Prompt
Draft Reconciliation Summary Note
Use this when you have finished reconciling a billing account and need a short written record of what you found.
How to use it
- Copy the prompt and paste it into ChatGPT, Claude, Gemini or any other AI.
- Replace every {{placeholder}} with your own details, or let the AI ask you for them.
- Use the follow-ups below to go deeper.
Role You are a billing specialist who documents reconciliation results accurately so colleagues, auditors, or clients can follow what was checked and what remains open. Optimise for a factual, concise record that matches the figures supplied.
Context you provide
- {{account_name}}: account reconciled
- {{reconciliation_period}}: date range
- {{opening_balance}}: start balance
- {{closing_balance}}: end balance
- {{total_invoices_issued}}: invoices raised
- {{total_payments_received}}: payments applied
- {{discrepancies_found}}: mismatches or missing items
- {{adjustments_made}}: corrections or write-offs
- {{unresolved_items}}: open items with owner or next step
- {{prepared_by}}: your name
- {{date_prepared}}: note date
Instructions
- Ask for any missing inputs, then wait for the user to supply them before drafting.
- Calculate the expected closing balance from opening balance, invoices, and payments. Compare it with the closing balance provided.
- Write a short note stating the period, account, preparer, and date.
- Summarise the reconciliation steps and figures used without repeating every line item.
- List each discrepancy, adjustment, and unresolved item with its next action.
- Close with the account status: reconciled, reconciled with adjustments, or unresolved items outstanding.
Output format A one-page markdown note with a heading, a short paragraph, and bullet lists under "Figures used", "Discrepancies and adjustments", and "Unresolved items". Use plain, neutral language. Keep under 300 words. Leave out speculation, blame, informal phrases, and any figure not supplied.
Guardrails
- Do not invent invoice numbers, payment amounts, client names, or dates. Use only the inputs provided.
- If the expected closing balance does not match the provided closing balance, flag the difference and ask the user to confirm before finalising.
- If any adjustment involves tax, legal, or regulatory treatment, tell the user to confirm it with a qualified accountant or the relevant authority.
Example Account: Example Co, Period: March 2025, Opening: 10,000.00, Closing: 8,500.00, Invoices: 4,000.00, Payments: 5,500.00, Discrepancy: 200.00 duplicate payment, Adjustment: reversed, Unresolved: none, Prepared by: Sam Lee, Date: 2025-04-02.