AI for Accounts Clerks & Admin Staff: 5 Prompts for Your Daily Work
Excel formulas without the headache, emails chasing payments, summaries of LHDN (tax authority) circulars, meeting minutes and SOPs. Five prompts for accounts clerks, admin executives and office assistants in Malaysia.
Accounts clerks and admin staff are the people who keep the office running, and the people who do the most repetitive work: Excel formulas, follow-up emails, minutes, forms. I picked these five prompts because each one saves at least 20 minutes every time you use it.
How to use: copy into ChatGPT, Claude or Gemini, change the [ ], press Enter. If the result isn't right, reply "change part X".
1. Excel / Google Sheets formulas without the headache
I use [Excel / Google Sheets]. Column A = invoice date, column B = customer name, column C = amount (RM), column D = payment date (blank if not paid yet).
Give me formulas for:
1. The total of all unpaid invoices
2. The total of invoices more than 30 days overdue as of today
3. A list of customers who have more than 2 outstanding invoices
Explain each formula in one simple sentence, and tell me what to change if my columns are different.
If a formula gives an error: paste the error message and ask "why, and how do I fix it?".
2. Emails chasing payment (reminders 1, 2, 3)
Write 3 follow-up emails for invoice #[2291] for RM[18,500] to [client company name], payment due date [15 August]:
1. Friendly reminder (7 days late)
2. Firm reminder (30 days late), mention the contract terms
3. Final notice (60 days late), mention the next steps without making threats
Each one under 120 words, in business [Bahasa Melayu/English], professional, keeping the relationship intact. Signature: [name], [position], [company].
3. Understand LHDN / SST (sales and service tax) / EPF (retirement fund) / SOCSO (social security) circulars in plain language
Upload the PDF or paste the text:
Summarise this document for an accounts clerk at a small company (under 30 staff): what has changed, when it takes effect, what I need to do before that date, and any penalties. Use a list format. Cite the paragraph/page for each point so I can check it. If anything in the document is unclear, say "not stated". Don't guess.
"Cite the paragraph" matters: open the document and check before you act. This is not tax advice.
4. Meeting minutes from messy notes
Turn these rough notes into formal meeting minutes: Attendance, Matters Discussed (by agenda item), Decisions, Actions (owner + deadline), Pending Matters. Formal Bahasa Melayu. Mark [OWNER?] if an action has no name, and [DATE?] if there is no date. Don't add anything that isn't in the notes.
[paste notes]
5. Write an SOP for the work you do over and over
So that when you're on leave, someone else can do it:
Write a step-by-step SOP for the process "[example: staff expense claims / issuing monthly invoices / onboarding new staff]" based on my description: [describe in 5-8 sentences how you do it now, including the systems you use].
Format: Purpose, Who is responsible, Numbered steps (with the system/form used), Final check, Common mistakes to avoid. Ask me about any step that is unclear before you write.
Bonus: analysis without formulas
Claude and ChatGPT can read the Excel files you upload directly. Try: "This is a list of 6 months of expenses. Which category went up the most, and which month was the highest? Show the calculations." For office work more broadly, read Claude AI for Office Work.
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