Set Up a Claude Project as Your Bookkeeping Assistant

1. Go to claude.ai and log in with your Pro account
2. In the left sidebar, look for Projects (below your recent conversations)
3. Click + New Project or the Create Project button
4. Give it a name: "Bookkeeping Assistant" or "[Your Firm Name] Assistant"

What you should see: A new project appears in your sidebar. When you click it, you'll see two areas: a Project Instructions section at the top (this is where you give Claude its "personality" and context) and a conversation area below.

Troubleshooting: If you don't see a Projects section, confirm you're on Claude Pro. Free plans don't include Projects.

Click into the Project Instructions box (sometimes called "Project Prompt" or "Instructions"). This is the permanent context Claude will have in every conversation in this project.

Copy and customize this template:

You are a knowledgeable bookkeeping assistant for [your name or firm name].

ABOUT MY WORK:
- I'm a bookkeeping clerk / bookkeeper specializing in small business bookkeeping
- Primary software: QuickBooks Online (also occasionally Xero)
- My clients are typically: [e.g., restaurants, retail stores, service businesses, contractors]
- I handle: bank reconciliation, AP/AR processing, monthly close, payroll support, financial reporting

COMMUNICATION STYLE:
- When I ask you to write emails to clients, use a [professional and friendly / formal / casual] tone
- Client-facing communication should be clear and jargon-free (assume the reader has no accounting background)
- When writing to CPAs or other professionals, you can use standard accounting terminology

COMMON TASKS I NEED HELP WITH:
- Drafting client emails (document requests, receipt follow-ups, payment reminders, monthly summaries)
- QuickBooks troubleshooting and how-to questions
- Writing SOPs and checklists
- Explaining accounting concepts in plain language
- Excel formulas for reconciliation workpapers
- Year-end and compliance checklists

IMPORTANT NOTES:
- Always double-check tax-specific advice — rates and deadlines change frequently
- When I ask about QuickBooks, assume I'm using the current web version of QuickBooks Online
- When writing client communications, use [your name] as the sign-off unless I specify otherwise

Click Save when done.

What you should see: The instructions appear in the Project Instructions section and will be applied to all conversations in this project.

Claude Projects let you upload files that Claude can reference in all conversations. Consider uploading:

• Your chart of accounts (exported from QuickBooks as CSV or Excel)
• A document with your common clients' names, business types, and notes
• Your firm's email templates (if you have any existing ones)

1. Look for a Files or Upload option in the project interface
2. Upload relevant documents (PDF, Word, Excel, CSV)
3. Claude will reference these files when answering questions

What you should see: Uploaded files appear in the project file list and are referenced automatically in conversations.

Start a new conversation in the project (click the conversation area or "+ New Conversation").

Try these test prompts to see how the project responds:

Test 1: "Draft a document request email for a client. They owe me the bank statement for October and the credit card statement for October."

Test 2: "In QuickBooks Online, how do I mark an invoice as paid if the payment came in after the period was locked?"

Test 3: "Write a year-end checklist for a restaurant sole proprietor."

What you should see: Claude responds using your firm name in emails, assumes QuickBooks Online as the software, and uses the communication tone you specified. Without the project setup, you'd need to explain all of this every single conversation.

Troubleshooting: If Claude doesn't seem to be using your instructions, check that the instructions were saved properly. Click on the project settings to verify the instruction text is there.

Move this project to the top of your Claude sidebar (you can pin it or star it). Whenever you need to draft an email, troubleshoot QuickBooks, or get bookkeeping help, open this project — not a regular Claude conversation.

What you should see: Over time, your Project Instructions get refined as you notice what's missing. Add new client types, update your software notes, or add specific clients' preferences as you learn them.