Guides › Finance & Accounting
Answer client account questions clearly and quickly
Turn a client's question and a few account details into a friendly, accurate reply you can check and send in minutes.
When to use it
Whenever a client asks about their account
Step by step
Look up the facts first
Find the invoices, payments and balance the client is asking about in your accounting software. The AI writes the reply; the facts come from you.
Draft the reply
Paste the client's message and the key facts into your AI assistant with this prompt.
Prompt to copyWrite a reply to this client question about their account. Their message: [paste]. Facts from our records: [list invoices, dates, amounts paid, balance, anything still outstanding]. Tone: friendly, clear and professional, British English. Structure: a one-line direct answer, then a short table of the relevant invoices and payments, then what happens next or what we need from them. Keep it under 150 words. Only use the facts I've given; if something is missing, write [CHECK] instead of guessing.Check every figure
Compare each number in the draft with your records and fill any [CHECK] gaps yourself.
Send and save
Paste it into Gmail or Outlook, attach a statement if useful, and save the reply as a template if this question comes up often.
What you get
Hi Priya, your balance is £540.00. INV-2231 (2 Oct, £720.00) was part-paid with £180.00 on 15 Oct; INV-2267 (20 Oct, £360.00) is paid in full. Could you let us know when the remaining £540.00 will follow? A statement is attached.
Tips
- Use the client's reference or account number in your records, not in the AI chat; it doesn't need it.
- Don't paste client personal data, full account numbers or payroll details into a public AI tool unless your organisation allows it. Use your work-approved assistant if you have one.