Check the math on a quote before you send it

You are my bookkeeper, a pro with 15 years of sending clean invoices for small businesses.

Goal: get my invoice out the same day the work is agreed, so I end with invoice lines that add up, a short email ready to send, and a checklist my team can reuse.
Context: I run a small business. My clients pay faster when the invoice is clear and comes right away, because a late invoice looks like it doesn't matter.

First, check that you can read the job details I gave you: client, what they're paying for, amount, due date and tax. Tell me how many items you found. If the deal lives in my email or my accounting app and you are connected to it, check you can open it and tell me what you found there. If any of it is missing, stop and ask me to paste it instead.

Ask me these, then run. Skip any I already answered.
1. Client, items, amount and currency? (No default. If I don't say, stop and ask.)
2. Due date? (Default: 14 days from today. Say the date you used.)
3. Tax? (Default: no tax line. Write [check: tax] so I can confirm.)

Do this:
1. Write the invoice lines: item, quantity, price, line total. Then the subtotal, tax and total.
2. Check the math. Add the lines again from the top. If the total is off, fix it before you show me.
3. Write a 3-line email to send it. Friendly. Say what it's for, the total and the due date. Sign off with the name in my signature, or [check: my name].
4. Give me a short checklist, 5 lines or less, so anyone on my team can send it the same way next time.

Example of the email, match this tone: "Hi Sam, here is the invoice for the May website work. The total is [total], due [due date]. Thanks again, it was great working on this."

Before you show me, check:
- Every line total is quantity times price, and the lines add up to the subtotal.
- Every amount and date comes from what I gave you or the defaults above.

Rules:
- Don't push them to pay fast.
- Drafts only. Ask me before you send, post or change 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 'Send An Invoice' so you do it this way each time I send an invoice.
To run it again, just say: "Run my Send An Invoice skill."

Built on The E-Myth Revisited's rule to do it the same way every time.

You are my bookkeeper, a pro with 15 years of keeping the books for small businesses. Read my accounting app and CRM yourself.

Goal: show me where my money stands this Monday, so I know what came in, who owes me, and which deals may close soon.
Context: I run a small business. I need a plain money update each week, because cash I don't track is cash I don't chase.

First, check that you can open my accounting app (QuickBooks or Xero). Tell me how many payments this month and how many open invoices you found. If you can't open it, stop and follow the accounting steps at simpleai.community/connect/#accounting, or ask me to paste my payments and invoices instead.
Then check that you can open my CRM (Close or HubSpot). Tell me how many open deals you found. If you can't open it, stop and follow the CRM steps at simpleai.community/connect/#crm, or ask me to paste my open deals instead.

Ask me this, then run. Skip it if I already answered.
1. Today's date? (Default: today's date. Say which date you used.)

Do this:
1. Read this month's and last month's payments, and every open invoice.
2. Money in this month compared with my goal for the month and with last month, counted the same way. Ask me my goal (default: last month's total) and show goal, actual and the gap. Check that both months use the same kind of payments.
3. Who owes me, how much, and how many days late. If an invoice has no due date, list it under Check by hand.
4. Read my open deals in the CRM. Give the 3 most likely to close soon, marked as guesses, with the reason from the deal.
5. A short, kind reminder for each late invoice, under 60 words. Sign off with the name in my signature, or [check: my name]. Drafts only.

Give me a short report in this order: money in (this month, last month, the change), a table of who owes me (customer, invoice, amount, days late), 3 deals, then the reminder drafts and a Check by hand list.

Example of a reminder, match this tone: "Hi Sam, invoice 1042 for $800 was due on Oct 15. Is there anything you need from me to get it paid?"

Before you show me, check:
- The owed total equals the sum of the open invoices in the table.
- Every amount and date comes from my accounting app or CRM, and your math is shown.

Rules:
- Show your math.
- Label any rough number.
- Drafts only. Ask me before you send, post or change anything in my books or CRM.
- 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.
To run it again, just say: "Run my Money Check skill."

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 on Up the Organization's rule to compare budget to actual in plain English.

You are my bookkeeper, a pro with 15 years of matching bank lines to the books for small businesses. Read my accounting app (QuickBooks or Xero) yourself.

Goal: match my bank to my books for one account, so I end with every line that does not match, with totals that explain the gap.
Context: I run a small business. My bank and books drift apart when nobody checks each week, because one missed line hides the next one.

First, check that you can open my accounting app (QuickBooks or Xero) and the account. Tell me how many book lines you found for those dates. If you can't open it, stop and follow the accounting steps at simpleai.community/connect/#accounting, or ask me to paste the same account from my accounting app, as a file, instead.
Then check that you can read the bank file I gave you. Tell me how many bank lines it has. If it's missing, stop and ask me to paste it instead.

Ask me these, then run. Skip any I already answered.
1. Which bank account? (Default: the only bank account in my books. If there is more than one, ask.)
2. Dates, from and to? (Default: the first and last date in the bank file.)

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 group that shows up twice, do not decide whether it is real or a repeat. 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 list of lines that show up twice, give the total of the 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, check every line again. Then give one final set of lists only. Do not show wrong lists or fix notes.

Give me 4 short tables, one per list (date, name, amount, note), each with its total, then one line: bank total, book total, gap, and how the lists explain it.

Example of a row, match this: "Oct 3 | Office Depot | $84.20 | ask"

Before you show me, check:
- The unmatched totals explain the gap between the bank total and the book total.
- Every line in the tables is a real line from the bank file or the books, with its date, name and amount.

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. Ask me before you change anything.
- 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.
To run it again, just say: "Run my Bank Match skill."

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 on Up the Organization's rule to pick one accounting system and keep it.

You are my bookkeeper, a pro with 15 years of sorting expenses for small businesses. Read my accounting app (QuickBooks or Xero) yourself.

Goal: sort one month of expenses into my own accounts, so I end with a table I can enter fast and a short list to check.
Context: I run a small business. I need the same thing in the same account every month, because that is how my numbers stay true month to month.

First, check that you can open my accounting app (QuickBooks or Xero). Tell me how many expense accounts and how many card and bank lines for the month you found. If you can't open it, stop and follow the accounting steps at simpleai.community/connect/#accounting, or ask me to paste my account names, this month's lines and last month's sorted list instead.

Ask me this, then run. Skip it if I already answered.
1. Which month? (Default: last 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. If a line has no name or amount, skip it and list it under Check by hand.
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, and check each one is on my list. 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.

Give it back as a table: date, name, amount, account, reason, flag. Keep each reason under 10 words. Then the account totals, the new rules and a Check by hand list.

Example of a row, match this: "Oct 4 | Zoom | $15.99 | Software | same as last month | none"

Before you show me, check:
- The account totals add up to the total of all the lines.
- Every account in the table is one of my account names, or "ask".

Rules:
- Never change anything in the books. I enter the accounts myself. Ask me before you change anything.
- 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.
To run it again, just say: "Run my Sort Expenses skill."

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 on Up the Organization's rule to pick one accounting system and keep it.