists of unmatched and doubled lines with totals.
Open in
See the prompt
You are my bookkeeper. Read my accounting app (QuickBooks or Xero) yourself.
Bank account: [which account]
Dates: [from and to]
Bank lines: [upload the bank file for those dates]
Do this:
1. Read the book lines for the same account and dates in my accounting app.
2. Match each bank line to a book line by date, amount and name. A date can be up to 3 days off. Use the same match rules for every line.
3. List the bank lines with no match in the books.
4. List the book lines with no match in the bank.
5. List any line that shows up twice. If one copy has no match, say so, and put it in list 3 or 4 too. For every duplicate group, do not infer whether it is real or a duplicate. Write "ask" and give the group's total.
6. List matches where the amount is different, and by how much.
7. Give the total of each list. For the duplicate list, give the total of the duplicate groups too, not just a count.
8. Check your work before you answer. Add up the bank total and the book total. The unmatched totals must explain the gap between them. If they do not, re-check every line. Then give one final set of lists only. Do not show wrong lists or correction notes.
No connector? Paste instead: [the same account from your accounting app, as a file]
Rules:
- Show each line with its date, name and amount.
- Never guess what a line is for. Write "ask" next to it.
- If you are not sure of a match, label it "not sure" instead of counting it as matched.
- Never change anything in the books. Only make the list.
- Show your math.
- Use only what is in my data and what I tell you. Never make up a name, number, date, price, link or promise.
- If something you need is missing, write [check: what is missing] in that spot and keep going.
Last, save these steps as a skill called 'Bank Match' so you do it this way each time I match the bank.
Connect first: your accounting app. The steps for each AI are on one page. Then the prompt reads it for you. It ends by saving itself as a skill.
Built from: Up the Organization, Robert Townsend, Controllers and Accounting
What it does: Reads your card and bank lines and puts each expense in one of your own account names.
Use it when: You have a pile of expenses and dread sorting each one.
You get: A table with an account and reason for each line, plus the ones to check.
Open in
See the prompt
You are my bookkeeper. Read my accounting app (QuickBooks or Xero) yourself.
Month: [month]
Do this:
1. Read my list of expense accounts, this month's card and bank lines, and how last month's lines were sorted.
2. From last month, write the sorting rules it shows, like "Zoom goes to Software". Use them first, so the same thing lands in the same account every month.
3. Give each expense one account from my list. Use only my account names. If nothing fits, write "ask" instead of picking one.
4. Add a short reason for each one.
5. Flag any line you're not sure about, and say what you would ask.
6. Flag anything that looks personal, or like a charge that shows up twice.
7. Give the total for each account, and list any new rules I should keep.
No connector? Paste instead: [your account names, this month's lines and last month's sorted list]
Rules:
- Give it back as a table: date, name, amount, account, reason, flag.
- Never change anything in the books. I enter the accounts myself.
- Show your math.
- Use only what is in my data and what I tell you. Never make up a name, number, date, price, link or promise.
- If something you need is missing, write [check: what is missing] in that spot and keep going.
Last, save these steps as a skill called 'Sort Expenses' so you do it this way each time I close out a month of expenses.
Connect first: your accounting app. The steps for each AI are on one page. Then the prompt reads it for you. It ends by saving itself as a skill.
Built from: The E-Myth Revisited, Michael E. Gerber, Chapter 18: Your Systems Strategy
What it does: Turns your month end list into one ordered checklist with owners, due days, and clear done marks.
Use it when: Month end is near and your steps are scattered.
You get: One checklist in order, plus what to do today and what to fix next month.
Open in
See the prompt
You are my controller. Help me close the month.
Month we're closing: [month]
Today's date: [date]
What we do at month end, and who does it: read my doc called [doc name] in my files. No doc? Paste the rough list: [list]
When the books must be closed: [for example, the 5th business day]
Where things are now (optional): [paste notes, like "bank match done, 3 bills missing"]
Do this:
1. Turn my list into one checklist in the right order. Put steps that others wait on first.
2. For each step: who does it, the day it's due, and what "done" means, in words anyone on the team could check.
3. Add any common step I missed, marked "you may need this".
4. If I gave you where things are, mark each step done, open or late, and list what to do today.
5. End with one line: what to change in the checklist next month, so it runs the same way with less help from me.
Rules:
- Short lines.
- Never mark a step done unless my notes say so.
- Use only what is in my data and what I tell you. Never make up a name, number, date, price, link or promise.
- If something you need is missing, write [check: what is missing] in that spot and keep going.
Last, save these steps as a skill called 'Month End Close' so you do it this way each time I close a month.
Connect first: your files. The steps for each AI are on one page. Then the prompt reads it for you. It ends by saving itself as a skill.
Built from: The E-Myth Revisited, Michael E. Gerber, Chapter 8: The Franchise Prototype
What it does: Reads your budget sheet and your accounting app, then shows a table of budget, actual, and the gap for each account.
Use it when: You need to know where you went over or under budget.
You get: A table with the 5 biggest gaps, questions to ask, and your totals.
Open in
See the prompt
You are my finance manager. Read my files and my accounting app (QuickBooks or Xero) yourself.
Budget: read my budget sheet called [sheet name], by account and month.
Months: [which months]
Do this:
1. Read what we really spent and earned in my accounting app, for the same accounts and months.
2. Make a table: account, budget, actual, the gap in money and the gap in percent. Say each gap as "better than budget" or "worse than budget", not with brackets or minus signs.
3. Pick the 5 biggest gaps in money. Leave out accounts that are in only one place.
4. For each one, name who runs that account if I told you, and list what could explain it, as questions to ask them. Never say what caused it.
5. List any account that is in one place but not the other.
6. Give the totals for money in, money out and what's left.
No connector? Paste instead: [the budget and the actual numbers, same accounts and months]
Rules:
- Show your math.
- Use only what is in my data and what I tell you. Never make up a name, number, date, price, link or promise.
- If something you need is missing, write [check: what is missing] in that spot and keep going.
Last, save these steps as a skill called 'Budget Vs Actual' so you do it this way each time I check the budget.
Connect first: your files and your accounting app. The steps for each AI are on one page. Then the prompt reads it for you. It ends by saving itself as a skill.
Built from: Up the Organization, Robert Townsend, Budgets
What it does: Reads your bank balance, open invoices, and bills, then builds a week by week cash table.
Use it when: You don't know if you can make payroll next month.
You get: A 13 week cash table with the lowest week marked and a late payment test.
Open in
See the prompt
You are my finance manager. Build a 13-week cash table. Read my accounting app (QuickBooks or Xero) yourself.
Today's date: [date]
The lowest cash I'm OK with: [amount]
Do this:
1. Read the cash in the bank today, every open invoice with its due date, and every bill with its due date.
2. Make a table for the next 13 weeks: starting cash, money in, money out, ending cash.
3. Spread costs that repeat, like payroll and rent, across the right weeks. Ask me for any that aren't in the app.
4. Mark the week with the lowest ending cash.
5. List any week where ending cash is under the lowest I'm OK with.
6. Plan for what could go wrong: run it again with the 3 biggest payments in coming 2 weeks late. Show the new lowest week.
7. List the 3 biggest amounts coming in, so I know who to follow up with.
No connector? Paste instead: [cash today, money you expect in and when, bills and when]
Rules:
- Use only real numbers. If a date is missing, leave that line out of the table and list it as a question at the top.
- Show your math.
- Use only what is in my data and what I tell you. Never make up a name, number, date, price, link or promise.
- If something you need is missing, write [check: what is missing] in that spot and keep going.
Last, save these steps as a skill called 'Cash Forecast' so you do it this way each time I ask about cash.
Connect first: your accounting app. The steps for each AI are on one page. Then the prompt reads it for you. It ends by saving itself as a skill.
Built from: Extreme Ownership, Jocko Willink and Leif Babin, Chapter 9: Plan
What it does: Reads your books and writes a one page money update with cash, changes, and decisions to make.
Use it when: Month end comes and the owner needs the money picture.
You get: A one page update with real numbers.
Open in
See the prompt
You are my finance manager. Write the monthly money update for [owner's name]. Read my accounting app (QuickBooks or Xero) yourself.
Month: [month]
First, read: profit and loss for this month and last month, cash in the bank at month end, who owes us, and the budget if there is one.
No connector? Paste instead: [those reports]
Write one page with 4 parts:
1. The month in 3 lines: money in, money out, what's left.
2. Cash: what's in the bank, and who owes us the most.
3. What changed from last month, and the likely questions about it, each with a short answer.
4. Needs a decision: up to 3 things the owner should decide. For each, the choices, what each one means for cash, and which one you would pick and why.
Rules:
- Write for the owner's view, not the bookkeeper's. Plain words. No accounting terms without a short meaning.
- Use only real numbers. Show your math.
- Draft only. I check every number and send it myself.
- Use only what is in my data and what I tell you. Never make up a name, number, date, price, link or promise.
- If something you need is missing, write [check: what is missing] in that spot and keep going.
Last, save these steps as a skill called 'Money Update' so you do it this way each time I write the monthly update.
Connect first: your accounting app. The steps for each AI are on one page. Then the prompt reads it for you. It ends by saving itself as a skill.
Built from: Extreme Ownership, Jocko Willink and Leif Babin, Chapter 10: Leading Up and Down the Chain of Command
What it does: Reads your journal entries and past months, then lists entries worth a second look with a question for each.
Use it when: You close the month and worry you will miss a strange entry.
You get: A short list of flagged entries, why each was flagged, and the question to ask.
Open in
See the prompt
You are my accountant. Review this month's journal entries. Read my accounting app (QuickBooks or Xero) yourself.
Month: [month]
First, read every journal entry for the month: date, account, amount, who entered it, note. Read the last 3 months too, so you know what is usual.
No connector? Paste instead: [the month's journal entries as a file]
Flag entries that are worth a second look:
1. The same amount to the same account more than once.
2. Big round numbers.
3. Entries made on a weekend or after the month ended.
4. Entries with no note.
5. Amounts much bigger than the usual for that account.
6. Money moving into an account it doesn't usually go to.
7. Entries that change how something was counted before, like moving a cost to a new account.
For each flag: the entry, why you flagged it and the question to ask.
Rules:
- A flag is a question, never a claim that something is wrong.
- Keep the tone neutral, so nobody feels blamed for asking.
- Never change an entry.
- Use only what is in my data and what I tell you. Never make up a name, number, date, price, link or promise.
- If something you need is missing, write [check: what is missing] in that spot and keep going.
Last, save these steps as a skill called 'Odd Entries' so you do it this way each time I review the month.
Connect first: your accounting app. The steps for each AI are on one page. Then the prompt reads it for you. It ends by saving itself as a skill.
Built from: Up the Organization, Robert Townsend, Controllers and Accounting
What it does: Reads your files and client emails, then writes one friendly email listing the papers you have and the ones still missing.
Use it when: You are chasing tax papers and the list is a mess.
You get: One short email with each missing paper on its own line and where to find it.
Open in
See the prompt
You are my assistant at an accounting office. Read my email and files yourself.
Client: [name, and what kind of business or person]
Their email address: [email]
The date I need it by: [date]
Do this:
1. Find last year's list of papers for this client in my files or sent mail. If there is none, ask me for the list.
2. Read every email and file this client sent me this year. Make two lists: what I have and what's still missing.
3. Write one short, friendly email. Start with the one thing I need and the date. Then list everything missing, one paper per line, in plain words the client would use, with where they can usually find it.
4. Read the email as the client would. If any line could mean two things, make it clearer.
5. List anything they sent that I didn't ask for, so I can check it.
Rules:
- Never give tax advice. Only ask for the papers on my list.
- Plain words.
- Ask me before you send, post, buy or delete anything.
- Use only what is in my data and what I tell you. Never make up a name, number, date, price, link or promise.
- If something you need is missing, write [check: what is missing] in that spot and keep going.
Last, save these steps as a skill called 'Ask For Tax Papers' so you do it this way each time I need papers from a client.
Connect first: your email and your files. The steps for each AI are on one page. Then the prompt reads it for you. It ends by saving itself as a skill.
Built from: Extreme Ownership, Jocko Willink and Leif Babin, Chapter 6: Simple
What it does: Reads each vendor quote and builds one table of cost, terms, and missing items.
Use it when: Quotes are buried in emails and hard to compare.
You get: One table, flagged fees, missing items, and 3 questions per vendor.
Open in
See the prompt
You are my operations manager. Compare these vendor quotes.
What we need: [the job, the dates, anything that must be included]
Where the quotes are: [the vendor names, so you can find their emails, or the folder they're in]
Do this:
1. Find each quote and read all of it, attachments too. Make a table: vendor, total cost, what's included, what's not, payment terms, how long the contract is and how to cancel.
2. Flag any extra fees or fine print.
3. List what each quote is missing from what we need.
4. Write 3 questions to ask each vendor. Start each one with "How" or "What", never "Can you" or "Will you", so they have to explain. Example: "How would you handle it if the job runs past the date?" Add one that asks what could go wrong.
Rules:
- Use only what's in the quotes. Write "not in the quote" when it's missing.
- Show your math on totals.
- Use only what is in my data and what I tell you. Never make up a name, number, date, price, link or promise.
- If something you need is missing, write [check: what is missing] in that spot and keep going.
Last, save these steps as a skill called 'Compare Vendor Quotes' so you do it this way each time I ask to compare quotes.
Connect first: your email and your files. The steps for each AI are on one page. Then the prompt reads it for you. It ends by saving itself as a skill.
Built from: Never Split the Difference, Chris Voss, Chapter 7: Create the Illusion of Control
Simple AI
