30 Claude Prompts for Xero

You are a management accountant who sets up chart of accounts structures for small businesses migrating to Xero. <context> I am setting up Xero for a new client and want a clean chart of accounts tailored to their business rather than the generic default template. </context> <inputs> - Industry: [INDUSTRY] - Revenue streams: [REVENUE STREAMS] - Major expense categories they mentioned: [MAJOR EXPENSE CATEGORIES] - Whether they need job or project tracking: [YES OR NO] - Whether they are VAT or GST registered: [VAT OR GST STATUS] </inputs> <task> Propose a chart of accounts with account codes, names, and account types (Xero categories such as Revenue, Direct Costs, Overhead, Current Asset, Current Liability), grouped by section. </task> <constraints> Use a numbering scheme with gaps for future accounts, not sequential numbers with no room to insert. Keep total accounts under 60 unless the business genuinely needs more. Do not include accounts for revenue streams they do not have. </constraints> <format> A table with columns Code, Account Name, Account Type, Section, sorted by code ascending. </format>

You are a bookkeeper who audits chart of accounts structures before year-end close. <context> I inherited a Xero file with a messy chart of accounts and need to identify which accounts should be merged, renamed, or archived before I start the year-end review. </context> <inputs> - Full list of current account codes and names: [ACCOUNT LIST] - Accounts with zero activity in the last 12 months: [DORMANT ACCOUNTS] - Known duplicate-looking accounts: [SUSPECTED DUPLICATES] </inputs> <task> Identify accounts that are likely duplicates or overly granular, which dormant accounts are safe to archive, and any accounts miscategorized under the wrong type. </task> <constraints> Never recommend deleting an account with historical transactions, only archiving. Explain the reasoning for each merge or archive suggestion in one line. Flag anything you are not confident about instead of guessing. </constraints> <format> Three short lists: Merge Candidates, Archive Candidates, and Recheck Manually, each with a one line reason per item. </format>

You are a controller who trains non-finance staff on correct expense coding in Xero. <context> Staff who submit expenses keep miscoding items to the wrong account, and I want short plain-English descriptions for the accounts they use most. </context> <inputs> - List of accounts staff commonly use: [ACCOUNT LIST] - Common miscoding mistakes seen so far: [COMMON MISTAKES] - Audience: [AUDIENCE, e.g. field technicians, sales reps] - Number of accounts to cover: [NUMBER OF ACCOUNTS] </inputs> <task> Write a one or two sentence plain-English description for each account explaining what belongs there, using an example a non-accountant would recognize, and directly address the known mistakes. </task> <constraints> No accounting terminology without a plain explanation. Each description must include one concrete example expense. Keep each entry to two sentences maximum. </constraints> <format> A list with the account name in bold followed by its description, ordered to match the input list. </format>

You are a Xero migration specialist who converts clients from other accounting software. <context> I am migrating a client from another accounting system into Xero and need to map their old chart of accounts to a new Xero structure. </context> <inputs> - Old system name: [OLD SYSTEM NAME] - Old account list with codes: [OLD ACCOUNT LIST] - Target Xero chart of accounts, if already drafted: [TARGET XERO CHART OR NOTE IF NOT YET DRAFTED] - Any accounts the client wants discontinued: [ACCOUNTS TO DISCONTINUE] </inputs> <task> Produce a mapping table showing each old account, its proposed new Xero account, and a note on any accounts that need to be split or combined during the mapping. </task> <constraints> Flag any old account that does not have an obvious Xero equivalent instead of forcing a guess. Note where historical balances will need a manual journal to carry over. Do not remove accounts the client wants to keep. </constraints> <format> A table with columns Old Account, New Xero Account, Mapping Note, plus a short list at the end of accounts needing manual review. </format>

You are a management accountant who sets up Xero tracking categories for multi-department businesses. <context> The client wants to report profit and loss by department or location and I need to decide whether that should be separate accounts or Xero tracking categories. </context> <inputs> - Departments or locations to track: [DEPARTMENTS OR LOCATIONS] - Reporting needs: [REPORTING NEEDS, e.g. P&L by location monthly] - Number of tracking dimensions needed: [NUMBER OF DIMENSIONS] - Whether any department shares costs with another: [SHARED COST NOTES] </inputs> <task> Recommend whether to use Xero tracking categories or separate accounts for this need, propose the tracking category names and options, and explain how shared costs should be allocated. </task> <constraints> Xero only allows two tracking categories per organization, so state clearly if the request exceeds that and propose an alternative. Keep the allocation method simple enough for the bookkeeper to apply monthly. </constraints> <format> A short recommendation paragraph, then a table of Tracking Category Name and Options, then a paragraph on the shared cost allocation method. </format>

You are a freelance operations consultant who invoices clients through Xero for project work. <context> I finished a chunk of project work and need to turn my rough notes into clean, professional invoice line items in Xero. </context> <inputs> - Rough notes on work completed: [ROUGH WORK NOTES] - Billing period: [BILLING PERIOD] - Rate structure: [RATE STRUCTURE, e.g. fixed fee or hourly] - Client name: [CLIENT NAME] </inputs> <task> Turn the rough notes into clear invoice line items, each describing a deliverable or service in a way the client will recognize without further explanation. </task> <constraints> No vague lines like consulting services or project work. Each line must name the specific deliverable. Keep each line under 15 words. Do not invent work that was not mentioned in the notes. </constraints> <format> A simple list of line items ready to paste into Xero invoice line fields, one per line. </format>

You are an accounts receivable coordinator who chases overdue invoices for a small agency. <context> An invoice sent through Xero is now overdue and I need a reminder message that is firm but keeps the relationship intact. </context> <inputs> - Client name: [CLIENT NAME] - Invoice number: [INVOICE NUMBER] - Amount due: [AMOUNT DUE] - Days overdue: [DAYS OVERDUE] - Number of previous reminders sent: [NUMBER OF PREVIOUS REMINDERS] - Payment link or instructions: [PAYMENT LINK OR INSTRUCTIONS] </inputs> <task> Write a payment reminder appropriate to how many reminders have already been sent, escalating slightly in tone if this is not the first one. </task> <constraints> Under 120 words. No threats on a first reminder. State the invoice number and amount due clearly. One clear action requested. </constraints> <format> An email with subject line, then a short body ending in the payment link or instructions. </format>

You are a small business owner who invoices through Xero and wants consistent terms across all invoices. <context> My invoice terms and conditions text has drifted over time and I want one clean version to set as the default in Xero. </context> <inputs> - Payment terms: [PAYMENT TERMS, e.g. net 14] - Late fee policy, if any: [LATE FEE POLICY] - Accepted payment methods: [ACCEPTED PAYMENT METHODS] - Jurisdiction for any legal reference: [JURISDICTION] </inputs> <task> Write standard terms and conditions text for the bottom of a Xero invoice covering payment due date, late fee if applicable, and accepted payment methods. </task> <constraints> Under 80 words total. Plain language, no legal boilerplate copied from a template you were not given. State the late fee only if one was provided in the inputs. </constraints> <format> A single short paragraph ready to paste into the Xero invoice terms field. </format>

You are a bookkeeper who issues credit notes in Xero to correct invoicing errors. <context> I issued a credit note against a client's invoice and need to explain clearly why it was issued and how it affects what they owe. </context> <inputs> - Original invoice number and amount: [ORIGINAL INVOICE NUMBER AND AMOUNT] - Credit note amount: [CREDIT NOTE AMOUNT] - Reason for the credit: [REASON FOR CREDIT] - Remaining balance after the credit: [REMAINING BALANCE] </inputs> <task> Write a short client-facing note explaining the credit, the reason, and the resulting balance owed. </task> <constraints> Under 100 words. No internal jargon like write-off or adjustment journal. State the remaining balance in the first two sentences. </constraints> <format> A short email body, no subject line needed since it will be attached to the existing invoice thread. </format>

You are an accounts receivable specialist who sets up recurring invoicing in Xero for retainer clients. <context> A client is moving to a monthly retainer and I need to plan the recurring invoice setup in Xero including timing and escalation if payment fails. </context> <inputs> - Client name: [CLIENT NAME] - Retainer amount: [RETAINER AMOUNT] - Billing frequency: [BILLING FREQUENCY] - Preferred send date relative to period start: [SEND DATE TIMING] - Payment method on file: [PAYMENT METHOD] </inputs> <task> Propose the recurring invoice schedule settings for Xero, including send date, due date, and what should happen if an automatic payment fails. </task> <constraints> Be specific about day-of-month timing rather than vague phrases like early in the month. Include one fallback step for failed payment. Keep the plan to one retainer client, not a general policy. </constraints> <format> A short spec with fields Send Date, Due Date, Payment Method, and Failed Payment Fallback. </format>

You are a fractional finance manager who reports monthly performance to small business owners who are not accountants. <context> I exported a profit and loss report from Xero and need to turn the numbers into a plain-English summary for a business owner who does not read financial statements often. </context> <inputs> - Profit and loss figures: [P&L FIGURES] - Period covered: [PERIOD] - Prior period figures for comparison, if available: [PRIOR PERIOD FIGURES] - Anything unusual the owner should know about: [UNUSUAL ITEMS] </inputs> <task> Write a plain-English summary of how the business performed this period, calling out the two or three numbers that matter most and any unusual item. </task> <constraints> Under 200 words. No accounting terms without a plain explanation next to them. Do not just restate every line of the P&L, prioritize what changed or matters. </constraints> <format> A short paragraph, then three bullet points for the key takeaways. </format>

You are a finance manager who prepares monthly board packs using data exported from Xero. <context> I have profit and loss, balance sheet, and cash flow figures from Xero and need commentary paragraphs to sit alongside them in a board pack. </context> <inputs> - Profit and loss summary: [P&L SUMMARY] - Balance sheet summary: [BALANCE SHEET SUMMARY] - Cash position: [CASH POSITION] - Key events this period: [KEY EVENTS] - Board's main concerns historically: [BOARD CONCERNS] </inputs> <task> Write three short commentary paragraphs, one each for profit and loss, balance sheet, and cash, addressing the board's known concerns where relevant. </task> <constraints> Each paragraph under 80 words. No hedging language like it appears that or it seems. State figures directly and explain drivers, not just outcomes. </constraints> <format> Three paragraphs with bold headers Profit and Loss, Balance Sheet, and Cash Position. </format>

You are a management accountant who compares budget to actual figures pulled from Xero each month. <context> I have budget and actual figures by account from Xero and need a variance analysis that explains the biggest gaps, not just lists them. </context> <inputs> - Budget figures by account: [BUDGET FIGURES] - Actual figures by account: [ACTUAL FIGURES] - Period: [PERIOD] - Known reasons for some variances, if any: [KNOWN REASONS] </inputs> <task> Identify the accounts with the largest dollar and percentage variances, and provide a likely explanation for each, using the known reasons where given and flagging the rest as needing investigation. </task> <constraints> Rank by dollar impact first. Do not fabricate a reason for a variance with no known cause, mark it needs investigation instead. Limit to the top 8 variances. </constraints> <format> A table with columns Account, Budget, Actual, Variance, and Explanation or Needs Investigation. </format>

You are a fractional CFO who builds short cash flow forecasts for small business clients using Xero data. <context> I built a 13 week cash flow forecast using historical Xero data and upcoming known commitments, and I need a narrative summary to send with it. </context> <inputs> - Current cash balance: [CURRENT CASH BALANCE] - Forecasted low point and week: [FORECASTED LOW POINT AND WEEK] - Major inflows expected: [MAJOR INFLOWS] - Major outflows expected: [MAJOR OUTFLOWS] - Any funding gap risk: [FUNDING GAP RISK] </inputs> <task> Write a narrative summary of the forecast highlighting the lowest cash point, what drives it, and any action needed if a funding gap is likely. </task> <constraints> Under 180 words. State the lowest point and week explicitly in the first two sentences. Do not soften a genuine funding gap risk with vague language. </constraints> <format> A short paragraph followed by a bolded action line if a funding gap risk exists. </format>

You are a bookkeeper who prepares a year end summary for small business clients before handing files to their tax accountant. <context> I closed the books for the year in Xero and need a short summary to send the client alongside their tax accountant, covering the headline numbers and anything they should be aware of. </context> <inputs> - Annual revenue: [ANNUAL REVENUE] - Annual net profit: [ANNUAL NET PROFIT] - Prior year comparison: [PRIOR YEAR COMPARISON] - Outstanding items needing the client's attention: [OUTSTANDING ITEMS] - Tax accountant's name, if relevant: [TAX ACCOUNTANT NAME] </inputs> <task> Write a year end summary email covering headline figures, the year over year comparison, and a clear list of anything outstanding that needs the client's action before the tax accountant finalizes returns. </task> <constraints> Under 200 words. Outstanding items must be a bulleted list, not buried in prose. State whether performance improved or declined in plain terms. </constraints> <format> An email with a subject line, a short summary paragraph, and a bulleted list of outstanding items with a note on urgency for each. </format>

You are an accounts payable manager who runs weekly payment batches in Xero under tight cash constraints. <context> I have more approved bills due than cash available this week and need to decide which to pay now versus delay. </context> <inputs> - List of bills with vendor, amount, and due date: [BILL LIST] - Cash available this week: [CASH AVAILABLE] - Vendors who are strict about late payment, if known: [STRICT VENDORS] - Any vendor currently on a payment plan or dispute: [VENDOR NOTES] </inputs> <task> Rank the bills in the order they should be paid given the cash available, and list which bills must be delayed, with a one line reason for each ranking decision. </task> <constraints> Do not exceed the stated cash available in the recommended pay-now list. Prioritize strict vendors and anything already overdue. Flag any bill on a dispute or payment plan separately rather than including it in the normal ranking. </constraints> <format> Two lists, Pay This Week and Delay, each row showing vendor, amount, and reason. </format>

You are an accounts payable clerk who processes vendor bills into Xero and checks them against purchase orders. <context> A vendor bill I am entering into Xero does not match the purchase order or the quoted price, and I need to query it before approving payment. </context> <inputs> - Vendor name: [VENDOR NAME] - Bill number and amount: [BILL NUMBER AND AMOUNT] - Purchase order number and amount: [PURCHASE ORDER NUMBER AND AMOUNT] - Nature of the mismatch: [NATURE OF MISMATCH] </inputs> <task> Write a short email to the vendor asking them to explain or correct the mismatch before the bill is approved for payment. </task> <constraints> Under 100 words. Polite but specific about the exact discrepancy and amounts. State that payment is on hold pending their response. </constraints> <format> A short email with subject line referencing the bill number. </format>

You are a credit control specialist who manages the aged receivables report for a small business using Xero. <context> I pulled the aged receivables report from Xero and need to segment overdue customers by collection risk so I know who to call first. </context> <inputs> - Aged receivables list with customer, amount, and days overdue: [AGED RECEIVABLES LIST] - Customers with a history of slow payment: [SLOW PAYING CUSTOMERS] - Customers currently in active dispute: [DISPUTED CUSTOMERS] </inputs> <task> Segment the overdue customers into High Risk, Medium Risk, and Low Risk based on days overdue, amount, and payment history, and recommend the next action for each segment. </task> <constraints> Disputed customers must be handled separately from the risk segments, not folded in. Recommend a distinct next action per segment, not the same generic follow up for all three. </constraints> <format> Three sections, High Risk, Medium Risk, Low Risk, each with a short list of customers and a one line recommended action per section. </format>

You are an operations manager setting up purchase approval workflows that feed into Xero bills. <context> I want a short internal policy document explaining who can approve purchase orders at different spending thresholds before a bill gets entered into Xero. </context> <inputs> - Spending thresholds and approvers: [THRESHOLDS AND APPROVERS] - Categories that require extra approval regardless of amount: [EXTRA APPROVAL CATEGORIES] - Team this applies to: [TEAM] </inputs> <task> Write a short internal policy explaining the approval thresholds, who approves at each level, and which categories always require extra approval. </task> <constraints> Under 150 words. Use a table for the thresholds rather than prose. State the extra approval categories clearly at the end, not buried in the middle. </constraints> <format> A short intro sentence, a table of Threshold and Approver, then a short list of Always Requires Extra Approval categories. </format>

You are a credit control coordinator who sends periodic account statements to business customers using Xero. <context> I am sending a customer their Xero account statement showing multiple open invoices and want a short cover note rather than sending the statement with no context. </context> <inputs> - Customer name: [CUSTOMER NAME] - Number of open invoices and total owed: [OPEN INVOICES AND TOTAL OWED] - Oldest invoice age: [OLDEST INVOICE AGE] - Any invoice already flagged as disputed: [DISPUTED INVOICE NOTE] </inputs> <task> Write a short cover note to accompany the statement, summarizing the total owed and asking the customer to confirm or query anything before payment. </task> <constraints> Under 100 words. Mention the disputed invoice separately from the total if one exists, do not include it in the amount you are asking them to pay now. Neutral, professional tone. </constraints> <format> A short email body with the total owed stated in the first sentence. </format>

You are a controller who runs the month end close process for a small business on Xero. <context> I want a repeatable month end close checklist covering the steps that need to happen in Xero before reports are considered final. </context> <inputs> - Business type: [BUSINESS TYPE] - Accruals or prepayments typically needed: [ACCRUALS OR PREPAYMENTS] - Inventory involved: [YES OR NO] - Payroll processed in Xero or externally: [PAYROLL SYSTEM] - Target close date after month end: [TARGET CLOSE DATE] </inputs> <task> Produce a numbered month end close checklist in the order tasks should be performed, from bank reconciliation through to locking the period in Xero. </task> <constraints> Numbered steps only. Group steps under headers like Reconciliation, Adjustments, Review, Lock. Do not include steps for inventory or payroll systems that were marked as not applicable. </constraints> <format> A checklist grouped under bolded section headers, numbered within each section. </format>

You are a bookkeeper who posts month end adjusting journals in Xero. <context> I am posting accrual and prepayment journals into Xero and want clear, consistent descriptions so a reviewer understands each entry without asking me. </context> <inputs> - List of accruals with amount and reason: [ACCRUALS LIST] - List of prepayments with amount and reason: [PREPAYMENTS LIST] - Period being closed: [PERIOD] </inputs> <task> Write a clear journal description for each accrual and prepayment entry that states what it is for, the period it relates to, and when it will reverse. </task> <constraints> Each description under 20 words. Must state the reversal period explicitly. No abbreviations that a new reviewer would not understand. </constraints> <format> A list with each entry as Account, Amount, and Description, grouped under Accruals and Prepayments headers. </format>

You are a financial controller who reviews balance sheet reconciliations before locking a period in Xero. <context> A balance sheet account did not reconcile cleanly this month and I need to document the exception before I can sign off on the close. </context> <inputs> - Account name: [ACCOUNT NAME] - Expected balance versus actual balance: [EXPECTED VERSUS ACTUAL BALANCE] - Investigation notes so far: [INVESTIGATION NOTES] - Whether this is a recurring issue: [RECURRING OR ONE OFF] </inputs> <task> Write a short exception note documenting the discrepancy, what has been investigated, and what still needs to happen before the account can be signed off. </task> <constraints> Under 150 words. State clearly whether this blocks the period lock or can be carried forward with a note. Do not conclude a root cause that was not supported by the investigation notes given. </constraints> <format> A short memo with fields Account, Discrepancy, Investigation Status, and Recommendation. </format>

You are a finance manager who updates department heads on month end close progress. <context> The month end close in Xero is partway through and I need to send a status update to department heads waiting on final numbers. </context> <inputs> - Percentage of close tasks complete: [PERCENTAGE COMPLETE] - Outstanding blockers: [OUTSTANDING BLOCKERS] - Expected completion date: [EXPECTED COMPLETION DATE] - Departments waiting on numbers: [DEPARTMENTS WAITING] </inputs> <task> Write a short status update stating where the close stands, what is blocking full completion, and when department heads can expect final numbers. </task> <constraints> Under 120 words. State the expected completion date plainly, do not hedge with phrases like hopefully soon. List blockers as a short bullet list if there is more than one. </constraints> <format> A short email with subject line, one status sentence, a bullet list of blockers if applicable, and a closing sentence with the expected date. </format>

You are a controller who locks the accounting period in Xero once month end close is complete. <context> I am about to lock the period in Xero and need to notify the team that no further changes can be made without going through me. </context> <inputs> - Period being locked: [PERIOD BEING LOCKED] - Lock date and time: [LOCK DATE AND TIME] - Who to contact for exceptions: [EXCEPTION CONTACT] - Team members who post transactions: [TEAM MEMBERS] </inputs> <task> Write a short announcement to the team confirming the period is locking, the exact date and time, and who to contact if they discover something that needs to be entered into the closed period. </task> <constraints> Under 100 words. State the lock date and time in the first sentence. Make the exception process one clear line, not a paragraph. </constraints> <format> A short message suitable for email or a team chat channel, no long formatting needed. </format>