Master AI Prompts to Simplify Accounting and Boost Efficiency

As accounting evolves with the rapid integration of artificial intelligence (AI), it's essential for 
accountants and bookkeepers to get comfortable with how AI works and how to use prompts 
effectively. You might know that AI can streamline workflows, improve communication and 
boost efficiency—but do you know how?By utilizing AI prompts, you can receive more tailored, actionable information that supports decision-making and strengthens your client relationships. In this article, we'll break down different types of AI prompts and share examples you can copy and use right away to make your work simpler. 

What are AI prompts?

AI prompts are specific instructions or questions used as inputs on AI platforms, such as ChatGPT, Gemini or other generative models, to produce tailored responses or solutions. Simply put, a prompt is a command or question you give to an AI system to get a response.

Once you input your question, the system will use its training data to provide a relevant answer. Prompts can vary widely in type and complexity, and knowing how to craft the right prompt can save you a lot of time.

Let’s look at four common types of AI prompts and examples of how you can use them to make your job easier.

1. Informational prompts

Informational prompts can be a lifesaver when you need quick answers or guidance on a specific topic. Whether it's tax law, client communication or accounting best practices, having the right information at your fingertips is essential.

Just remember to double-check what the AI provides—ask for sources or references and verify them with trusted resources to make sure everything is accurate.

Example:
● Prompt: "What are the tax implications for small businesses making less than $100,000 a year in profit?"
● How You Can Use It: You can use this type of prompt when researching information for a client who wants to know about tax liabilities. The AI will provide a basic answer, which you can cross-check with your resources for accuracy.

Another useful informational prompt might be:
● Prompt: "Explain what a cash flow statement is in simple terms."
● How You Can Use It: If a client is struggling to understand their cash flow statement, you can use AI to get a simple explanation that’s easy for them to understand.

2. Creative prompts

AI can also help with creative tasks—things that you may believe aren’t in a typical accountant’s wheelhouse. These include drafting emails, creating social media posts or writing engagement letters.

Creative prompts are great for communicating more effectively, saving you time and ensuring you come off as polite yet concise. Instead of worrying about wording or sounding professional, you can rely on AI to handle repetitive tasks, allowing you to focus on higher-value activities.

● Prompt: "Write an email to a client reminding them that their quarterly taxes are due and offer to help them prepare."
● How you can use it: Instead of writing repetitive emails, you can use AI to help draft polite reminders that are clear and professional. For example:

    Subject: Reminder: Quarterly Taxes Due Soon

    Hi [Client Name],

    I hope you're doing well. This is just a friendly reminder that your quarterly tax payments are coming up      soon. I'm here to assist you if you need any help preparing the documents or have questions.

    Best regards,
    [Your Name]

3. Data summary prompts

AI is also excellent at summarizing data, making it easy to view and understand. As accountants and bookkeepers, we deal with reports and numbers that often need to be condensed into digestible formats for clients.

By highlighting the most important details and removing excess information, AI ensures key points are front and center, without overwhelming clients with long, detailed reports.

● Prompt: "Summarize the key points of this income statement: (copy the text of the income statement here)."
● How you can use it: You can take a lengthy income statement, paste it into an AI tool, and ask for a summary highlighting revenue, expenses and net profit. This makes it easier to explain to clients who may not be financially savvy.

Here’s another example:

● Prompt: "Explain the financial health of a company with a debt-to-equity ratio of 2:1 in simple terms."
● How you can use it: The AI could provide a straightforward answer such as, "A debt-to-equity ratio of 2:1 means the company is using twice as much debt as equity to finance its activities. This indicates a higher level of risk but could also mean potential for higher growth."

4. Task-based prompts

Task-based prompts are incredibly useful when you need to accomplish a specific, actionable task quickly and efficiently.

Whether you’re organizing data, calculating figures, or following a set process, AI can assist in streamlining these steps, saving you time and reducing the chance of error. These prompts can be used to generate detailed to-do lists, step-by-step guides, or even checklists that help ensure no important steps are overlooked. 

● Prompt: "Create a to-do list for preparing a small business's year-end financial statements."
● How you can use it: The AI could generate a list like:

1. Gather all receipts and financial records.
2. Reconcile bank statements.
3. Verify expenses and income entries.
4. Prepare adjusting journal entries.
5. Draft the financial statements.

Another example:

● Prompt: "Write a statement of processes (SOP) for connecting ADP Accountant to QuickBooks Online and include a link to a tutorial video."
● How you can use it: The AI could generate a step-by-step guide, such as:

1. Log in to ADP Accountant and navigate to the integration settings.
2. Choose QuickBooks Online as the application to connect.
3. Follow the prompts to authenticate the connection.
4. Map the payroll data fields between ADP and QuickBooks.
5. Test the integration to ensure data syncs correctly.

● Here’s a helpful video that explains the process in more detail: (Link to Video)

The secret to a great AI prompt

One word: clarity. The more precisely you define your question, the more effective the AI's response will be. Think of it like giving instructions to an intern—if you're vague, they might misunderstand, but clear and specific guidance ensures they deliver exactly what you need.

An effective prompt strikes the perfect balance: detailed enough to provide context yet simple and straightforward.

Practical tips for writing AI prompts

Now that you’ve seen a few examples, let’s talk about how to write effective prompts to get the best response from AI. Remember, if things don’t go perfectly the first time, don't worry—it's all part of the learning process.

1. Be specific: The more specific your prompt, the better the response. Instead of asking "How do I do taxes?" ask, "How do I calculate quarterly estimated taxes for a freelance client?"
2. Context matters: If your prompt needs context, provide it. Instead of "Summarize this document" say, "Summarize this cash flow report for a client who doesn’t know accounting terms."
3. Test and refine: If you don't get a useful answer, try rephrasing your prompt. Sometimes, AI needs guidance to understand exactly what you're asking.

When to use AI and when to trust your gut

AI is a great tool for making your work as an accountant easier, whether it’s drafting emails or summarizing reports. But when it comes to complex tasks, trust your expertise and double-check any information AI provides. Think of AI as a helpful assistant—it’s there to support you, not replace your judgment.

By using different types of AI prompts you can work more efficiently and spend more time on the tasks that really need your insight. The more you practice writing prompts, the better your results will be.

Give it a try and see how much simpler your work can become. You might even find some extra time for that coffee break you’ve been meaning to take.