Full prompt text, the input and verification checklists, and a sample output.
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Uncategorized Transaction Triage
OPEN SAMPLE 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.
[CLIENT NAME] ·[BUSINESS TYPE] ·[ACCOUNTING SOFTWARE] ·[MONTH] ·[CHART OF ACCOUNTS] ·[TRANSACTION LIST]
## 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.
BEFORE YOU RUN IT
- 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
VERIFY BEFORE IT LEAVES YOUR HANDS
- 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 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.
Bank Reconciliation Summary Memo
OPEN SAMPLE Turns a completed bank reconciliation into a short workpaper memo that explains every reconciling item. Use it after the rec is done, when the file needs documentation a reviewer or future you can read in one pass.
[CLIENT NAME] ·[ENTITY TYPE / INDUSTRY] ·[ACCOUNT NAME AND LAST FOUR] ·[PERIOD END DATE] ·[GL BALANCE] ·[STATEMENT BALANCE] ·[RECONCILING ITEMS — type, amount, date, age] ·[STALE ITEM THRESHOLD]
## Context
You are an assistant to a bookkeeper documenting a completed bank reconciliation for [CLIENT NAME], a [ENTITY TYPE / INDUSTRY]. The reconciliation covers [ACCOUNT NAME AND LAST FOUR] for the period ended [PERIOD END DATE]. The rec is already done. Your job is documentation, not math.
Reconciliation data:
- GL balance: [GL BALANCE]
- Bank statement balance: [STATEMENT BALANCE]
- Reconciling items: [RECONCILING ITEMS — type, amount, date, age]
## Task
Write a workpaper summary memo for this reconciliation. Include:
1. A one-line statement of what was reconciled and for what period.
2. A reconciling items section. Group items: deposits in transit, outstanding checks, bank errors, book errors, unidentified. Note the age of each item.
3. A flags section. Call out any item older than [STALE ITEM THRESHOLD] days, any unidentified difference, and any item that needs a journal entry.
4. A follow-up list with owner and deadline left blank for me to fill in.
## Standards
- Under 300 words. Plain professional English.
- Restate every amount exactly as I gave it. Do not recompute, net, or total anything.
- Do not invent reconciling items or explanations for unidentified differences. If an item has no explanation, write "unexplained — investigate."
- No conclusions about fraud or causes of error. Describe, flag, stop.
If any balance or reconciling item detail is missing or unclear, ask me before writing the memo.
BEFORE YOU RUN IT
- Completed reconciliation: GL balance, statement balance, and the full reconciling items list
- Origination date for each reconciling item so the memo can age it
- Your firm's stale-item threshold (60 or 90 days is common)
- Confidentiality step: replace the client name and account number with placeholders, or confirm your AI tool is approved under your firm's confidentiality policy
VERIFY BEFORE IT LEAVES YOUR HANDS
- Recompute the rec in your workpaper: statement balance plus deposits in transit minus outstanding checks must tie to the GL balance. Never accept AI arithmetic.
- Every reconciling item you pasted appears in the memo — none dropped, none added.
- Every amount matches your rec workpaper to the penny.
- Unexplained items are labeled unexplained, not given an invented cause.
- The flags section catches every item past your stale threshold — count them yourself.
- The memo asserts nothing about why an error happened unless you supplied the reason.
Sample output
Sample output — AI-generated from sample inputs:
Bank Reconciliation Summary — Harbor Lane Bakery LLC
Operating checking (x4417), period ended May 31, 2026.
Reconciled GL balance of $48,212.09 to statement balance of $51,090.34.
Reconciling items:
Deposits in transit
- $2,140.00 — card settlement, May 30 (2 days old)
Outstanding checks
- Check 1182, $310.25 — vendor payment, April 3 (58 days old)
- Check 1217, $4,580.00 — rent, May 28 (3 days old)
Unidentified
- $128.00 difference — unexplained — investigate.
Flags:
- Check 1182 is near the 60-day stale threshold. Confirm with the vendor or consider void and reissue.
- The $128.00 unidentified difference must be traced before sign-off. No journal entry proposed until the source is known.
Follow-up:
1. Trace the $128.00 difference to source documents. Owner: ___ Due: ___
2. Contact vendor on check 1182; void and reissue if uncashed. Owner: ___ Due: ___
CUSTOMIZATION Add a section for NSF items and chargebacks if the client runs heavy card volume. For trust or escrow accounts, add a standard line confirming the three-way reconciliation was performed and tighten the stale threshold. If your firm documents by exception only, cut sections 1 and 2 and keep flags and follow-up.
Initial Document Request Email
OPEN SAMPLE Drafts the first email asking a client for the documents you need to start work. Use it at the start of each monthly close, tax engagement, or cleanup project.
[YOUR ROLE] ·[ENGAGEMENT TYPE] ·[CLIENT FIRST NAME] ·[BUSINESS TYPE] ·[TONE] ·[DUE DATE] ·[DOCUMENT LIST] ·[DELIVERY METHOD]
## Context
You are an assistant to a [YOUR ROLE — e.g., solo bookkeeper, CPA] who needs documents from a client before starting [ENGAGEMENT TYPE — e.g., the March close, the 2025 tax return]. The client is [CLIENT FIRST NAME], who runs [BUSINESS TYPE]. Relationship tone: [TONE — e.g., friendly long-term client, newer and more formal].
## Task
Write the first document request email. Include:
- One opening sentence stating what the request is for and the date the documents are needed: [DUE DATE].
- A numbered list of the documents: [DOCUMENT LIST]. One document per line, each specific enough that the client knows exactly what to pull.
- How to send them: [DELIVERY METHOD — e.g., portal link, secure upload].
- One closing line on what happens once everything arrives (for example, "I'll start the close the day these are in").
## Standards
- Under 150 words. Include a subject line that names the engagement and the due date.
- Plain language the client uses. Say "bank statements," not "source documents."
- State the period on every item ("March 2026 bank statements," never "recent statements").
- No apology for asking. Requesting records is normal workflow, not an imposition.
- Close with the next step, not "let me know if you have questions."
If any input above is missing or unclear, ask me before drafting — do not guess at documents, dates, or delivery method.
BEFORE YOU RUN IT
- The exact document list, with the period each item covers
- A real due date tied to your work schedule, not a guess
- Delivery method and the correct portal or upload link
- Client first name and a one-word read on the relationship tone
- Confidentiality: use first names and generic business detail only, or confirm your AI tool is approved under your firm's confidentiality policy
VERIFY BEFORE IT LEAVES YOUR HANDS
- Every document on your list made it into the email — nothing dropped, nothing invented
- Each item names its period ("March 2026 bank statements"), not a vague range
- The due date matches your actual schedule and appears once, clearly
- Delivery method and link are correct — the AI cannot know your portal URL
- Nothing on the list is something the client already sent; check your portal before sending
- Tone fits this client; firm up or soften before it goes out
Sample output
Sample output — AI-generated from sample inputs:
Subject: March close — 4 documents needed by April 8
Hi Dana,
I'm ready to start your March books. I need four things by Tuesday, April 8:
1. March bank statements — both the operating and payroll accounts
2. March credit card statement (Chase Ink ending 4471)
3. Receipts or invoices for any equipment purchases over $500
4. March payroll reports from Gusto, if you ran any off-cycle payrolls
Upload everything here: [portal link]. The portal is secure — please don't email statements as attachments.
Once these arrive, your March financials go out within five business days.
Thanks,
Sam
CUSTOMIZATION Swap the document list by engagement type — tax prep, sales tax filings, and cleanup projects each need different items. For clients who send partial sets, add a line stating the clock starts when the last item arrives. Pair this with the reminder and final notice prompts in this section to run the full chase sequence.
Annual Fee Increase Letter
OPEN SAMPLE Drafts a fee increase letter that states the new fee as a fact and keeps the relationship warm. Use it at renewal time or whenever your rates move.
[CLIENT NAME] ·[CLIENT BUSINESS TYPE] ·[YEARS AS CLIENT] ·[CURRENT FEE] ·[NEW FEE] ·[EFFECTIVE DATE] ·[SERVICES PROVIDED] ·[REASON FOR INCREASE] ·[RECENT WORK HIGHLIGHTS]
## Context
You are a writing assistant for a solo accounting practice. I am raising fees for an existing client and need a letter that keeps the relationship intact. The client is [CLIENT NAME], a [CLIENT BUSINESS TYPE] client of [YEARS AS CLIENT] years. Current monthly fee: [CURRENT FEE]. New fee: [NEW FEE], effective [EFFECTIVE DATE]. Services covered: [SERVICES PROVIDED]. Reason for the increase: [REASON FOR INCREASE]. Specific work I did for them this year: [RECENT WORK HIGHLIGHTS].
## Task
Draft a fee increase letter I can send by email. Open with appreciation tied to the specific work I listed. State the new fee and effective date within the first half of the letter. Give the reason in one or two sentences. Close with an invitation to discuss. Offer no discounts and no apology.
## Standards
- Under 250 words.
- Professional, warm, direct. No 'due to rising costs' boilerplate unless that is the reason I gave.
- State the new fee as a decision made, not a request for permission.
- Do not invent services, results, or history beyond what I provided.
- No legalese. No 'unfortunately.'
If any input above is missing or unclear, ask me before writing.
BEFORE YOU RUN IT
- Client name, years with you, and the services on their signed engagement letter
- Current fee, new fee, and effective date — give the notice period your engagement letter requires, 30 to 60 days at minimum
- Your honest reason for the increase, in one sentence you could defend on a phone call
- One or two specific things you did for this client this year
- Confidentiality check: keep figures limited to your own fees — no client financial data belongs in this prompt
VERIFY BEFORE IT LEAVES YOUR HANDS
- New fee, current fee, and effective date match your records exactly — AI swaps and transposes numbers
- Effective date satisfies the notice period in your engagement letter
- No apologetic framing ('I hate to do this') that invites negotiation
- Services listed match the signed engagement letter, not a generic bookkeeping list
- Letter does not promise new services or faster turnaround you never offered
- The stated reason is the one you gave, not a softer one the AI substituted
- Read it aloud — it should sound like you, not a collections department or a greeting card
Sample output
Sample output — AI-generated from sample inputs:
Dear Carla,
Thank you for four years with Hartwell Books. This year we cleaned up the equipment loan schedule and got your monthly close delivered by the 10th, every month. I value the trust you put in us.
Starting September 1, the monthly fee for your bookkeeping engagement will be $625, up from $525. The fee covers everything in your current engagement: monthly reconciliations, financial statements, payroll filings, and quarterly check-in calls.
The increase reflects the growth in your transaction volume and the payroll filings added when you hired your second crew. I held the original rate through that growth. This adjustment brings the fee in line with the work.
No action is needed on your end — the new rate takes effect with the September invoice. If you would like to talk it through, call me. I am glad to.
Best,
Dana Hartwell
Hartwell Books
CUSTOMIZATION For value-priced advisory engagements, swap the volume rationale for outcomes delivered this year. If you raise fees across your whole book at once, generate one letter per service tier instead of one per client, then personalize the work highlights. For clients on annual engagement letters, set the effective date to the renewal date and send 60 days out.
Monthly P&L Advisory Letter
OPEN SAMPLE Turns a monthly P&L into a one-page plain-English letter for the client. Use it when the financial package goes out and you want commentary instead of bare statements.
[CLIENT BUSINESS TYPE] ·[PRIOR PERIOD COMPARISON] ·[ONE ISSUE TO ADDRESS] ·[PERIOD] ·[P&L SUMMARY] ·[TONE NOTE]
## Context
You are drafting a monthly advisory letter for an accountant who serves small businesses. The client runs a [CLIENT BUSINESS TYPE]. The client skims, does not know accounting terms, and pays for insight, not statements. The letter goes out with the monthly financial package. The accountant will edit and sign it — every conclusion must be one the accountant can defend as their own.
## Task
Write a one-page advisory letter that turns this P&L into plain English. Cover, in order:
1. How the month went, in one sentence.
2. Revenue against [PRIOR PERIOD COMPARISON] and what drove the change.
3. The two or three expense lines that moved most, with the dollar impact.
4. Net income and the margin, stated as cents kept per revenue dollar.
5. One specific action the owner should take this month. Address this issue directly: [ONE ISSUE TO ADDRESS].
P&L summary for [PERIOD]:
[P&L SUMMARY]
## Standards
- 250 to 350 words. Short paragraphs under bold sub-heads.
- Translate every accounting term the first time it appears. Say what net income means before using the phrase.
- Use the client's actual numbers. Do not round so far a figure changes meaning.
- No praise padding. State what happened and what to do.
- Tone: [TONE NOTE].
- Flag any figure you computed yourself (percentages, differences) so the accountant can recheck it.
- End with one question that opens a conversation, not a pitch.
If any figure in the summary is unclear, missing, or contradicts another, ask before writing.
BEFORE YOU RUN IT
- Final P&L for the period — closed books, not a draft with pending entries
- Prior-period or prior-year P&L for the comparison
- One issue you already know you want raised (pricing, a cost creep, a tax move)
- Anonymize the client name and any identifying details, or confirm your AI tool is approved under your firm's confidentiality policy before pasting financials
- A note on the client's reading style — blunt, gentle, detail-hungry
VERIFY BEFORE IT LEAVES YOUR HANDS
- Recompute every percentage and dollar difference in your workpapers or a spreadsheet — AI arithmetic is unreliable
- Check each cause claim: did the AI invent a reason for a variance, or does it match what you know from the GL detail?
- Confirm the action item is one you would recommend yourself — the letter carries your professional judgment, not the AI's
- Verify no accounting jargon slipped through untranslated
- Confirm the margin figure matches your closed trial balance, not a rounded restatement
- Read it as the client: does anything sound like blame or a sales pitch?
Sample output
Sample output — AI-generated from sample inputs:
**How May went**
May was your strongest month this year. Revenue hit $48,200, up 12% from April, and you kept $6,940 of it as profit.
**Where the money came from**
Wedding bookings drove the gain. Event revenue rose $5,100 over April. Corporate lunch orders held flat near $9,000.
**What it cost you**
Food costs rose with revenue, which is normal. But they rose faster — 34% of sales in May against 31% in April. That three-point slide cost about $1,450 [recheck: computed]. Worth a look at supplier invoices before June events are quoted. Two other lines moved: the $1,200 van repair (one-time) and overtime running $800 above usual.
**Bottom line**
Net income — what the business earned after every cost — was $6,940, or 14 cents of each revenue dollar. April was 16 cents. Good month, slightly thinner margin.
**One thing to do this month**
Re-check per-plate pricing on summer weddings against current food costs. Quotes made in March used January prices.
Is there a week in June we can spend 30 minutes on summer pricing?
CUSTOMIZATION Set [TONE NOTE] per client — a contractor who likes it blunt gets a different letter than an anxious first-year owner. For clients on cash-basis books, swap the net income framing for cash kept. If you send this quarterly instead of monthly, raise the word cap in Standards and add a trend paragraph.
13-Week Cash Forecast Narrative
OPEN SAMPLE Wraps your 13-week cash forecast in a narrative the owner can act on: where the low point is, why, and what to do. Use it whenever you deliver or refresh a rolling forecast.
[BUSINESS TYPE] ·[MINIMUM CASH FLOOR] ·[KNOWN UPCOMING ITEMS] ·[CASH BALANCE] ·[FORECAST DATA]
## Context
You are drafting the narrative that accompanies a 13-week cash flow forecast built by an accountant. The client runs a [BUSINESS TYPE]. The spreadsheet holds the numbers; this narrative holds the decisions. The owner reads it in five minutes and should know exactly what to do and when.
## Task
Write the forecast narrative. Cover:
1. Starting cash and the shape of the next 13 weeks in two sentences.
2. The low point: which week, how low, and the specific items that collide to cause it.
3. Whether the low point breaches the client's minimum cash floor of [MINIMUM CASH FLOOR], and by how much.
4. Two or three concrete moves to fix or soften the low point, in order of preference. Consider these known upcoming items: [KNOWN UPCOMING ITEMS].
5. The assumptions that matter most — what has to stay true for this forecast to hold.
Forecast data, current cash balance [CASH BALANCE]:
[FORECAST DATA]
## Standards
- 250 to 350 words. Bold sub-heads, short paragraphs.
- Name weeks by number and calendar date both.
- Every recommended move names who acts and by when.
- Do not invent inflows. If the forecast shows a gap with no fix in the data, say so plainly.
- State that figures come from the accountant's forecast model and the week-by-week numbers should be confirmed in the spreadsheet before acting.
If the forecast data has weeks missing or rows that do not sum, ask before writing.
BEFORE YOU RUN IT
- Your completed 13-week forecast — this prompt narrates a model, it does not build one
- Confirmed current bank balance, not the GL cash account if they differ
- The client's minimum cash floor (or set one now — payroll plus one month of fixed costs is a common start)
- Known one-time items in the window: tax deposits, insurance premiums, equipment purchases, loan maturities
- Anonymize customer and vendor names, or confirm your AI tool is approved under your firm's confidentiality policy
VERIFY BEFORE IT LEAVES YOUR HANDS
- Trace the stated low point back to your spreadsheet — confirm week number, date, and dollar figure match the model exactly
- Recompute the floor breach amount yourself; AI arithmetic is unreliable
- Confirm every recommended move is feasible — payment terms, dealer quote windows, and credit availability are facts the AI cannot know
- Check that no inflow appears in the narrative that is not in your model
- Verify the assumptions paragraph matches what your model assumes, not what the AI guessed
- Confirm the narrative tells the client to verify figures against the spreadsheet before acting
Sample output
Sample output — AI-generated from sample inputs:
**Where cash stands**
You start with $31,400 in the operating account. Over the next 13 weeks the forecast shows cash falling to a low of $9,800 in week 7 (the week of July 27), then recovering to about $27,000 by week 13.
**Why week 7 gets tight**
Three things land together: the quarterly insurance premium ($4,200), first payroll for the new apprentice, and the Denton Office Park job not paying until week 9 under its 45-day terms. None is a problem alone. Together they pull cash $2,200 under your $12,000 floor for about two weeks.
**What to do**
1. Ask Denton for a 50% progress payment by week 5 (Jim calls their PM by July 10). That alone keeps you above the floor.
2. If Denton declines, push the truck down payment from week 6 to week 10. The dealer quote holds through August.
**What this forecast assumes**
Service calls continue at the 8-week average of $6,100 per week. If July slows the way it did last year, the week-7 low gets deeper. We re-run this every Friday.
These figures come from the forecast model. Confirm the week-7 numbers in the spreadsheet before acting on either option.
CUSTOMIZATION For seasonal clients, extend Context with last year's same-quarter pattern so the assumptions section addresses seasonality. Retail and inventory businesses should add a purchasing-commitments variable. If the client has a line of credit, add its availability and covenant terms to the known items — draw recommendations change everything.
Budget vs Actual Variance Narrative
OPEN SAMPLE Turns a variance table into a short plain-English story the owner can read in three minutes. The workhorse deliverable for monthly or quarterly advisory packages.
[CLIENT INDUSTRY] ·[OWNER FINANCIAL LITERACY] ·[PERIOD] ·[VARIANCE DATA] ·[MATERIALITY THRESHOLD] ·[LENGTH]
## Context
You are helping an accountant turn a budget-vs-actual report into a narrative for a small business owner. The client is a [CLIENT INDUSTRY] business. The owner's comfort with financial statements: [OWNER FINANCIAL LITERACY]. Reporting period: [PERIOD].
Variance data, verified by the accountant. Each material variance includes the known reason:
[VARIANCE DATA — line item, budget, actual, variance, reason]
Materiality threshold for this client: [MATERIALITY THRESHOLD].
## Task
Write a variance narrative of [LENGTH] that the owner can read in three minutes. Structure: a one-sentence verdict on the period, the two or three variances that matter and why they happened, what looks like noise versus what looks like a trend, and one question the owner should sit with before the next review.
## Standards
- Lead with the verdict. Do not open with "This report summarizes."
- Explain each material variance using only the reason provided. If a material variance has no reason attached, write [REASON NEEDED] — never invent one.
- Translate for the reader. "You spent $4,200 more on subcontractors than planned," not "unfavorable variance in COGS."
- Use only dollar figures and percentages from the data pasted. Compute no new ratios.
- Variances under the materiality threshold get one sentence total or none.
- Neutral on bad news. State it, explain it, move on. No alarm, no spin.
If the data is incomplete or the threshold is unclear, ask before writing.
BEFORE YOU RUN IT
- Final budget-vs-actual report from your accounting system — not a draft period
- A written reason for every material variance; if you do not know the reason, find out from the client first
- Your materiality threshold for this client, in dollars or percent
- Target length (300-400 words fits most monthly packages)
- Anonymize the client's financials or confirm your AI tool is approved under your firm's confidentiality policy
VERIFY BEFORE IT LEAVES YOUR HANDS
- Recompute every figure and percentage against the source report — AI arithmetic is unreliable, and variance narratives are dense with numbers
- Check variance direction on each item; favorable/unfavorable flips are the most common AI error in this deliverable
- Confirm every explanation traces to a reason you supplied — resolve any [REASON NEEDED] before sending
- Check that nothing below your materiality threshold got promoted into the story
- Confirm the noise-vs-trend calls match your own read; that judgment is yours, not the AI's
- Verify the period label is correct everywhere — wrong-month headers slip through
Sample output
Sample output — AI-generated from sample inputs:
May 2026 — Ridgeline Plumbing & Heating
The short version: a profitable month that cost more to deliver than planned, and the cost overrun is worth your attention.
Revenue came in at $94,300 against a budget of $88,000 — $6,300 ahead, driven by the two emergency commercial calls in the second week. That part of the month worked.
The variance that matters is subcontractor cost. You budgeted $11,000 and spent $15,200. The reason: both commercial jobs needed a licensed electrician, and your regular sub raised his day rate in April. Higher revenue brought higher cost with it — about 67 cents of each extra revenue dollar went out the door to subs.
Vehicle repairs ran $1,900 over budget. That is the second month in a row, and the same truck both times. This is starting to look like a trend, not noise. The office supplies and software overages are noise — small, one-time, ignore them.
One question to sit with before June's review: if commercial emergency work keeps coming, do you price it to cover the electrician sub at his new rate, or do you start declining the jobs that need one?
CUSTOMIZATION Set [MATERIALITY THRESHOLD] once per client and reuse it — consistency is what makes the narrative trustworthy month over month. For accrual-basis clients with timing variances, add a Standards line telling the AI to label timing differences as such. Nonprofit clients: swap budget-vs-actual for budget-vs-actual by program and add restricted funds to the data.
Missing Document Chaser
OPEN SAMPLE Turns your open-items list into a clear, client-ready email that names each missing document and where to find it. Use it for any client whose return is stalled on documents.
CLIENT FIRST NAME ·MISSING ITEMS LIST ·DEADLINE ·DELIVERY METHOD
## Context
You write client emails for a tax preparer. A return in progress is on hold for missing documents. Client first name: [CLIENT FIRST NAME]. Missing items: [MISSING ITEMS LIST — paste your open-items list]. Documents are due by [DEADLINE] through [DELIVERY METHOD].
## Task
Write one email that gets these documents in. Structure:
1. One opening line: the return is in progress and is waiting on the items below.
2. A numbered list. For each item: the plain-English document name, then one line on where the client finds it (lender website, brokerage portal, payroll provider, daycare receipt).
3. The deadline and how to send everything.
4. One closing line offering to answer questions.
## Standards
Under 200 words. No blame, no apology. Use document names a non-accountant recognizes: 'Form 1098 — mortgage interest statement from your lender,' not '1098.' Subject line: 'Your tax return — [N] items needed.' Never put dollar amounts or account numbers in the email. If an item on my list is ambiguous, ask me what it is instead of guessing what to call it.
BEFORE YOU RUN IT
- Your open-items list for this client — strip dollar amounts, SSNs, and account numbers before pasting
- Tax return information carries IRC Sec. 7216 restrictions — use first name only or initials unless your AI tool is approved under your firm's confidentiality policy
- The deadline that keeps this return off extension
- Delivery method and link
- Where each document comes from, if you know — it sharpens the find-it lines
VERIFY BEFORE IT LEAVES YOUR HANDS
- Every item on your open list is in the email — count them
- No item appears that the client already sent
- Document names are right — 1098 vs 1098-T vs 1099-INT mix-ups are common AI errors
- 'Where to find it' lines are plausible for this client — fix any the AI guessed wrong
- No dollar amounts, account numbers, or other return details leaked into the text
- Deadline matches your season calendar
- Subject line states the count and nothing sensitive
Sample output
Sample output — AI-generated from sample inputs:
Subject: Your tax return — 3 items needed
Hi Dana,
Good news: your return is in progress. It is on hold for the three items below.
1. Form 1098 — mortgage interest statement. Your lender (Pathway Home Loans) posts this in their online portal under Documents, or mailed it in late January.
2. Form 1099-INT — interest from your Marquette Savings account. Check the bank's online statements page; banks often do not mail these.
3. Daycare statement — total paid in 2025, plus the provider's name, address, and tax ID. Most providers hand these out on request.
To keep your return off extension, I need these by Friday, March 27. Upload them to the portal (link below) or drop them at the office.
Anything unclear, reply here and I will help you track it down.
— Sam
CUSTOMIZATION For business clients, swap the find-it lines for system locations — 'pull from Gusto under Reports > Tax documents.' If you chase the same five documents every season, save a filled version per client type and only edit the list. Pairs with the reminder sequence: use this when you know exactly what is missing, the sequence when the whole organizer is out.
Quarterly Estimated Payment Reminder
OPEN SAMPLE Drafts a reminder email for an upcoming estimated tax payment with the amount, due date, and exact payment steps. Send it about two weeks before each quarterly deadline.
[CLIENT FIRST NAME] ·[QUARTER AND DUE DATE] ·[PAYMENT AMOUNT] ·[STATE AMOUNT AND DUE DATE] ·[PAYMENT METHOD]
## Context
You write client emails for an accounting practice. A federal estimated tax payment deadline is approaching. The client already has a payment amount from us. This email reminds them; it does not recalculate anything.
Client first name: [CLIENT FIRST NAME]
Quarter and due date: [QUARTER AND DUE DATE]
Federal payment amount: [PAYMENT AMOUNT]
State estimate, if any: [STATE AMOUNT AND DUE DATE or "none"]
Payment method instructions: [PAYMENT METHOD — e.g., IRS Direct Pay, EFTPS, mailed voucher]
## Task
Write a reminder email under 150 words. Include: the amount, the due date, exactly how to pay, what to send us as confirmation, and one line on what happens if they skip it (underpayment interest accrues — keep it factual, not scary).
## Standards
- Subject line included. Plain and specific: amount and date in the subject.
- No recalculation, no tax advice, no commentary on whether the amount could change.
- If the client pays state estimates too, list federal and state as separate line items with separate instructions.
- Close with how to reach us if their income has changed enough to revisit the estimate.
If the amount or due date is missing, ask me — do not guess either one.
BEFORE YOU RUN IT
- The voucher amount and due date from your tax software — never let the AI supply either
- The client's payment method and any system they use: Direct Pay, EFTPS, or mailed check
- State estimate amount and due date, if applicable
- Anonymize client identifiers or confirm your AI tool is approved under your firm's confidentiality policy; estimate amounts derived from a return carry IRC Sec. 7216 restrictions
VERIFY BEFORE IT LEAVES YOUR HANDS
- The amount in the email matches the voucher in your file to the dollar — check against your workpapers, not memory
- The due date is the actual IRS date for that quarter, adjusted for weekends and holidays; AI gets the June and September dates wrong often
- Federal and state amounts are not swapped or merged into one figure
- Payment instructions match how this client pays — EFTPS steps sent to a Direct Pay client cause support calls
- The skipped-payment line is factual and does not quote a specific penalty amount
- Subject line shows the right amount and the right date
Sample output
Sample output — AI-generated from sample inputs:
Subject: Estimated tax due June 15 — $4,800 federal, $900 Ohio
Hi Priya,
Your second-quarter estimated payments are due Monday, June 15.
Federal: $4,800. Pay at IRS Direct Pay (irs.gov/payments). Choose "Estimated Tax," Form 1040-ES, tax year 2026.
Ohio: $900. Pay through your OH|TAX eServices account, or mail the IT 1040ES voucher we sent in April.
Once you pay, forward the confirmation emails so we can note your file.
If you skip a payment, the IRS charges interest on the shortfall until it is paid. Not a crisis, but it adds up.
One more thing: these amounts assume your income looks like last year. If 2026 is running well above or below that, reply and we will rerun the numbers before you pay.
— Janet
Janet Okafor, CPA
CUSTOMIZATION Turn this into a merge template by keeping the bracketed fields as merge fields in your email tool, then batch all Q2 clients in one run. For EFTPS clients, paste their standing instructions into the payment method field once and reuse each quarter. Add a second, shorter reminder three days before the deadline for chronic late payers.
Three-Tier Service Proposal
OPEN SAMPLE Turns your discovery call notes into a one-page, three-tier proposal with prices and exclusions. Use it the same day as the call, while the prospect's words are fresh.
FIRM NAME ·PROSPECT BUSINESS ·INDUSTRY ·DISCOVERY CALL NOTES ·PAIN POINTS ·TIER DETAILS AND PRICES ·NEXT STEP AND DEADLINE
## Context
You write service proposals for [FIRM NAME], a solo accounting practice. The prospect is [PROSPECT BUSINESS], a [INDUSTRY] business. Discovery call notes: [DISCOVERY CALL NOTES]. Their stated pain points, in their own words: [PAIN POINTS].
## Task
Write a one-page, three-tier service proposal. Use these tiers, services, and monthly prices exactly as given: [TIER DETAILS AND PRICES]. For each tier give: a plain-English name, what is included, what is not included, the monthly price, and one sentence on who the tier fits. Open with two sentences that restate the prospect's problem using their words from the call notes. Close with this next step and deadline: [NEXT STEP AND DEADLINE].
## Standards
Plain language a business owner uses — say "monthly financial statements," not "deliverable suite." Anchor each tier to a pain point from the notes, not a feature list. Recommend the middle tier once, in one sentence, with a reason tied to their situation. Do not invent services, add-ons, or prices I did not list. Do not promise outcomes — no "save thousands in taxes," no guaranteed results. No discount language and no urgency beyond the stated deadline. If a tier is missing a price, or a service could mean two different things, ask me before drafting.
BEFORE YOU RUN IT
- Discovery call notes, including pain points in the prospect's exact words
- Your tier definitions: services in, services out, monthly price for each tier
- The next step and a real deadline (booking link, onboarding slot capacity)
- Confidentiality: strip the prospect's revenue and account figures from your notes, or confirm your AI tool is approved under your firm's confidentiality policy
VERIFY BEFORE IT LEAVES YOUR HANDS
- Every price matches your pricing sheet exactly — retype each one, do not skim
- No service appears that you did not list; AI pads tiers with extra features
- Each tier's not-included list survived the draft — exclusions prevent scope disputes later
- If the draft computes an annual total or any savings figure, recompute it in your spreadsheet before sending
- Tier names match what you deliver — no CFO label on a bookkeeping tier
- Pain points are restated, not inflated into promises about outcomes
Sample output
Sample output — AI-generated from sample inputs:
Proposal for Harbor Lane Coffee Roasters
Prepared by Vega Bookkeeping & Advisory
On our call you said two things: you don't trust your numbers, and tax season surprises you every year. This proposal fixes both.
Tier 1 — Clean Books, $450/month
Monthly bookkeeping in QuickBooks Online. Reconciliation for up to four bank and credit card accounts. Financial statements delivered by the 15th. Not included: payroll, sales tax filings, tax preparation.
Fits you if: you want reliable numbers and nothing else.
Tier 2 — Clean Books + Guidance, $750/month (recommended)
Everything in Tier 1, plus a 30-minute monthly review call, a one-page cash flow snapshot, and Washington sales tax filing. Not included: payroll, income tax preparation.
Recommended because your sales tax filings are the source of most of your year-end surprises.
Tier 3 — Year-Round Numbers Partner, $1,200/month
Everything in Tier 2, plus quarterly tax estimates with your tax preparer, payroll review, and a year-end tax-readiness package.
Fits you if: you want one person watching all of it.
Next step: reply to this email or book a 15-minute call by Friday, June 19. I onboard two new clients per month; one July slot is open.
CUSTOMIZATION Swap the three monthly tiers for a single fixed-fee project quote if you sell cleanup or catch-up work — keep the exclusions section either way. Service-business prospects respond to time saved; product businesses respond to inventory and margin visibility, so feed the matching pain points. If you price by transaction volume, add a volume cap per tier and a rate for overages.
Cleanup Scope Memo and Quote
OPEN SAMPLE Turns your diagnostic findings into a client-facing scope memo: what you found, the phases to fix it, the fee, and what could change the price. Use it after the diagnostic review, before the engagement letter.
FIRM NAME ·ACCOUNTING SOFTWARE ·DIAGNOSTIC FINDINGS ·CLIENT GOAL ·PRICING BASIS ·TARGET COMPLETION DATE
## Context
You write scope memos for [FIRM NAME], a solo accounting practice. I reviewed a prospect's books in [ACCOUNTING SOFTWARE]. My diagnostic findings, in my shorthand: [DIAGNOSTIC FINDINGS]. The client's goal for the cleanup: [CLIENT GOAL]. Pricing basis: [PRICING BASIS — hourly rate and hours per phase, or fixed fee per phase]. Target completion: [TARGET COMPLETION DATE].
## Task
Write a one-to-two-page scope memo for the client with four parts. One: what we found — translate each finding into plain language an owner understands, without blame and without alarm. Two: the fix — phases in order, what each phase covers, and the fee per phase from my pricing basis. Three: what could change the price — name the specific unknowns from my findings, not generic disclaimers. Four: what we need from you — the client's items with dates.
## Standards
Every finding in the memo must come from my notes; add nothing. Translate, do not soften — "your loan balance is overstated by an unknown amount" stays in. No promised outcomes: the memo says what done looks like, not "audit-ready" or "IRS-proof." Plain sentences, no accounting jargon without a one-clause explanation. Show phase fees and a total. If my findings are too thin to scope a phase, say which phase and ask me, rather than padding it.
BEFORE YOU RUN IT
- Your diagnostic notes — findings, not hunches; anything unverified gets labeled as unknown
- Pricing basis per phase, decided before you prompt, not during
- The client's stated goal (tax filing, loan application, peace of mind) — it sets the memo's framing
- Client dependency items with dates
- Confidentiality: anonymize or summarize findings — no exact balances or customer names in the prompt — or confirm your AI tool is approved under your firm's confidentiality policy
VERIFY BEFORE IT LEAVES YOUR HANDS
- Every finding traces to your diagnostic notes — AI invents plausible-sounding problems; delete anything you did not see
- Recompute the total fee from the phase fees in your spreadsheet — do not trust the memo's addition
- If pricing is hourly, recompute each phase: hours times rate, by hand
- Price-change section names your actual unknowns, not boilerplate
- No outcome promises — search the draft for 'ready', 'compliant', and 'guarantee'
- Phases are in dependency order: reconciliations before balance sheet fixes, balance sheet before final statements
- Completion date accounts for client dependency dates, not calendar optimism
Sample output
Sample output — AI-generated from sample inputs:
Scope Memo — Books Cleanup
Prepared for Fernwood Property Care LLC by Tully Books LLC
What we found
Your books have not been reconciled since January 2025. That means 17 months of transactions were never checked against your bank statements, so the balances in QuickBooks cannot be trusted yet. Three specific issues: about 430 bank feed transactions are waiting to be categorized; $18,400 sits in Undeposited Funds, some of it over a year old, which likely overstates what customers owe you; and your truck loan payments were recorded in a way that overstates the loan balance by an amount we cannot determine until we see the lender's statements.
The fix
Phase 1 — Categorize and reconcile all accounts, January 2025 through May 2026. $2,800.
Phase 2 — Clear Undeposited Funds and correct the loan balance to the lender's schedule. $900.
Phase 3 — Final review and delivery of corrected statements for the full period. $500.
Total: $4,200, completion by August 14, 2026.
What could change the price
If the lender statements show refinancing we have not seen, or if personal spending ran through the business card in 2025, Phase 2 grows. We will stop and quote before doing added work.
What we need from you
Lender statements and January–March 2025 bank statements by July 8.
CUSTOMIZATION If the goal is a loan application, lead with the lender's deadline and order phases around what the bank requests first. For prospects scared off by a big total, present Phase 1 alone as the committed scope and the rest as a quoted option. Keep your shorthand findings honest — the memo is only as good as the diagnostic behind it.
Three-Tier Advisory Package Descriptions
OPEN SAMPLE Turns your service list into three named fixed-fee packages with clear descriptions and built-in exclusions. Reach for it when you are moving off hourly billing and need tiers a client can pick from.
[FIRM NAME] ·[CLIENT NICHE] ·[SERVICE LIST] ·[PRICE RANGE]
## Context
You write pricing copy for a solo accounting practice. The firm is [FIRM NAME]. It serves [CLIENT NICHE]. The owner is moving from hourly billing to fixed monthly fees. Services the firm can deliver: [SERVICE LIST]. Target monthly price range across tiers: [PRICE RANGE].
## Task
Write descriptions for three packages: a basic tier, a middle tier, and a top tier. For each package, give:
- A name that fits the niche
- A one-sentence positioning line
- A bulleted list of included services with delivery timing (for example, "financials by the 15th")
- One line on who the tier fits
- One line on what is not included
Make the middle tier the clear pick for most clients. The basic tier should feel safe but limited. The top tier should earn its price with access and frequency, not vague promises.
## Standards
- Plain words a business owner reads without a dictionary. Say "monthly review call," not "periodic engagement touchpoint."
- Each tier under 120 words.
- Every tier names at least one exclusion. Exclusions stop scope creep.
- Use only services from the list I gave. Do not invent deliverables.
- State prices only if I gave them.
- No hype words. Describe what the client gets and when they get it.
If the service list is too thin for three distinct tiers, or anything is unclear, ask me before writing.
BEFORE YOU RUN IT
- Complete list of services you can deliver at a fixed fee, with delivery timing for each
- Your niche and typical client size (revenue range, employee count)
- Target monthly price range per tier, or a note that prices come later
- Services you will not include at any tier (payroll, audit representation, prior-period cleanup)
- Your capacity — how many clients per tier you can serve without missing close deadlines
VERIFY BEFORE IT LEAVES YOUR HANDS
- Cost each tier in hours. Multiply your hourly cost by expected monthly hours per tier and confirm margin in your own spreadsheet — do not trust AI arithmetic on any figure
- Confirm every listed service appears in your input list. Strike anything the AI invented
- Check exclusions against your engagement letter template. The two must match word for word on scope
- Search each tier name before using it — another firm may already use it
- Confirm delivery dates are ones you can hit every month, including February and March
- Read the middle tier as a skeptical owner. If you would not buy it, rewrite the positioning line
Sample output
Sample output — AI-generated from sample inputs:
Steady Books — clean numbers, every month, no surprises.
For restaurants that want the books handled and nothing missed.
- Monthly bookkeeping with bank, credit card, and merchant account reconciliation
- Financial statements delivered by the 15th
- Email questions answered within two business days
Fits: single-location restaurants under $1M in sales.
Not included: meetings, forecasts, or budget work. Those start in Margin Watch.
Margin Watch — know where every food dollar goes. (Most clients pick this.)
Everything in Steady Books, plus:
- Prime cost tracked weekly against your targets
- A one-page monthly scorecard: food cost, labor cost, sales per seat
- A 30-minute review call each month
Fits: restaurants between $1M and $3M that watch margins closely.
Not included: cash flow forecasting and lender packages. Those live in Full Table.
Full Table — your numbers, your forecast, your accountant on the phone.
Everything in Margin Watch, plus a rolling 13-week cash flow forecast and quarterly planning meetings...
CUSTOMIZATION Swap the niche vocabulary — contractors want job costing and WIP language, not prime cost. If you serve mixed clients, run the prompt once per niche instead of writing one generic set. Add a fourth compliance-only floor tier if you keep legacy bookkeeping clients and want a written home for them.
Client Referral Request Email
OPEN SAMPLE Drafts a short email asking a happy client for one introduction. Use it after a visible win — a clean year-end, a caught error, a smooth first close — while the goodwill is fresh.
[CLIENT FIRST NAME] ·[LENGTH OF RELATIONSHIP] ·[RECENT WIN] ·[IDEAL REFERRAL] ·[CAPACITY]
## Context
You write client emails for a solo accounting practice. I want to ask [CLIENT FIRST NAME], a client of [LENGTH OF RELATIONSHIP], for a referral. Recent work they were happy with: [RECENT WIN — one specific thing from this engagement]. The client I want more of: [IDEAL REFERRAL — industry, size, situation]. My capacity: [CAPACITY — how many new clients I can take].
## Task
Draft a referral request email under 150 words, with a subject line under 8 words. Structure: thank them, name the recent work in one line, describe who I help in one line, make one clear ask, give them an easy out.
## Standards
Warm but direct. No guilt language — nothing like 'it would mean the world.' The ask is one introduction, not 'anyone you know.' Offer no discount, gift, or fee for the referral. State my capacity as fact, not scarcity theater. No exclamation points. The easy-out line must make clear that declining changes nothing about their service. If the recent win or the ideal referral is too vague to write a specific line, ask me to sharpen it before drafting.
BEFORE YOU RUN IT
- Client name and how long they have been with you
- One specific recent win, pulled from your engagement records — not from memory, and not invented
- A one-line description of your ideal referral
- Your honest capacity number
- Confidentiality check: the win you cite is this client's own matter. Strip any detail that touches another client.
VERIFY BEFORE IT LEAVES YOUR HANDS
- The recent win matches your records. AI embellishes — 'caught a duplicate charge' must not become 'saved you thousands.'
- The ask requests one introduction, not a broadcast to their contact list.
- No referral fee, discount, or gift appears anywhere. Many state boards restrict referral compensation for CPAs — check your board's rule before ever adding one.
- No other client's name or situation leaked into the draft.
- The capacity line states a number you can honor. If two referrals arrive, you take both.
- Read it aloud. If it sounds like a campaign template, your client will read it as one — rewrite the stiff lines yourself.
- Subject line is under 8 words and would not trip a spam filter.
Sample output
Sample output — AI-generated from sample inputs (Dana Reyes, restaurant owner, 3-year client; win: caught a duplicate vendor charge in March; ideal referral: restaurant owners at $500K-$2M):
Subject: A quick favor, Dana
Hi Dana,
Thanks for another smooth year-end — three clean closes now, and catching that duplicate vendor charge in March was a good day for both of us.
I have room for two more monthly clients this year. I do my best work for restaurant owners in the $500K-$2M range — people in the spot you were in three years ago.
If one owner comes to mind, I would welcome an introduction. A two-line email connecting us is plenty.
And if no one fits, no problem at all. Nothing changes about how I take care of your books.
Thanks,
Maria
CUSTOMIZATION Time it to the win, not to your slow season — the email reads differently two days after a save than two months after. For bookkeeping clients, the win is often speed or a caught error; for tax clients, an early filing or an accurate estimate. If you serve multiple niches, change the ideal-referral line per client so each one hears about people like them.
Tax Research Summary With Citation Trail
OPEN SAMPLE Turns your raw research notes and source excerpts into a structured summary where every claim carries a citation or a flag. Use it after you research a client question, before the answer goes into a memo or email.
[RESEARCH QUESTION] ·[JURISDICTION] ·[TAX YEAR] ·[PASTED RESEARCH NOTES OR SOURCE EXCERPTS]
## Context
You are a research assistant for a solo accounting practice. The accountant has researched a client question and pasted notes and source excerpts below. Your job is to organize, not to add. Every statement must trace to the pasted material or carry a flag.
Research question: [RESEARCH QUESTION]
Jurisdiction: [JURISDICTION]
Tax year: [TAX YEAR]
Pasted notes and source excerpts:
[PASTED RESEARCH NOTES OR SOURCE EXCERPTS]
## Task
Write a research summary with five sections:
1. Question presented — one sentence.
2. Short answer — two to three sentences.
3. Analysis — walk through the authority in plain language.
4. Authorities cited — every source used, with the exact section, regulation, or publication number from the pasted material.
5. Open issues — anything the pasted material does not resolve.
## Standards
- Cite an authority for every factual claim: IRC section, Treasury regulation, IRS publication number, revenue procedure, or state statute.
- Never invent a citation. If the pasted material supports a claim but names no source, tag the claim [UNSOURCED].
- If you believe a citation exists but it does not appear in the pasted material, tag it [VERIFY] instead of stating it as fact.
- Do not add thresholds, dates, or rates that are not in the pasted material.
- Plain language. Short sentences. Under 600 words.
- If the question, tax year, or jurisdiction is missing or ambiguous, ask before writing anything.
BEFORE YOU RUN IT
- The research question, written as one sentence
- Tax year and jurisdiction the question applies to
- Your research notes plus pasted excerpts from the actual sources (IRC text, regs, IRS pubs) — not just your memory of them
- Strip client names and identifying facts from the notes, or confirm your AI tool is approved under your firm's confidentiality policy; if the facts come from a tax return, IRC Sec. 7216 disclosure restrictions apply
VERIFY BEFORE IT LEAVES YOUR HANDS
- Open every cited authority and confirm it exists, says what the summary claims, and the section number is right — AI invents plausible-looking citations, and a fake cite in a client memo is the top malpractice risk with this prompt
- Check every [VERIFY] and [UNSOURCED] tag — resolve each one against the primary source before the summary leaves your office
- Confirm each authority is current for the stated tax year — rules change yearly and dollar thresholds index; a 2024 figure in a 2026 answer is wrong, not close
- Confirm the summary added no threshold, date, or rate beyond what you pasted in
- Recompute any dollar figure or percentage in your own spreadsheet — AI arithmetic is unreliable
- Confirm the short answer matches your own professional judgment — the conclusion is yours, not the AI's
Sample output
Sample output — AI-generated from sample inputs:
Question presented: Can Harbor Lane Consulting Inc., an S corporation, deduct health insurance premiums paid for its sole shareholder-employee for tax year 2025?
Short answer: Yes, with conditions. The premiums are deductible by the corporation as wages and deductible by the shareholder above the line, but only if the corporation pays or reimburses the premiums and includes them in the shareholder's W-2 wages (IRC Sec. 162(l); Notice 2008-1, per pasted excerpt).
Analysis: The shareholder owns more than 2 percent of the stock, so the premiums are treated as wages, not an excludable fringe benefit. The pasted Notice 2008-1 excerpt confirms the deduction holds when the corporation reimburses a policy in the shareholder's name. The wages are exempt from FICA [UNSOURCED — pasted notes assert this but cite no authority].
Authorities cited: IRC Sec. 162(l); Notice 2008-1.
Open issues: The pasted material does not address state treatment in Georgia [VERIFY].
CUSTOMIZATION Works for any research domain — swap tax authorities for FASB codification sections on accounting questions, or state board rules on licensing questions. For recurring question types, save a version with your standard sources pre-listed in Context. Tighten the word cap to 300 for quick client emails; raise it for file memos.
Client Compliance Alert Drafter
OPEN SAMPLE Drafts a short, urgent-but-calm client alert about a deadline or rule that requires action. Use it when something specific is coming due and a subset of your clients needs to act.
[RULE OR DEADLINE] ·[WHO IT AFFECTS] ·[ACTION REQUIRED] ·[DEADLINE DATE] ·[SOURCE CITATION] ·[CONSEQUENCE] ·[DIVISION OF WORK]
## Context
You draft client alerts for a small accounting firm. An alert is not a newsletter. It exists to make one action happen by one date. Clients skim; the alert must survive skimming.
The rule or deadline: [RULE OR DEADLINE]
Who it affects: [WHO IT AFFECTS]
The action required: [ACTION REQUIRED]
Deadline date: [DEADLINE DATE]
Authority for the requirement: [SOURCE CITATION]
What happens if they miss it: [CONSEQUENCE]
What the firm will handle versus what the client must do: [DIVISION OF WORK]
## Task
Write the alert as an email:
- Subject line: action plus date, under 60 characters.
- First sentence: who this applies to, so non-affected readers can stop.
- Second sentence: the action and the deadline.
- One short paragraph of context: what the rule is, citing [SOURCE CITATION], and the consequence of missing it — stated factually, not as a scare.
- A bolded "What you need to do" list, three items max, with the firm's part separated from the client's part.
- Closing: how to reach the firm, and by when, for the firm to handle it on time.
## Standards
- Under 220 words total.
- No exclamation points. No countdown language. Facts and dates carry the urgency.
- The deadline date appears at least twice: subject line and action list.
- Do not soften the consequence and do not inflate it — state what the authority states.
- If any input is missing — especially the deadline, the consequence, or the citation — ask. An alert with a guessed date is worse than no alert.
BEFORE YOU RUN IT
- The deadline date, confirmed against the authority — not from a blog post or a CPE slide
- The exact citation: IRC section, IRS publication or notice number, or state rule
- The consequence as the authority states it, including penalty amounts if any
- Your firm's cutoff date — when you need client materials to file on time
- No client data goes in this prompt; the alert is generic to the affected group
VERIFY BEFORE IT LEAVES YOUR HANDS
- Verify the deadline against the authoritative source yourself — IRS instructions, statute, or state agency page; an AI-shifted date in a mass client email is the highest-damage error this prompt can produce
- Confirm the citation is real and current — open it; rules change yearly, notice numbers get superseded, and AI will confidently cite last year's guidance
- Recompute any penalty figure against the source and check whether it indexes for inflation — penalty amounts change annually
- Check that the firm cutoff date gives you enough working days before the real deadline
- Confirm the 'who this applies to' sentence is accurate — over-broad alerts train clients to ignore you
- Read it once as a skimmer: subject line and bold list alone should carry the whole message
Sample output
Sample output — AI-generated from sample inputs:
Subject: 1099s due Jan 31 — send contractor info by Jan 17
Hi [Client name],
This applies to you if you paid any unincorporated contractor, freelancer, or landlord at or above the reporting threshold in 2026. If you paid no contractors, you can stop reading.
Forms 1099-NEC must reach your contractors and the IRS by January 31, 2027 (IRS General Instructions for Certain Information Returns). Late or missed forms carry per-form penalties that increase the longer they are outstanding.
What you need to do:
- By January 17: send us your contractor list with totals paid, and a W-9 for anyone we do not already have on file.
- We will prepare and e-file all forms and send contractor copies.
- If a contractor will not return a W-9, tell us now — backup withholding rules may apply.
Reply to this email or call the office by January 17 so we can file on time. After that date we cannot guarantee January 31 filing.
Karen Otsuka, CPA
Otsuka Accounting LLC
CUSTOMIZATION Build a small library of these — estimated tax dates, S corp election windows, annual report deadlines, sales tax registration — and rerun each year with verified dates. For high-stakes alerts, send segmented versions per client group instead of one broad blast. Match the sign-off and cutoff buffer to your actual capacity in that season.