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Receipts and Expenses

Chase Clients About Uncoded Transactions with an AI-Drafted Email

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What the source describes

The Firm's guide to ChatGPT prompts for bookkeepers argues that bank feeds and ledger rules already handle matching, so chat assistants are most useful for the writing around the ledger, starting with the email asking a client to explain transactions the bookkeeper cannot code. It recommends grouping similar items, numbering questions, requesting receipts, and following up with a shorter, firmer second chase. The article also says to strip names, tax identifiers and account numbers before pasting, use a firm-approved tier, and never let the assistant decide tax treatment or code from memory.

Result or outcome

According to the source, the unknown transactions email is the most disliked job in bookkeeping and the place where an assistant saves the most time per use, provided client data is anonymized first and the output is reviewed.

How to run it

  1. Leave matching and coding suggestions to the ledger, and list only the bank transactions you cannot code, with date, amount and description.
  2. Strip client names, tax identifiers, bank account numbers and addresses, replacing the client name with a placeholder such as Client A.
  3. Paste the prompt on this page and the list into a firm-approved business tier of ChatGPT, Claude, Grok or Gemini.
  4. Edit the draft so similar items are grouped, questions are numbered and receipts are requested, then send it from your usual email.
  5. If the client does not reply, send the shorter, firmer follow-up that the prompt also drafts.

Try it yourself

Copyable prompt

You are a bookkeeper writing to a small business client, [Client A]. Below is a list of bank transactions from [month] that I cannot categorize, with date, amount and bank description only (names and account numbers removed): [paste list]. Write a short, friendly email asking what each transaction was for. Group similar items together, number each question so the client can reply by number, and ask for a receipt or invoice where one would normally exist. Mention that we need answers by [date] to finish the month. Keep the email under 180 words plus the list. Then write a shorter, firmer follow-up to send if there is no reply after [7] days. Flag any transaction you think may be personal.

Replace the [bracketed] placeholders. Remove client names, account numbers, and personal data before pasting into any AI tool.

What to review

Check that every transaction in the email matches the bank feed exactly, with no amounts or dates altered by the AI. Do not let the assistant decide coding or tax treatment; code each item yourself from the client's answers and receipts. Confirm no names, account numbers or tax identifiers remained in what you pasted.

Related free download: 50 AI Prompts for Bookkeepers (Prompt pack (PDF))

Source: The Firm (accounting publication)

Not professional advice. This is general information, not accounting, tax, legal or financial advice. Check AI output yourself and consult a licensed professional for your situation. See our Terms of Use.

This entry summarizes a public source. Features, plans, and availability change, so confirm details with the vendor. Tool names are trademarks of their respective owners.

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