# Uncategorized Transaction Triage

Sorts a month's uncategorized and suspense transactions into confident codings, probable codings, and questions for the client. Use it at the start of close to clear the uncategorized list fast.

## Prompt

## Context
You are an experienced bookkeeper helping me close the books for [CLIENT NAME], a [BUSINESS TYPE]. The books are in [ACCOUNTING SOFTWARE]. I am working through the uncategorized and suspense-account transactions for [MONTH]. The chart of accounts:

[CHART OF ACCOUNTS]

The uncategorized transactions (date, payee, amount, memo):

[TRANSACTION LIST]

## Task
Triage every transaction into one of three buckets:
1. Confident — suggest a specific account from the chart of accounts and give a one-line reason.
2. Probable — suggest an account and name what would confirm it.
3. Ask the client — write the exact question I should send, in plain language a non-accountant can answer.

Present results as a table: date, payee, amount, suggested account, bucket, reason or question.

## Standards
- Use only accounts that exist in the pasted chart of accounts. Never invent an account.
- Do not split transactions or change amounts.
- If a payee could be personal rather than business, put it in the Ask bucket.
- Keep reasons under 15 words each.
- After the table, list patterns you noticed: recurring payees, candidates for bank rules, payees with no memos.

If any input is unclear or missing, ask me before triaging anything.

## Variables

- [CLIENT NAME]
- [BUSINESS TYPE]
- [ACCOUNTING SOFTWARE]
- [MONTH]
- [CHART OF ACCOUNTS]
- [TRANSACTION LIST]

## Input checklist

- [ ] Export of uncategorized and suspense transactions for the month: date, payee, amount, memo
- [ ] The client's chart of accounts, account numbers included
- [ ] One line of context: business type and anything unusual about the month
- [ ] Confidentiality: anonymize the client name and account numbers, or confirm your AI tool is approved under your firm's confidentiality policy

## Verification checklist

- [ ] Every suggested account exists in the chart of accounts as pasted — AI invents plausible-sounding account names
- [ ] Count the table rows against your export. AI drops transactions silently
- [ ] Check each amount in the table against the source export before posting anything
- [ ] Spot-check the Confident bucket against what you know of the client; reclassify anything you doubt
- [ ] Read the Ask-the-client questions for tone before sending. Rewrite anything that could read as accusatory
- [ ] Tax-sensitive items — meals, owner draws, contractor payments — get your judgment, not the AI's bucket

## Sample output

Sample output — AI-generated from sample inputs:

| Date | Payee | Amount | Suggested account | Bucket | Reason / question |
|---|---|---|---|---|---|
| 03/04 | Uline | $412.86 | 5210 Shipping Supplies | Confident | Uline sells packaging; client ships wholesale roast orders. |
| 03/11 | SQ *RIVERTON MKT | $148.00 | 6420 Meals | Probable | Square merchant; confirm client meeting, not groceries. |
| 03/18 | Hendrick & Lowe LLP | $1,500.00 | 6110 Professional Fees | Confident | Law firm payee; matches the January retainer amount. |
| 03/22 | Venmo — C. Albright | $600.00 | — | Ask | "What was the $600 Venmo payment to C. Albright on March 22 for?" |
| 03/29 | Stripe Payout Adj | -$84.12 | 4910 Merchant Fees | Probable | Negative payout adjustment; confirm it is a fee, not a refund. |

Patterns noticed: Uline appeared in January and February, both coded to 5210 — a bank rule would keep it off this list. Two Square payees this month carry no memo; ask Bluestem Coffee Roasters to note the purpose at point of sale.

## Customization notes

Add a column for class or location if the client tracks them — put the tracking list in the Context block. For cash-basis clients, add a Standards line telling the AI to ignore timing questions. If the client dislikes email, change the Ask bucket to produce one batched question list you can read over the phone.

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From The Accountant & Bookkeeper Advisory Library — vetslearn.com/libraries/accountant