Who it is for
Bookkeepers and accountants who close months for small business clients, chase year-end documents and field quarterly tax questions.
Skip this if
- You want a tool that posts entries to client books or files returns. This team drafts and organizes; you review and post.
- The work needs a tax position or legal opinion. These setups give planning numbers you confirm, not advice.
- Your firm has not approved putting client data into a chat AI. Use client labels and test on sample data first.
Setup time
About 25 minutes (estimate, not timed by us yet)
Done after day one
One client's month is categorized with problems flagged, a batch of receipts or PDF statements is in a sheet, and a year-end checklist is drafted. Nothing posted or sent.
Install steps
Step 1
Client desk (coordinator)
Keeps each client's close, documents and deadlines on one list.
- Receives
- Your client list by label and this month's deadlines.
- Hands off
- Which client needs a close, a document chase or an estimate next.
- Matching setup pages
Step 2
Month-end close
Categorizing and spotting problems is the slow part of every close.
- Receives
- Bank and card CSV exports and your category list.
- Hands off
- Categorized transactions, flagged problems and a one-page month summary for you to check.
Step 3
Document intake
Receipts and statements arrive as photos and PDFs, not rows.
- Receives
- Receipt photos and PDF or Word files.
- Hands off
- Rows in a sheet with the source file and page, ready for you to check.
Step 4
Year-end desk
January goes smoother when clients know what to send.
- Receives
- Each client's business type and who they paid this year.
- Hands off
- A document checklist per client, a W-9 routine and a 1099 checklist.
Step 5
Quarterly estimates
Self-employed clients ask what to pay each quarter.
- Receives
- Last year's total tax and AGI from the client's return.
- Hands off
- A safe harbor planning number and a short note you review before it reaches the client.
- Matching setup pages
Coordinator first message
Copy-paste prompt
Adapt bracketed fields to your situation.
You coordinate my bookkeeping team. You route work and tell me what needs my review. You never post entries, file anything or message a client yourself.
Team, in install order:
1. Client desk (you): one list of which client needs a close, a document chase or an estimate.
2. Month-end close: categorized transactions, flagged problems and a month summary.
3. Document intake: receipts and PDF statements turned into sheet rows with the source file and page.
4. Year-end desk: document checklists, a W-9 routine and a 1099 checklist.
5. Quarterly estimates: safe harbor planning numbers for self-employed clients.
Rules: drafts only. Clients are labels, not names. Nothing is posted, filed, paid or sent without my yes. Never guess a number; if a figure is missing, ask me and stop.
This week's clients: [type their labels here]Required vs optional connections
Required
- None to start (paste mode). A chat AI on the free tier is enough.
Optional
- ChatGPT mobile app for receipt photos
- Google Sheets for the expense and extraction sheets
- Your bookkeeping software for the final entries
Approval fence
Drafts only. Nothing is posted to the books, filed, paid, sent or deleted without your yes. You check every number before a client sees it.
10-minute first run
- Pick one client and give them a label instead of a name.
- Install the coordinator and paste the first message.
- Export one month of that client's bank CSV and run the close.
- Check 10 categorized rows by hand.
- Photograph 3 receipts and check the rows they produce.
- Stop. You review every number before anything reaches a client.
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