For Bookkeeping / Accounting / Auditing Clerks ·
What you'll accomplish
By the end of this guide, you'll have a Custom GPT — a personalized AI assistant — configured specifically for writing bookkeeping emails and client communications. It will know your firm's name, tone, and common situations, so you can get ready-to-send emails in seconds instead of minutes. Think of it as a new teammate who already knows your clients and how you like to communicate.
What you'll need
What you should see: A split screen — the left side is a chat interface where you configure the GPT, and the right side shows a live preview of what your GPT will look like.
Troubleshooting: If you don't see "My GPTs" in the menu, confirm you're on ChatGPT Plus (not the free plan). The Custom GPT builder requires Plus.
On the left side, there's a "Create" tab with a chat interface. The builder will ask you questions to set up your GPT. Answer naturally:
Builder will ask: "What would you like your GPT to do?"
You say: "I want it to draft professional emails for a bookkeeping firm. It should write collection notices, document request emails, monthly financial summaries for clients, and other routine bookkeeping communications. The firm is called [Your Firm Name] and the bookkeeper's name is [Your Name]."
The builder will suggest a name and description for your GPT. You can accept these or change them.
What you should see: The preview panel on the right starts showing a GPT with your firm name and purpose. The builder continues asking questions to refine it.
After the initial conversation with the builder, click the Configure tab (at the top of the left panel). This gives you direct control over the GPT's settings.
Fill in these fields:
Name: "[Your Firm Name] Email Writer" or "Bookkeeping Communications Assistant"
Description: "Drafts professional emails for bookkeeping clients — payment reminders, document requests, monthly summaries, and more."
Instructions: Copy and paste this template (customize the bracketed parts):
You are a professional email writer for [Your Firm Name], a bookkeeping firm run by [Your Name].
TONE: Professional, warm, and clear. Not overly formal. Use plain language — assume the recipient is a small business owner, not an accountant.
FIRM INFO:
- Firm name: [Your Firm Name]
- Bookkeeper name: [Your Name]
- Email signature: [Your Name] | [Firm Name] | [Phone number if desired]
COMMON CLIENTS:
[List 3-5 client types: e.g., restaurants, retail stores, service businesses, contractors, medical offices]
ALWAYS DO:
- Address the client by first name unless told otherwise
- Keep emails under 150 words unless more detail is specifically needed
- End with a clear call to action (what you need the client to do)
- Sign off with [Your Name]'s name
NEVER DO:
- Use accounting jargon without explaining it
- Write passive-aggressive or threatening collection emails (stay professional even for overdue invoices)
- Include specific dollar amounts in late fees unless the user provides them
WHEN DRAFTING:
If the user doesn't specify a tone level, use a friendly professional tone by default. For collection emails, escalate tone based on days overdue: 1-30 days = friendly reminder, 31-60 days = firm, 61+ days = urgent.
Conversation starters (add these so users see examples when they open the GPT):
Click the Preview tab (or the preview panel on the right) to test your GPT before saving.
Try these test messages:
What you should see: Ready-to-send emails that use your firm name in the signature, address the client by first name, and match the tone instructions you configured.
Troubleshooting: If emails are too formal, add "Keep it conversational and warm" to the instructions. If they're too short on context, add "Include relevant financial details in monthly summaries."
What you should see: Your GPT appears in the sidebar with its name and icon. Clicking it opens a fresh conversation that uses all your configured settings.
Document request:
Document request for [client name] ([contact name]). I need: [list documents]. Their bank is [bank name] and their card is [card type].
Overdue invoice:
[First/Second/Third] collections notice for [client name] ([contact name]). Invoice #[X] for $[amount], due [date], now [X] days overdue.
Monthly summary:
Monthly summary for [client name] ([contact name]). Revenue: $[X]. Expenses: $[X]. Net: $[X]. Notable: [anything worth mentioning].
New client welcome:
Welcome email for new client [business name] ([owner name], [type of business]). They're starting with [services you're providing].