Do these prompts work in ChatGPT and Claude?

Yes, once the AI is connected to QuickBooks Online. Without a connection, the AI can only answer in general terms; it can't see the books.

Is it safe to try the prompts that post transactions?

With LedgerLink, every write is shown as a preview and only posted after you confirm. You can also practice on a free Intuit sandbox company with sample data.

Can I use these prompts across many clients?

Yes. LedgerLink puts every client company behind one connector, so you just change the client name in the prompt.

Prompt library

ChatGPT and Claude prompts for QuickBooks bookkeepers

Prompts that work on real QuickBooks Online books once your AI is connected to them. Swap in your client's name. Every prompt that writes to QuickBooks comes back as a preview first when you use LedgerLink, so you can try them safely.

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Getting oriented

List my companies and tell me which ones need to be reconnected.
Give me a one-paragraph summary of Acme Bakery's books: cash, A/R, A/P and last month's profit.
Run a health check on Rivera Builders and list the top five things to fix, most important first.
What changed in Northside Dental's books since last Friday?

Bills and expenses

Enter this bill for Acme Bakery. Match the vendor and pick the right expense account. [attach the PDF]
Here are 12 vendor invoices. Enter each one as a bill for Rivera Builders and show me all the previews together.
Which bills for Acme Bakery are due in the next 7 days? Show vendor, due date and amount.
Pay all of Sysco's open bills for Acme Bakery from the Chase checking account, dated today.
Find expenses over $500 at Northside Dental last month with no attachment.
Which vendors did Rivera Builders pay more than $600 this year? (1099 check)

Invoices, payments and A/R

Show every invoice for Acme Bakery that's more than 60 days past due, oldest first.
Record a $1,250 payment from Rivera Builders against invoice 1042, deposited to Undeposited Funds.
Draft a polite reminder email for each customer more than 30 days overdue at Northside Dental, with their open invoices listed.
Which customers were invoiced every month this year but not this month?
Find customer payments that were never applied to an invoice.
Create an invoice for Acme Bakery's catering customer: 40 lunches at $18, net 15.

Clean-up and categorization

List all transactions in Uncategorized Expense for Acme Bakery this year, grouped by payee.
Find transactions with no payee at Rivera Builders last month and suggest the right vendor for each.
Find duplicate vendors at Northside Dental (same name spelled differently).
Which journal entries last quarter have no memo? List them with date and amount.
Show deposits that have no customer on them.
Is anything sitting in the clearing or suspense accounts at month-end?

Reports and analysis

Run a P&L for Acme Bakery for last month compared with the same month last year. What moved the most?
Run the balance sheet for Rivera Builders as of the end of last month and flag anything unusual.
Show A/R aging and A/P aging for Northside Dental side by side.
Which expense categories at Acme Bakery grew more than 20% over the last three months?
Give me sales by customer for Rivera Builders this year, top 10.
Explain the change in cash for Acme Bakery last month in plain English for the owner.

Month-end close

What would hold up closing last month for Acme Bakery? Check unreconciled accounts, uncategorized items and unapplied payments.
Which bank and credit card accounts at Rivera Builders aren't reconciled through last month?
Draft the adjusting journal entry for one month of prepaid insurance ($2,400 a year) at Northside Dental.
Draft a short month-end note to the client: profit, cash, open items and questions for them.
Which regular monthly expenses didn't show up this month?

Prompts that make answers better

Always name the client: "for Acme Bakery". With many companies connected, a good AI should refuse to guess.
Ask for a table: "show it as a table with date, name, amount".
Ask for the preview before posting: "show me what you'd post, don't post yet".
Give the reason: "enter this bill, reason: October produce delivery". LedgerLink saves it on the transaction.

Questions

Do these prompts work in ChatGPT and Claude?: Yes, once the AI is connected to QuickBooks Online. Without a connection, the AI can only answer in general terms; it can't see the books.
Is it safe to try the prompts that post transactions?: With LedgerLink, every write is shown as a preview and only posted after you confirm. You can also practice on a free Intuit sandbox company with sample data.
Can I use these prompts across many clients?: Yes. LedgerLink puts every client company behind one connector, so you just change the client name in the prompt.

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