ChatGPT Prompts for Bookkeepers and Virtual Bookkeeping

Design chart of accounts for [business type]. Output: account hierarchy by category (assets, liabilities, equity, revenue, COGS, expenses), specific accounts that match this industry, naming convention, sub-account strategy, account number scheme. Industry-realistic, not generic template.

Build categorization rules for [client business]. Common transactions: [list]. Output: per transaction pattern, categorization rule, exceptions to flag for review, GL account mapping, tax implications if any. Rules-based categorization = consistency + scale.

Categorization edge cases for [business type]. Per case: how I should categorize, why, common mistakes, when to flag for accountant review, supporting docs needed. Examples: meals (50% deductible), home office, vehicle expenses, owner draws vs payroll.

Bank reconciliation approach for [account]. Output: reconciliation cadence, what to match, common reconciling items + how to handle, signs of fraud or error to flag, escalation path for unidentified items, documentation standard. Boring done right = financial statements you can trust.

Monthly bookkeeping client email. Period: [month]. Output: month's top metrics (revenue, expenses, net), notable changes vs prior month, any flagged items requiring decision, next month's focus, brief Q&A invitation. Plain language; non-accountant reader.

Common client questions to bookkeeper: [list — "is this deductible?", "where's my refund?", "how much profit did I make?", "can I afford this?"]. Per question: ideal reply (in plain English), when to escalate to CPA, what NOT to advise on (legal practice line).

New client onboarding walkthrough call. Output: agenda (45 min), data needed pre-call, walkthrough of accounting software (their portal), expectations for monthly cadence, communication norms, fee structure recap. Set tone for relationship.

Client hasn't sent monthly docs. Day 5 past deadline. Help me draft follow-up: friendly reminder, what we need specifically, deadline if delays continue affecting close, no guilt-trip. Tone: helpful boundary.

Month-end close checklist for [business type]. Output: pre-close prep, accruals to record, deferrals, depreciation, intercompany items, reconciliations, GL review, financial statement review, lock period. Specific to industry; not generic.

[Paste P&L month vs prior month]. Variance analysis: top 5 line items with biggest changes, hypothesis per change (real change vs categorization vs timing), what to verify, what to flag for client. Variance analysis catches errors + reveals trends.

[Paste P&L + balance sheet draft]. Review: reasonableness check by line, signs of error, signs of incompleteness, account balances that don't match expectations, presentation issues. Final eyes before sending to client. Catch what data entry missed.

Year-end close for [business type]. Output: pre-close timeline, sequence of closing entries, prep for accountant's review, common year-end adjustments, document handoff to CPA, what bookkeeper handles vs what CPA handles. Smooth handoff = bookkeeper's reputation with CPA.

Pricing model for [bookkeeping practice]. Output: hourly vs fixed monthly comparison, packaging tiers (starter / standard / premium), per-package scope, per-package fee, profitability target, how to handle scope creep. Move from hourly to fixed monthly = profit + retention.

Marketing for niche bookkeeping practice [niche — e.g., e-commerce, contractors, real estate]. Output: ICP, niche-specific pain points, content themes, referral source map, networking, thought leadership ideas. Specific niche = premium pricing + marketing leverage.

Build referral partnership with [CPA firm]. Output: pitch (what makes me valuable to their clients), differentiator vs other bookkeepers, communication norms, fee/work split, how I make their year-end easier. CPAs refer to bookkeepers who make their job easier.