The 5 BEST Prompts Every Accountant and Bookkeeper Needs in Their AI Toolkit

Prompts using AI. Let’s be honest: being an accountant or bookkeeper in the UK isn’t all tea breaks and tidy spreadsheets. It’s a constant juggling act of client demands, reporting, marketing, and managing your team—all while staying compliant with an ever-changing rulebook. Wouldn’t it be nice to have a digital co-worker to lighten the load?

That’s where AI prompts come in. We’ve seen first-hand how the right prompts can transform how accountants and bookkeepers communicate, analyse data, and run their firms. If you’re still staring at blank screens wondering how to get started with AI tools like ChatGPT, here are the five best prompts you need in your life.

Prompts

1. Client Communications: Stop Chasing, Start Chatting

Getting clients to respond is like herding cats. With AI, you can craft clear, professional, and engaging emails that finally get answers. Whether you’re chasing late documents or sending reminders for VAT deadlines, here’s a winning prompt:

Prompt:
“Write a polite but firm email to remind a client that their [specific document, e.g., bank statements] is overdue. Emphasise the importance of meeting [specific deadline] and the impact of delays on their [tax submission, payroll processing, etc.]. Use a professional yet friendly tone.”

Why it works:
AI takes the emotional guesswork out of writing, saving you time while ensuring clients take action. Plus, no more passive-aggressive email drafts you have to rewrite ten times.

2. Reading, Understanding, and Analysing Reports

Financial reports are the backbone of any accounting practice, but let’s face it: not all clients—or staff—are fluent in ‘finance speak.’ Here’s how to turn dry data into actionable insights:

Prompt:
“Summarise this [insert report type] in simple terms for a non-financial audience. Focus on key metrics like revenue, profit, and trends, and explain what these numbers mean for business decisions.”

Why it works:
Whether it’s cash flow forecasts or end-of-year accounts, you can ensure clients actually understand what’s in front of them. And if you’re diving deep into your own firm’s metrics? AI can spot patterns or highlight anomalies in seconds.

3. Creating Sales and Marketing Material That Converts

Marketing might not be your strong suit, but it’s crucial for growth. AI prompts can help you craft irresistible content that gets your accounting services noticed without sounding like a used car salesman.

Prompt:
“Write a LinkedIn post to promote our [specific service or package, e.g., ‘Year-End Tax Review Service’]. Highlight how it saves businesses time and money, and include a call to action encouraging them to book a free consultation.”

Why it works:
This ensures your posts stand out in a sea of LinkedIn noise, grabbing attention with benefits and clear calls to action. For email campaigns, website copy, or even client newsletters, a few tweaks to this prompt will work wonders.

4. Staff Communication, Playbooks, and Process Docs

Keeping your team on the same page shouldn’t feel like writing the next instalment of War and Peace. Streamline your internal communication and document creation with this gem:

Prompt:
“Create a step-by-step process for [specific task, e.g., onboarding a new client]. Include clear roles, deadlines, and any tools or templates required. Write it in a tone that’s professional but easy for all staff to follow.”

Why it works:
Whether it’s SOPs for client reconciliation or playbooks for handling difficult customers, AI helps you build a scalable system for your team. No more vague WhatsApp instructions or ‘ask [senior staff member] for help’ fallback plans.

5. Policy Documents That Are Actually Useful

Every firm needs solid policies—whether it’s for GDPR, employee conduct, or handling client complaints. But let’s face it: writing them feels about as exciting as doing your own tax return. AI to the rescue:

Prompt:
“Draft a [specific policy, e.g., Data Retention Policy] for an accounting practice. Include sections on purpose, scope, responsibilities, and compliance requirements under UK regulations.”

Why it works:
AI helps you create professional policies tailored to your firm, saving hours of research and formatting. Simply review and tweak the output, and you’re good to go.

Why These Prompts Are a Must-Have for UK Accounting Firms

From client emails to internal playbooks, these prompts are designed to save you time, improve communication, and help you focus on what matters most: growing your practice and delivering exceptional service.

At Bots For That, we believe that embracing AI isn’t about replacing accountants—it’s about empowering you to become more efficient, insightful, and client-focused.

Ready to Automate? Let’s Chat

If these prompts have got your brain buzzing with ideas, we’d love to show you how our digital workers can supercharge your firm. Whether you’re looking to automate the small stuff or tackle complex processes, we’ve got bots for that.

👉 Get in touch with us today and see how we’re leading the charge in AI-powered accounting.

Disclaimer: This article was in fact written by ChatGPT. Would you think it was written by AI?