I am an accountant for a construction company, I also freelance blog, video edit and digital marketing. I use chatgpt almost every day. It saves me time but it makes errors that would be serious problems if I didn’t check them.
In this guide I share the prompts I use, what works, what doesn’t and how to avoid common mistakes. You don’t even need to be an accountant to use these ideas. They also work with students, bloggers, and small business owners.
Contents
- Why Asking Well Matters
- My 4-Step Prompting Process
- Real Example: Turning a Cost Report into a Simple Summary
- 10 Prompts I Use
- Mistakes to Avoid
- Privacy: What I Never Share
- Frequently Asked Questions
- Final Thoughts
1. Why Asking Well Matters
If you tell ChatGPT what you want to do, who your audience is and in what format you want it, you’ll get better answers. Compare the two requests.
Write about accounting.
Better prompt: Tell a new hire at a small business about accounts payable.Use simple english, one real life example, close with 5 points.
The first response is usually a generic one. The latter is more specific, and easier to use. That’s the same advice from the folks at OpenAI in their own prompt engineering guide: be clear and specific, and provide context.
2. My 4-Step Prompting Process
Step 1. Establish the goal. I first decide if I need an explanation or an email or a formula or a summary and then I start writing.
Step 2: Give Context. State who the reader is. I tell you what tone I want. Our payment will be three days late.
Step 3. Choose your format. Steps, table, checklist, a number of words.
Step 4. Follow Up. The first answer is rarely the right one. I’ll say “Make it shorter” or “Explain it in plain English” or “Give me a real example”.
3. Real Example: Turning a Cost Report into a Simple Summary
Project managers are typically engineers, not accountants, so they require cost reports in plain English. One of the most useful ways that I use chat gpt
My request:
This is a summary of this monthly cost report for the construction project manager who is not an accountant. I’m trying to simplify things. Emphasize the three largest cost increases. Keep it to 150 words or less.
Sample data (fake numbers, not company data)
Cost Item Budget Actual Difference Over budget Steel $40,000 $46,500 +$6,500 16.3%
Labor 55,000 58,000 3,000 5.5 %
Fuel 8,000 9,200 +1,200 15.0
Total $103,000 $113,700 +$10,700 10.4%
What will you do with a picture of a stranger?
Project costs for the month were over budget by 10.4% ($10,700). Steel had the biggest increase, $6,500 over budget or 16.3%. We were $3,000 over on labor and $1,200 on fuel. Steel and fuel have the biggest percentage increases so these two should be looked at first. I would say check these numbers with finance before you make a decision on whether the steel price has changed or if there is more material ordered
“All the time what I do is I recalculate every number in excel. In the example above 6,500/40,000 = 16.25% rounded to 16.3% If the first version is very formal I also shorten the tone and make it more direct.
Result A one minute read for a non accountant. I double check it before sending.
[Image 1: Your prompt and ChatGPT’s reply, as a screenshot. [Image with alt text: “ChatGPT makes fake construction cost report easy “]
4. 10 Prompts I Use
The problem is I’ve been so busy with other things lately I haven’t had time to do anything else.
1. Learn a New Topic
Can you explain [topic] to me like I’m five? I’m not familiar with this area. Yes! Sure, elaborate. Explain each concept in detail, provide me real life examples.
2. Practice English
Let’s be comrades in English mastery. Now ask me one at a time Simple English. I’ll reply and then correct my grammar and give me a more normal way to say it .
I use it a couple of times a week. The corrections help me see the mistakes I keep doing .
3. Write Professional Emails
Subject: [circumstance] Dear [name], I wanted to see how [situation] was going. [body] Best, [your name] To: [role/person] Be polite, precise and businesslike.
4. Summarize Long Text
Here is a simple language summary of text below: Summary : Below is a quick overview of the text: “Tell me the five main points, and anything that might need further looking into.
5. Get the Right Excel Formula
I need to write down all the costs in one category in excel. Column A is my categories and column B is my amounts. Just tell me which formula to use. Here’s an easy example. Things to Avoid.
SUMIF is the right tool for the job.
A B (Category) (Amount) 20,000 steel
Labor 15000 Steel 26500 Fuel 9200SUMIF(A2:A5,”Steel”,B2:B5) 46500
Typical errors are extra spaces in category names (e.g., “Steel “ with a space), numbers stored as text, and ranges not the same size.
[Image 2: Formula working in Excel (screenshot). Alt text: SUMIF formula to sum steel costs in Excel
6. Outline a Blog Post
Create a blog post outline for [topic] for [audience]. 5 questions the reader might ask and titles to suggest.
I use AI to get outlines I write the last article alone like from my examples
7. Write Video Descriptions
Here is a good description for a youtube video on [topic]. Add a short abstract and 5 key words.
8. Compare Two Options
I ‘m thinking of [ option A ] vs [ option B ] . | | Pros | Cons | Cost | Risks | | --- | --------- | ----------- | ----- | ----- | | A | | | | | | B | | | | | What do you recommend and why .
That also helps for the tool choice. If you want to compare different AI assistants, check out my article on the best free ChatGPT alternatives in 2026.
9. Understand Difficult Terms
What is [ accounting term ] in simple terms? To talk in simple words . Give a real world example like construction .
10. Proofread Your Own Writing
Could you proof read the below text for grammar, repetition and clarity ? Retain original meaning and reword only if necessary.
5. Mistakes to Avoid
Outdated or incorrect information. Tax rules and regulations change and we may not be aware of the latest version. See the official source. Learn more about product features in the OpenAI Help Center. See government or standards bodies for legal and accounting rules.
Wrong answers that sound right. There is not always one clear right answer.
Standard prose. No context. It could be anybody. This is corrected by entering your personal details.
- Errors in mathematics. Artificial intelligence can get math wrong , particularly long tables . Excel – Recalculate important figures
Real world example: if you ask for a summary and don’t ask for totals, the answer might round numbers or drop an item. Always double check the summary with your spreadsheet before you send it out.
6. Privacy: What I Never Share
Accounting work involves all kinds of sensitive information . I do not enter:
Bank details, or pins, or passwords
Real names of client and supplier
Actual financial statements or confidential company documents
No. I use fictitious names like “Customer A” with sample numbers after. If you work with company data check company policy first.
7. Frequently Asked Questions
Can ChatGPT do the job of an accountant?
No. It can explain concepts, write emails and suggest formulas, but it can’t be blamed for accounting decisions. Professional judgment and current standards still apply here.
Yes, you can request ChatGPT to assist you with Excel formulas. It can teach you how to write and read formulas. It can give you some examples. It can tell you how different funtions operate . Always double check the data for accuracy and context before entering to your excel sheets.
Yes, for typical tasks such as SUMIF, VLOOKUP and XLOOKUP. Always test the formula on a small sample first.
Yes, ChatGPT is free to use.
There is a free version, and there are other free tools. Like options? Check out my list of free chat GTP alternatives.
Q. May I share company data?
No, unless you have consent. Follow your organization’s policies and use dummy data.
8. Final Thoughts
ChatGPT isn’t going to do the thinking for you. It’s an instant assistant, not a substitute for your own knowledge or judgment. This is how I do it. I know what I want to do. AI helps me. I read. I’m getting better.
Pick one of these prompts and give it a try today – then adapt it for your job.
Disclaimers: This article is written for educational purposes only. This is not professional financial, accounting or legal advice. Please verify the information with official sources.
Author: Alrazaaq1 , accountant, works in a construction company that does finance, budgeting and cost control. He also freelances as a blogger, video editor and digital marketer.
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