Commerce AI Toolkit

Your Daily AI Reference

This final chapter is different from the others. It is not a lesson to read once — it is a reference to use every day. Below you will find ready-to-use prompts organized by the tasks accountants and bookkeepers perform most frequently. Copy them, customize them with your specific data, and paste them into Claude, ChatGPT, or any AI assistant.

Every prompt follows the same structure: Context (who you are and what data you have), Task (what you want AI to do), Format (how you want the output), and Constraints (what to include or exclude). This structure consistently produces better results than vague requests.

Bookkeeping & Data Entry

Transaction Classification

Prompt: "I am a bookkeeper using QuickBooks Online. Here are 25 bank feed transactions that need to be classified. For each transaction, suggest the most appropriate GL account based on the vendor name and description. Use standard chart of accounts categories (Office Supplies, Meals & Entertainment, Professional Services, Software & Subscriptions, Travel, Utilities, etc.). Present as a table with columns: Date, Description, Amount, Suggested Account, Confidence (High/Medium/Low)."

Bank Reconciliation Troubleshooting

Prompt: "My bank reconciliation for the operating account is off by $2,347.50 as of March 31, 2026. Here is the list of outstanding checks and deposits in transit. Common causes of reconciliation differences include: (1) bank fees not recorded, (2) automatic payments not entered, (3) deposits recorded in wrong period, (4) transposition errors. Walk me through a systematic process to find the $2,347.50 discrepancy. Start with the most likely causes."

Month-End Close Checklist

Prompt: "Generate a month-end close checklist for a mid-size distribution company using QuickBooks Online. Include these categories: (1) Revenue & Receivables, (2) Expenses & Payables, (3) Payroll, (4) Bank & Cash, (5) Inventory, (6) Fixed Assets, (7) Accruals & Prepaids, (8) Tax Provisions, (9) Final Review. For each item, include the task, the source document or report to verify, and the GL accounts affected. Format as a numbered checklist."

Tax Compliance

Multi-State Sales Tax Review

Prompt: "My client is a US e-commerce business with sales tax nexus in 12 states. Here are their monthly sales by state for the last quarter. For each state, calculate: (1) gross sales, (2) exempt sales, (3) taxable sales, (4) tax collected, (5) tax due based on the state rate. Flag any states where the tax collected differs from the tax due by more than 1%. Also flag any states where total sales are approaching the economic nexus threshold."

UK VAT Return Preparation

Prompt: "Prepare a UK VAT return summary for Q1 2026 (January-March) using this transaction data. Calculate: Box 1 (VAT due on sales), Box 2 (VAT due on acquisitions from EU), Box 3 (total VAT due), Box 4 (VAT reclaimed on purchases), Box 5 (net VAT to pay/reclaim), Box 6 (total value of sales excluding VAT), Box 7 (total value of purchases excluding VAT), Box 8 (total value of supplies to EU), Box 9 (total value of acquisitions from EU). Flag any transactions where the VAT rate applied seems incorrect."

Estimated Tax Payments (US)

Prompt: "My client is a sole proprietor with the following year-to-date income and expenses. Calculate the estimated quarterly tax payment due on [next quarter date] using: (1) federal self-employment tax (15.3% on 92.35% of net earnings), (2) federal income tax (using 2026 brackets, filing single), (3) state income tax for [state] at [rate]%. Show the calculation step by step. Compare to prior year's safe harbor amount to determine the minimum required payment to avoid penalties."

1099 Preparation

Prompt: "Review this list of vendor payments for the calendar year. Identify which vendors require a 1099-NEC (nonemployee compensation over $600) or 1099-MISC. Exclude: (1) corporations (Inc., Corp., LLC electing C-corp or S-corp treatment), (2) payments for merchandise or goods, (3) payments made via credit card or PayPal (reported by the payment processor on 1099-K). Present a table with: vendor name, total payments, 1099 type required, and whether we have a W-9 on file."

Financial Analysis

Monthly Management Report

Prompt: "Using this month's income statement and balance sheet for [company name], write a 300-word management summary for the business owner. Include: (1) revenue vs. budget and vs. same month last year (% change), (2) gross margin trend (this month, 3-month average, year-ago), (3) any expense categories that exceed budget by more than 10%, (4) current cash position and 30-day outlook, (5) one specific recommendation. Use plain language — the audience is a business owner, not an accountant. Currency is USD."

Ratio Dashboard

Prompt: "Calculate the following ratios using this financial data and present them in a dashboard format with red/yellow/green indicators: Current Ratio (green >1.5, yellow 1.0-1.5, red <1.0), Quick Ratio (green >1.0, yellow 0.7-1.0, red <0.7), Debt-to-Equity (green <1.0, yellow 1.0-2.0, red >2.0), Gross Margin (green >40%, yellow 30-40%, red <30%), Net Margin (green >10%, yellow 5-10%, red <5%), DSO (green <30, yellow 30-45, red >45). Include the prior period for comparison."

Budget Variance Analysis

Prompt: "Compare this month's actual results to budget for each line item on the income statement. For each item, show: actual, budget, dollar variance, percentage variance. Highlight any line items where the variance exceeds 10% or $5,000 (whichever is smaller). For each highlighted item, suggest one possible explanation and one question to ask the department manager."

Audit & Compliance

Internal Control Documentation

Prompt: "Document the internal control over the accounts payable process for a mid-size company. For each step in the process (invoice receipt, matching to PO, approval, payment processing, recording), describe: (1) the control activity, (2) who performs it, (3) the evidence/documentation produced, (4) what could go wrong if the control fails, (5) how to test the control. Format as a table suitable for SOX documentation."

Expense Report Audit

Prompt: "Review these 50 employee expense reports for policy compliance. Our policy requires: (1) receipts for all expenses over $25, (2) meals limited to $75/person, (3) hotel limited to $250/night, (4) airfare must be economy class for flights under 5 hours, (5) no alcohol reimbursement, (6) manager approval within 5 business days. Flag all violations with the employee name, expense description, amount, and which policy was violated. Summarize the total dollar amount of policy violations."

Inventory & Operations

Reorder Alert

Prompt: "Using this inventory report with current stock levels, average daily sales, and supplier lead times, identify all SKUs that need to be reordered within the next 14 days. For each SKU, calculate: days of stock remaining, reorder quantity (based on 30-day demand plus 2-week safety stock), estimated cost at last purchase price, and suggested order date (working backward from when stock hits safety stock level). Sort by urgency (fewest days of stock remaining first)."

Dead Stock Analysis

Prompt: "Analyze this inventory aging report and identify dead stock — items with zero sales in the last 90 days that still have units on hand. For each item, show: SKU, description, units on hand, last sale date, carrying cost (units x cost x 1.5% monthly holding cost), and total carrying cost since last sale. Calculate the total capital tied up in dead stock and suggest three strategies for liquidation (discount sale, bundle with fast movers, or write-off)."

Client Communication

Engagement Letter Draft

Prompt: "Draft a professional engagement letter for a bookkeeping and tax preparation engagement. Client: [name], a [state] LLC operating a [type of business]. Services include: monthly bookkeeping (QuickBooks Online), quarterly sales tax filings for [X states], annual federal and state income tax returns (Form 1065 or 1120-S), and year-end 1099 preparation. Fee: $[X]/month. Include standard terms for: scope limitations, client responsibilities (timely document submission), payment terms (Net 15), and mutual termination with 30 days notice."

Audit Inquiry Response

Prompt: "Draft a professional response to this IRS CP2000 notice for my client. The notice claims $15,000 in unreported income from a 1099-NEC. My client's position is [explain]. Structure the response with: (1) taxpayer identification, (2) reference to the notice number and tax year, (3) clear explanation of the discrepancy, (4) supporting documentation list, (5) request for adjustment or abatement if applicable. Use formal but clear language appropriate for IRS correspondence."

Prompt Engineering Tips for Accountants

Do's

Don'ts

Key Takeaways