Playbook - AI in Accounting
Playbook - AI in Accounting
Playbook - AI in Accounting
AI in Accounting:
How to use chatGPT to document your workflow
faster, plus 100 prompts to get you started.
AI IN ACCOUNTING
The Playbook...............................................................................................................................................................05
Create Invoices.................................................................................................................................................05
Create Templates...........................................................................................................................................07
2
AI IN ACCOUNTING
Whether you’re just beginning to document your processes or have been doing it
for a long time, our latest integration with AI will get you up and running in no time.
Track & assign work, set up recurring tasks, store client information, automate
client data collection, and more with Financial Cents.
Don’t take our word for it, hear what our clients have to say.
3
AI IN ACCOUNTING
Is ChatGPT coming
for your job?
AI has proven incredibly
useful across industries. With
the right prompts, it can
generate human speech,
predict when engineering
systems need repairs, and
perform tasks.
This explains why most people get caught between panic and fascination. But AI
in accounting is a force multiplier, and at some point, you will need to know how it
works to keep pace with your industry.
Do you remember those times when accountants and bookkeepers recorded financial
transactions by hand?
It was tedious and involved binders full of paper containing piles of transactions.
Then computers came. Now, we manage the general ledger with software programs
in one place, making accounting teams faster and freeing up brain power for more
complex tasks. If you refuse to take advantage of AI in accounting to increase your firm’s
productivity, you may soon be unable to keep up with the industry.
So, instead of seeing AI as the enemy, here’s your chance to start learning to leverage
relevant AI tools, particularly ChatGPT, to grow and scale your firm.
4
AI IN ACCOUNTING
The Playbook
How to Use ChatGPT in Your
Accounting Firm
1. CREATE INVOICES
5
AI IN ACCOUNTING
ChatGPT can write emails that help you explain financial concepts, ask for additional
information, or communicate your decision to increase rates.
Type the kind of email you want it to write for you into ChatGPT and click the Send button.
PRO TIP:: You can take it further and ask it to write the email in the voice of a famous
writer, and its accuracy will amaze you.
6
AI IN ACCOUNTING
7
AI IN ACCOUNTING
5. TO CREATE
TEMPLATES
Here is an example of
a prompt for ChatGPT
to “create a checklist
for a month-end close
process” and it gave
me the following tasks.
ACTION STEP:
What are the tasks that constantly recur in your firm? List them.
8
AI IN ACCOUNTING
Using a workflow management software like Financial Cents, which integrates with ChatGPT, you
can streamline your work (so you don’t jump between too many apps) while giving you access to
the innovative technology your team needs to do their best work.
This allows you to quickly create checklist templates complete with the step-by-step process
of completing them.
For a project like monthly bookkeeping with QuickBooks (with ChatGPT) in Financial Cents.
9
AI IN ACCOUNTING
If you have created a project but need it auto-populated with the tasks that go into
completing it, Financial Cents also helps with that.
Here’s how:
And the system will populate the page with the tasks you need to complete the project. You
can then go on to customize it to suit your specific needs.
KEY POINT:
The quality of the work you produce depends on the technology running in your firm.
ACTION STEP:
Use a workflow management software such as Financial Cents, which seamlessly
integrates with ChatGPT, to efficiently manage your tasks while equipping your team
with cutting-edge technology to enhance their productivity.
10
AI IN ACCOUNTING
PRO TIP:
Be sure to add specifics to the parentheses for more tailored outputs.
11
AI IN ACCOUNTING
12
AI IN ACCOUNTING
13
AI IN ACCOUNTING
Here’s a client meeting agenda that you can use on the go.
14
AI IN ACCOUNTING
Welcome Email
Prompt:
“Can you create a welcome email for a new accounting staff joining my firm of [number of
employees] working [fully remotely or specify State]?”
15
AI IN ACCOUNTING
16
AI IN ACCOUNTING
17
AI IN ACCOUNTING
18
AI IN ACCOUNTING
Financial Cents has an integration with ChatGPT so that you can create your
workflow checklists where the work is being done. Check it out here.
Year-End Review
Prompt:
“Create a year-end review template for a client with [specific but non-personal identifiable
details].”
Month-end Close
Prompt:
“Create a checklist for the month-end close process for a client with [specific but non-
personal identifiable details].”
19
AI IN ACCOUNTING
Monthly Bookkeeping
Prompt:
“Create a monthly bookkeeping checklist.”
20
AI IN ACCOUNTING
Creating a Website
Prompt:
“Guide me on how to create a website.”
Pay-per-click Strategy
Prompt:
“Create a pay-per-click strategy to convert accounting clients.”
21
AI IN ACCOUNTING
22
AI IN ACCOUNTING
Categorizing Expenses
Prompt:
“Here’s a list of transactions I need you to allocate to their appropriate accounts:
[Transaction List].”
23
AI IN ACCOUNTING
Bank Reconciliation
Prompt:
“Show me the quickest and most accurate way to do bank reconciliation.”
Recording Transaction
Prompt:
“With the information I have provided below, help me separate client names,
the service rendered, and the fee.”
24
AI IN ACCOUNTING
Trend Analysis
Prompt:
“Analyze and compare the revenue, expenses, and profitability of the following
financial statements to measure the company’s financial health.”
25
AI IN ACCOUNTING
Sales projection
Prompt:
“What are the sales projections for this business in the next six months based
on this (previous sales data)?”
26
AI IN ACCOUNTING
Step-up in basis
Prompt:
“When should I use a step-up basis for my client?”
Tax Research
Prompt:
“What tax updates should filers in the US take note of this year?”
27
AI IN ACCOUNTING
Handling Refunds
Prompt:
“How should I advise my client to handle their US tax refunds?”
28
AI IN ACCOUNTING
29
AI IN ACCOUNTING
PRO TIP:
These prompts are capable of giving you the headstart you need but as time goes on,
you need to tweak them to suit the desired needs of your tasks.
30
AI IN ACCOUNTING
Uses end-to-end encryption technology that keeps third parties from accessing your
conversations.
Apart from the option to delete previous conversations, ChatGPT also has a strict policy of not
sharing users’ data with third parties.
However, the sensitive nature of accounting data requires you to avoid feeding ChatGPT with
your client’s personally identifiable information. This eliminates the chances of someone else
squeezing that information out of the chatbot (by any means) in the future.
Instead, you can focus on using it for your productivity needs like creating workflow templates.
We’ve found that using ChatGPT in Financial Cents helps you enjoy the best of both worlds:
the practice management features (with a secured client portal) of Financial Cents and the
speed that AI provides.
31
AI IN ACCOUNTING
check-circle F
inancial Cents shares the same
cybersecurity firm with Google
and Intuit.
check-circle F
inancial Cents doesn’t store
your prompts.
check-circle Data
transfer between Financial Cents
and OpenAI is secured by TLS 1.3,
which ensures secure communication
between two applications.
32
AI IN ACCOUNTING
check-circle G
enerate Email Templates and Save Them in Financial Cents (To Send to Clients
Whenever Needed): Instead of typing new prompts for the emails you use for client
communication each time, you will get to generate a template for that email and save
it in Financial Cents. Your team can use them for client work on the go.
33