40 ChatGPT Prompts for Small Business Accounting and GST

A good prompt saves ten minutes; a vague one wastes them. Below are 40 prompts written for Indian shop owners, traders and small manufacturers. Copy them, change the figures in brackets, and paste them into ChatGPT, Claude or any AI chat app. The first six groups work in the free plans. The last group needs the AI connected to your books.

How to write an accounting prompt that works

Put four things in one message:

1. The job: write, explain, compare, plan, check.
2. The real figures: amounts, days, rates, quantities.
3. Who it is for: a customer, a supplier, your staff, yourself.
4. The format: “a WhatsApp message under 60 words”, “a table”, “five bullets”, “in Hindi”.

Bad: “Write a payment reminder.” Good: “Write a polite WhatsApp reminder in Hindi to a customer whose ₹8,500 bill is 45 days overdue. Ask for payment this week. Under 60 words.”

Payment reminders and dues (1–7)

1. “Write a polite WhatsApp reminder in [Hindi/English] for a ₹[amount] bill that is [days] days overdue. Ask for payment by [date]. Under 60 words.”
2. “Write a firmer second reminder for the same bill, still respectful, mentioning that new orders will need advance payment.”
3. “Write a short thank-you message for a customer who cleared ₹[amount] of old dues today.”
4. “Give me a script for a phone call asking a regular customer to clear ₹[amount] pending for [days] days without hurting the relationship.”
5. “Suggest five credit rules for a [trade] shop: credit limit, days, who can approve, when to stop credit.”
6. “Explain receivable ageing (0–30, 31–60, 61–90, 90+ days) in simple words and why the 90+ bucket matters.”
7. “Draft a message asking a customer to confirm their account balance of ₹[amount] as on [date].”

For the full method, read how to keep udhaar records.

GST questions (8–14)

8. “Explain CGST + SGST vs IGST with a ₹10,000 sale inside my state and one to another state, at 18%.”
9. “What are the mandatory fields on a GST tax invoice under Rule 46? Give them as a checklist.”
10. “Explain the difference between a bill of supply and a tax invoice, with a shop example.”
11. “When is an e-way bill needed for goods worth ₹[amount] going [distance] km to another state?”
12. “Explain GSTR-1 and GSTR-3B in simple words: what each one reports and the usual due dates.”
13. “A supplier’s bill is missing from my GSTR-2B because they used the wrong GSTIN. What are my options?”
14. “Explain reverse charge on goods transport agency (GTA) services for a small trader.”

AI answers on tax can be outdated. Check every rule against the official source or your CA; our guides link to the CBIC rule text, for example GST invoice format and GSTR-1 vs GSTR-3B.

Pricing and margins (15–20)

15. “My cost is ₹[cost] before GST. I want a [x]% margin. Show the selling price before GST, the GST at [rate]% and the final price, step by step.”
16. “Convert a [x]% markup into margin, and explain why they differ.”
17. “If I give a 10% discount on an item with a 20% margin, how much of my profit is left? Show the working.”
18. “Suggest three price points for a [product] costing ₹[cost], for retail, wholesale and bulk buyers.”
19. “Make a table of selling prices for costs ₹100 to ₹1,000 in steps of ₹100 at a 25% margin.”
20. “Explain gross margin vs net margin for a shop with ₹[sales] sales, ₹[cost] cost of goods and ₹[expenses] expenses.”

More on this in margin vs markup.

Quotations, invoices and terms (21–26)

21. “Write five lines of terms for a wholesale quotation: valid 15 days, 50% advance, delivery in 7 days, GST extra.”
22. “Write a polite email sending a quotation for [items] to [company], asking for confirmation by [date].”
23. “Write the payment terms line for an invoice: due in 30 days, 2% per month interest after that.”
24. “Explain the difference between a proforma invoice and a tax invoice for a customer who asked for one.”
25. “Write a message telling a customer their order is dispatched with delivery challan number [no] and e-way bill [no].”
26. “Draft a reply to a customer who says the GST on their bill is too high, explaining the rate and the tax split.”

To make the actual quotation or bill, use a free invoice generator or your billing software; a chat answer is not a numbered GST invoice.

Stock and purchase (27–32)

27. “Explain reorder level, safety stock and lead time with an example: I sell 40 units a week and the supplier takes 6 days.”
28. “Write a purchase order message to a supplier for [items and quantities], delivery by [date], rates as per last bill.”
29. “List the checks I should do before entering a supplier’s bill: GSTIN, HSN, rate, quantity, totals.”
30. “Suggest a monthly stock-count routine for a shop with [number] items and two staff.”
31. “Explain FIFO and weighted-average cost in simple words with a small example.”
32. “How should I handle damaged stock in my books? Give the steps, not the law.”

Cash flow and planning (33–36)

33. “Make a monthly checklist for a GST-registered shop: returns, supplier payments, salary, stock count, bank reconciliation.”
34. “My monthly sales are ₹[x], expenses ₹[y], and customers take [days] days to pay. Explain how much working capital I need, step by step.”
35. “Give me five ways to improve cash flow in a [trade] business without raising prices.”
36. “Explain the difference between profit and cash in the bank with a shop example.”

Prompts that use your real books (37–40)

These only work when the AI can read your billing software. Plain ChatGPT has no idea what your sales or dues are and will invent an answer. Ask them in VyapRise AI, the assistant inside VyapRise, or in ChatGPT or Claude with the VyapRise connector switched on, and it answers from your live records:

37. “Show my VyapRise dashboard for this month.” Sales, purchases, receivables and GST come back as a summary; with the connector in ChatGPT or Claude they appear as cards and charts.
38. “Who owes me money and how much is overdue?” Answered from your receivables and ageing.
39. “What was my GST payable last month?” and “Which items are low on stock?”
40. “Add this purchase bill to VyapRise” with the supplier’s bill photo attached. VyapRise matches the supplier and items, works out the GST and shows the full bill; it saves only when you confirm: press Save in VyapRise AI, or reply yes in ChatGPT or Claude.

The same chat can prepare an invoice (“Make an invoice for Demo Traders: 10 Cotton Shirts”) or record a payment received, again as a preview first. The AI cannot delete anything, change settings or move money. Setting it up takes about two minutes from Settings › AI Assistants; ChatGPT needs a Business, Enterprise or Edu plan for the full connector (Pro can only read), while Claude works on any plan. The connector is part of the Pro plan. For what AI can and cannot do in your books, see AI accounting software in India.

Three habits that keep AI answers safe

• Ask for the working. Add “show each step” to any calculation and check one line yourself.
• Share less. Write “the customer” instead of a name, phone number or GSTIN unless the task needs it, and check your AI app’s data settings.
• Let software keep the books. Use the chat to write and to ask; keep invoices, stock and GST in your billing software, where numbering and tax are checked.

Sources

The official pages behind this guide (links checked 31 October 2026):

• OpenAI Help Center: connecting custom MCP servers in ChatGPT: which ChatGPT plans can add a connector
• Claude Help Center: custom connectors using remote MCP: which Claude plans can add one
• Model Context Protocol: the open standard connectors use
• VyapRise privacy policy: what VyapRise AI sends to Anthropic and how long chats are kept