If you are anything like me, you might be feeling a little overwhelmed by the explosion of Artificial Intelligence (AI) lately. It seems like it’s everywhere, and while I really value efficiency, it’s hard to know where to start.
I’m a big believer that we shouldn’t be scared of AI; instead, we should view it as a tool that helps us work smarter.
If you want to make these tools work for you but don’t want to get lost in the tech, here are three simple, first steps you can take to integrate AI into your bookkeeping business today.
1. Get AI Help with Formal Writing
One of the easiest entry points for AI is using it to draft communications. As bookkeepers, we often have to send emails that require a delicate balance of professionalism and clarity—like a price increase letter.
Writing a letter to your clients stating that your retainer is moving from $500 to $550/month can be stressful. You want to be firm but polite. This is where tools like ChatGPT shine.
How to do it: Simply type a prompt into ChatGPT, such as:
“Write a price increase letter between Morgan with Fine Points Bookkeeping and her clients to state that in 2024 the retainer prices will move from $500 a month to $550 a month.”
The Secret Sauce: Refinement The first draft AI gives you might be too long or too stiff (“…it has been a pleasure serving your esteemed company…”). Don’t settle for the first result! You can talk back to the AI. Tell it:
“Make it two paragraphs and more casual.”
It will rewrite the text to sound more human (“…Now on to the nitty-gritty…”). You can use this method for website policies, “About Me” pages, or even drafting client contracts (though always run legal documents by a lawyer!).
Remember: Use the AI output as a starting point, then use your own brain to tweak it.
2. Use AI for Research and “Fact-Checking”
The second step is using AI to help with accuracy and research. This goes beyond just writing emails; it’s about finding answers to specific client scenarios.
First, Train the AI to Sound Like You You don’t want your content to sound like a robot or a generic corporation. Give the AI context before you ask it to write. Try a prompt like this:
“I am a bookkeeper who helps others start businesses. My tone is friendly, conversational, and simple. Please write an ‘About’ page for my website.”
Using AI for Technical Questions Instead of just Googling, try asking ChatGPT specific tax or categorization questions to get a direct answer. For example:
“My client is a farmer in Oregon. Is her water bill a business expense? Where can I find that information?”
The paid versions of these AI tools can sometimes access more specialized data, but even the free versions can point you toward the IRS website or state-specific resources. Always verify the information, but let AI do the heavy lifting of finding the source data for you.
3. Choose One AI App for Daily Tasks
If you aren’t ready to prompt a chatbot, you can simply start using software that has AI built-in. Don’t try to learn them all at once—just pick one. Here are three to consider:
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QuickBooks Online: If you use QBO, you are already using AI! QuickBooks uses artificial intelligence to categorize transactions, import bank statements, and read check images. They have improved significantly over the last decade, making our data entry much faster.
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Fireflies.ai: This is a great tool for client meetings. It joins your Zoom calls, records them, and provides a transcript. Even better, you can search the transcript later. If you forget what a client said about their invoicing process two weeks ago, you can just search the keyword “invoice” and find the answer instantly.
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Karbon: This is a practice management tool with strong email capabilities. It can summarize long email threads into actionable bullet points and even help draft replies, keeping your inbox from becoming a nightmare.
The Bottom Line
You don’t need to be a tech wizard to use AI. Start small: draft a difficult email, research a tricky expense, or lean into the features your software already has.
AI is here to help us be better bookkeepers, not to replace us.
Are you already using AI in your bookkeeping business? Let me know in the comments what tools you are finding helpful!
