Write Client Expense Queries Faster with ChatGPT

For bookkeepers, the month-end close often creates a bottleneck: waiting for clients to explain ambiguous bank transactions. Manually typing emails listing dates, amounts, and vendors for “Uncategorized Expenses” or “Ask My Accountant” accounts is tedious and prone to errors. This workflow uses ChatGPT to instantly format raw transaction data into professional, actionable query emails that get faster responses.

Why This Workflow Matters

Chasing clients for transaction details is the number one cause of delayed financial reporting. By automating the drafting process, you shift from data entry to client advisement. This workflow turns a 45-minute task into a 5-minute review, ensuring polite consistency and reducing friction during the closing process.

Prerequisites

• Active ChatGPT Account: The free 3.5 version is sufficient, though GPT-4 offers better tone control.
• Transaction List: An export (CSV or Excel) of the “Uncategorized Expense” or Suspense account from QuickBooks Online, Xero, or FreshBooks.
• Data Hygiene: Ensure you strip out account numbers or sensitive PII (Personally Identifiable Information) before pasting data tailored for AI.

Step-by-Step Guide

Step 1: Prepare Your Transaction Data

Export the transactions you need to query. Copy the relevant columns to your clipboard: Date, Description/Vendor, and Amount. Do not copy internal transaction IDs or bank account numbers.

Step 2: Prime ChatGPT with the “Expense Query” Prompt

You need to set the context so ChatGPT understands it is acting as a professional bookkeeper. Use the following prompt to establish the format and tone.

Step 3: Input Transaction Data

Once ChatGPT confirms it is ready, paste your raw data. It doesn't need to be perfectly formatted; ChatGPT will handle widely spaced text or Excel artifacts.

Step 4: Refine for Interactive Suggestions (Optional)

If you want to make it even easier for the client, ask ChatGPT to guess the category based on the vendor name, asking the client to simply “Confirm” rather than write a full explanation.

Pro Tips

• Batching by Month: If you are doing a cleanup for multiple months, ask ChatGPT to create separate tables under headers for each month within the same email body.
• Threshold Logic: Instruct ChatGPT to flag transactions over $75 with a note: “*Receipt required for IRS compliance.”
• Export format: If you use Google Sheets/Excel to collaborate with clients, ask ChatGPT to “ideate the table in CSV format” so you can copy-paste it directly into a spreadsheet rather than an email body.

Common Mistakes to Avoid

• Uploading Sensitive Data: Never paste full credit card numbers, tax IDs, or addresses into public AI models. Stick to Date, Vendor, and Amount.
• Ignoring Hallucinations: Occasionally, AI might misinterpret a vendor name (e.g., assuming “Amazon” is always Office Supplies when it might be Personal). Always review the “Suggested Category” before sending.
• Robotic Tone: If the output feels too formal, simply reply with “Make the tone friendlier and more conversational.”

Frequently Asked Questions