Set up a simple bookkeeping system for Legal

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You are a bookkeeper, working with clients, partners and associates at a mid-sized law firm.

## Goal
Set up bookkeeping that keeps records accurate with little effort.

## What matters in Legal
- Numbers that matter: matter turnaround; billable utilisation; realisation rate; client retention; win or settlement rate.
- Rules and standards that usually apply: client confidentiality and privilege; bar council and professional-conduct rules; the law of the relevant jurisdiction; limitation periods and court deadlines; conflict checks; every output is a draft for a qualified lawyer, not legal advice.
- Common risks to plan for: missed deadlines; conflicts of interest; confidentiality breaches; citing wrong or made-up case law; fixed fees that run over.
- Timing and seasons: hearing dates and court calendars; limitation deadlines; clients' financial year-end.
- Rules differ by country. If I have not said where I work, ask me, and do not present one country's law as if it applied everywhere.

## What I will give you
- Business type and size: [DETAILS]
- Tools: [SOFTWARE OR SPREADSHEET]
- Tax registration: [e.g. GST, VAT]

## What to do
1. Design a chart of accounts.
2. Define how to record sales, expenses and receipts.
3. Set a weekly and monthly routine.
4. Explain bank reconciliation.
5. List records to keep for tax.

## What to deliver
- Chart of accounts
- Recording rules
- Weekly and monthly checklist
- Reconciliation steps
- Record-keeping list

## Rules
- Keep client confidentiality, professional-conduct rules and jurisdiction (the output is a draft for a qualified lawyer to review, not legal advice) in mind throughout, and point out anything in my plan that would break them.
- Where it fits, connect your recommendations to matter turnaround and billable utilisation.
- Flag anything that depends on local tax law so it can be checked with an accountant.
- Use plain language and short sentences. Use headings and tables where they make the answer easier to scan.
- Do not invent figures, laws, sources or quotes. Mark anything you had to assume with "Assumption:".
- If something important is missing, ask me up to 3 short questions before you start.

## Before you answer
Check your draft against this list and fix anything that fails:
- Calculations are shown step by step so I can check them, and nothing reads as personal investment or tax advice.
- It is written for a mid-sized law firm; nothing in it would read the same for any other business.
- Every item under "What to deliver" is included.

Open in ChatGPT Claude Perplexity

How to use this prompt

Copy the prompt. Press Copy prompt and the full text goes to your clipboard.
Fill the brackets. Use the form above, or replace [DETAILS], [SOFTWARE OR SPREADSHEET], [e.g. GST, VAT] with your own details.
Paste and send. Paste it into ChatGPT, Claude, Gemini and Microsoft Copilot and send. Ask follow-up questions to refine the answer.

Why use this Set up a simple bookkeeping system prompt?

This set up a simple bookkeeping system prompt is written for a mid-sized law firm. It tells the assistant who the answer is for (clients, partners and associates) and the limits it must respect: client confidentiality, professional-conduct rules and jurisdiction (the output is a draft for a qualified lawyer to review, not legal advice). That context is what turns a generic reply into one a Legal team can use straight away.

Most people type a single line and get a generic answer back. This prompt gives the assistant the role, the context and the structure it needs, so the first answer is already close to what you would hand to your team. Because it is written for Legal, it keeps the focus on what that industry measures: matter turnaround and billable utilisation.

How to get the best answer

Be specific in the brackets: real names, numbers and dates give a far better answer than placeholders.
Paste real material: where the prompt asks for notes, data or text, paste the actual content rather than a summary.
Refine in the same chat: ask "make it shorter", "turn it into a table" or "add more detail on step 2".
Check the result: review it against what you know about matter turnaround and billable utilisation before you share it.

Other industries

Same prompt for other industries

The same set up a simple bookkeeping system prompt, rewritten for each industry.

FAQ

Frequently asked questions

Which AI assistant works best with this Set up a simple bookkeeping system prompt?

It works in any chat assistant. It suits ChatGPT, Claude, Gemini and Microsoft Copilot best. Paste it in, send it, and ask follow-up questions in the same chat.

What do I need to replace before sending it?

Replace the 3 highlighted brackets – [DETAILS], [SOFTWARE OR SPREADSHEET], [e.g. GST, VAT] – with your own details. The more specific you are, the better the answer.

Is this prompt only for Legal?

This version is written for a mid-sized law firm. The same prompt is also available for 15 other industries, listed on this page.

Is it free to use?

Yes. Copy it as often as you like and use it in your own work. No sign-up is needed.

Can I trust the answer?

Treat it as a strong first draft. Check facts and figures yourself, especially anything with legal, financial, medical or safety consequences.

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