9 prompts from real client work, for accountants, bookkeepers & financial advisors. Every prompt tells you when to use it: fill in the brackets, paste it into ChatGPT or Claude, and send. Free, no account needed.
Nurture
Tax Season Outreach: Existing Client Reminder
Use in January-February to re-engage existing clients and lock in their filing appointment early. First-mover firms capture more billable hours.
Write a tax season reminder email from [Firm Name] to existing clients. Remind them of the filing deadline, what documents they will need to gather, and how to book their appointment. Add one tip specific to [year], e.g. a new credit or deduction change. Tone: knowledgeable, warm, not alarmist. Avoid jargon. Under 200 words. Include a clear CTA to book online or call. Subject line options: 2.
Prospect
New Business Prospect: Discovery Meeting Prep
Use before meeting with a small business owner who is shopping for an accountant. Qualify fast and lead with insight.
Create a 10-question discovery script for a first meeting with a small business owner (under $2M revenue) in [industry] who is looking to switch accountants. Questions should uncover: current pain points, what went wrong with their last accountant, bookkeeping method, payroll setup, growth plans, and tax filing history. Frame each question to demonstrate our expertise, not just gather data. Include a brief positioning statement to open the meeting.
Retain
Cash Flow Analysis: Plain-Language Email
Use when delivering cash flow analysis to a client who is not financially literate. This keeps them informed without overwhelming them.
Write an email explaining a cash flow analysis to [Client Name], the owner of a [business type]. Key findings to communicate: [paste your findings in plain terms]. Translate the numbers into what they mean for the business operationally, not just accounting language. Include one recommended action. Tone: trusted advisor, plain-spoken. No jargon unless defined immediately. Under 250 words. End with an offer to discuss on a call.
Close
Service Proposal: Bookkeeping Package
Use when a prospect has expressed interest and you are ready to send a formal proposal. Clear scope prevents scope creep.
Write a professional service proposal from [Firm Name] to [Prospect Company] for monthly bookkeeping services. Scope: [e.g. transaction categorisation, bank reconciliation, monthly P&L, payroll processing]. Investment: [pricing structure]. Terms: [monthly contract, 30-day notice]. Include a short "Why Us" paragraph referencing experience with [industry or business type]. Tone: professional, not stuffy. Under 400 words. CTA: e-signature request.
Nurture
Year-End Planning: Proactive October Outreach
Send in October-November to existing clients. Proactive outreach before year-end positions you as a strategic advisor, not just a tax preparer.
Write a year-end tax planning outreach email from [Accountant Name] to a small business client. Highlight 3 actions they can take before December 31 to reduce their tax liability: based on [general strategies, or paste client-specific context]. Frame this as a proactive heads-up from their accountant, not a pitch for extra services. Tone: insightful, concise. Under 200 words. Include a soft CTA to book a 20-minute planning call before [date].
Retain
Client Testimonial Request
Use after a successful tax season or milestone engagement. Timing matters. Ask when the client is most satisfied.
Write a brief, genuine request for a Google review or LinkedIn recommendation to send to a satisfied client, [Client Name], after [e.g. completing their 2025 tax return / saving them $X in taxes]. Make it easy: either link directly to the review page or include 3 bullet-point prompts they can use to write it. Tone: appreciative, not transactional. Under 80 words. No templates that sound like copy-paste.
Close
Advisory Upsell: Tax-Only to CFO Services
Use when a tax-only client shows signs of growth or complexity that would benefit from ongoing advisory. Do not wait for them to ask.
Write an email to an existing tax client, [Client Name], introducing our fractional CFO or advisory service. Context: they have been a client for [X years], their business is [growing/facing a specific challenge]. Lead with an observation about their business (based on their financials) that makes the offer relevant, not a generic upsell. Explain what advisory looks like in practice. Investment: [price range]. CTA: one call to explore fit. Under 200 words.
Nurture
Late Filing Client: Sensitive Outreach
Use when a client has missed a deadline or gone quiet during tax season. The goal is to help, not shame.
Write a gentle but direct outreach message to a client who has not submitted their documents and the tax deadline is approaching. Acknowledge that things get busy. Outline the consequence of missing the deadline without catastrophising. Offer a clear path forward: extension filing, what we need from them, and by when. Tone: calm, helpful, professional. Under 120 words. Text message or email format.
Prospect
Referral Partner Outreach: Lawyers & Planners
Use when approaching lawyers, financial planners, or business coaches for referral relationships. Reciprocity and specificity win here.
Write an introduction email from [Firm Name] to [Referral Partner Type, e.g. business lawyer / financial planner] proposing a referral partnership. Explain clearly what types of clients we serve and what makes us different from other accountants in [city]. Offer mutual referrals. Keep it to one specific ask: a 20-minute coffee or call. Tone: collegial professional, not sales-y. Under 150 words.