From the AI playbook for accountants and bookkeepers

New to AI? You don't need to learn anything first. Follow the steps below: open the tool, paste the prompt, fill in the [brackets], then check the result before you use or send it. See also how to use AI at work, for beginners.

Job 1 of 19ChatGPTCopilotClaude

Chase missing records with a clear, tailored checklist

Most deadline stress comes from records arriving late. A specific checklist per client gets more back first time than "please send your paperwork".

Time: About 5 minutes per clientTool cost: you can start with a free AI tool

A free AI chat tool, or Microsoft 365 Copilot if your firm has it

Steps

Note what you have and what's missing for the client, using a reference not a name (e.g. "Client 14, sole trader, landlord income").
Paste the prompt below.
Check the list is right for this client's situation, then send it from your practice software or email.
Diary a follow-up for 7 days.

The exact prompt

Copy, paste, then fill in the [brackets]

I'm a [UK] [accountant / bookkeeper]. Write a friendly, clear request to a client for their missing records.
Client type: [e.g. sole trader with one rental property]. Deadline we're working to: [date].
Already received: [list]. Still need: [list].
Format: short intro, a tick-box checklist of what's missing with one line each on where to find it (e.g. "your bank app, statements section"), how to send it [secure portal link], and the date we need it by.
Plain [British] English, under 180 words, no jargon, no tax advice.

✓ Check before you send

No client name, UTR, NI number or bank details went into the AI tool.
The checklist matches what this client actually needs.
The upload method is your secure portal, not email attachments if you avoid those.

UK notes extra

Self Assessment deadlines to quote correctly: GOV.UK: Self Assessment deadlines.
Client data is personal data. Check your AI tool's data settings and your firm's policy first. ICO advice for small businesses.

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑

More AI jobs for accountants and bookkeepers

Explain Making Tax Digital to a worried client
Tidy a messy bank export before it goes into the software
Turn client meeting notes into actions and a follow-up email (subscribers)
Add a one-page plain-English summary to your engagement letter (subscribers)
Escalate with clients who never send their records (subscribers)
Set up a monthly records routine that reminds clients for you (subscribers)
Turn a messy request list into a tracker clients can follow (subscribers)

See all 19 jobs in the accountants and bookkeepers playbook → · AI agent playbooks for accountants and bookkeepers →

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