Send year-end payroll checklists to clients with AI

Turn your firm's year-end payroll steps into a clear client email, a checklist and reminders so W-2s go out on time with fewer corrections.

The problem

Every December, payroll clients forget to send bonus amounts, new addresses, fringe benefits and late hires until W-2 week. The firm ends up chasing the same missing items one email at a time, and errors turn into corrected W-2s in February.

Step by step

1. 1List what you need from every payroll client before the last payroll of the year: final bonus amounts and dates, address and name changes, new hires and terminations, fringe benefits like company cars or health insurance for owners, and any contractor payments.
2. 2Paste your list and your firm's deadlines (no client names, SSNs or pay amounts) into the prompt below to get a client email, a one-page checklist and two reminder emails.
3. 3Check every deadline against IRS.gov and your payroll provider; W-2s are due to employees and the SSA by January 31.
4. 4Send the email and checklist in early December through your client portal, and schedule the reminders.
5. 5Track who has replied in a simple sheet and call anyone who hasn't answered by the second reminder.

Copy-paste prompt

I run [type of firm, e.g., a small CPA and payroll firm] with about [number] payroll clients. Before the final payroll of the year, I need clients to send: [list, e.g., bonus amounts and pay dates, employee address and name changes, new hires and terminations, owner health insurance and other fringe benefits, personal use of company vehicles, contractor payments over the year]. Our deadline for their info: [date]. Our final payroll processing date: [date]. Write: (1) a short, friendly email explaining why this matters; (2) a one-page checklist clients can fill out; (3) two reminder emails, one a week before and one the day before our deadline. Don't state tax rules or thresholds as fact; mark them [CHECK IRS.GOV] for me to verify.

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