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: 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: 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
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