Have your AI assistant spot gaps in the AR report and ask the right person to fix them: AI agent prompt
Give an AI assistant your accounts receivable aging report and invoice list, let it find where the totals don't agree, and have it draft a clear request to the colleague who owns the numbers. A consultancy head set up ChatGPT's Dot agent as an executive assistant named Hannah with its own company email, and shared an email where it asked a colleague to reconcile a USD 59,819.26 AR summary with a USD 68,523.21 invoice total, pointing out the USD 8,703.95 gap matched four new invoices dated 14 October.
FinanceAccounts receivable checksbeginnerThe prompt
You are my finance assistant. Here is my accounts receivable aging summary: [paste summary table]. Here is the itemised invoice list: [paste invoice rows with number, customer, date, amount, status]. Step 1: check that the totals agree, by customer and overall. Step 2: for every difference, find the exact invoices that explain it (e.g. new invoices, payments not yet applied, duplicates) and show the math. Step 3: list anything odd, such as invoices past [60/90] days, credit notes, or customers with negative balances. Step 4: draft a short, friendly email to [colleague name/role] that states each difference with the figures and cell or row references and asks them to confirm or correct it by [date]. Use only the numbers I gave you, and don't send anything; I will review the email first.
How to use it
- Copy the prompt above.
- Replace every [bracket] with your own details (or fill in the blanks on AgentPlaybook Real Estate, which remembers your answers for the next prompt).
- Paste it into ChatGPT, Claude, Excel and review the answer before you use it.
Works with: ChatGPT, Claude, Excel, Google Sheets
Real-world example: x.com/memorynguwi/status/2110924089477021935
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Before you use it: what to check
Already built into this prompt
- Use only the numbers I gave you, and don't send anything; I will review the email first.
Check yourself
- Check every figure, price and total against your own records before anything is sent, posted or booked. A person approves refunds, discounts, payments and price changes.
- Remove names, contact details, account numbers and other personal data the task doesn't need before you paste, and check your AI tool's data and training settings.
- Read and edit the draft before it reaches a customer or goes public. If you later automate this prompt, start with "draft and notify me", not "send automatically".
- Check names, dates, numbers and any claim against your own source material before you use the answer. AI can misread or invent details.
Using an AI agent? Download this prompt as a SKILL.md agent skill with these checks built in, or get the .zip for Claude.ai. How to install skills.
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