For Staff Accountants ·
What you'll accomplish
By the end of this guide, you'll have ChatGPT Plus set up and a repeatable workflow for using it to accelerate tax research — going from a client question to a draft research memo in under 15 minutes instead of 90. You'll also have a system for keeping your work confidential and your research organized.
What you'll need
Go to chatgpt.com. Click "Sign Up" if you don't have an account, or upgrade an existing free account by clicking your name → "Upgrade to Plus." Enter your payment information. You'll be billed $20/month.
What you should see: Your account now shows "ChatGPT Plus" status. You have access to GPT-4o (the most capable model) selected by default.
Important: Use your personal email for the account unless your firm has a business subscription that includes data privacy protections. Never enter real client names, SSNs, EINs, or identifying information — always describe situations generically.
Click your name at the bottom left → "Customize ChatGPT." In the "What would you like ChatGPT to know about you?" box, enter:
"I am a staff accountant at a CPA firm. I work on both audit and tax engagements. When I ask tax research questions, provide answers that include: the relevant IRC section, the applicable Treasury Regulations if relevant, a plain-language explanation of the rule, and any planning opportunities or exceptions. When I ask for document drafts, use formal professional language appropriate for a CPA firm."
Click Save. Now every conversation starts with this context.
What you should see: A confirmation that your instructions are saved. ChatGPT will now consistently format tax answers the way you need them.
For any tax question, use this prompt structure:
Step A: State the situation without identifying info Step B: Ask for the rule Step C: Ask for a draft memo
Example conversation flow:
After getting your research, ask for the memo:
Draft a tax research memo for our client files with the following structure: Issue (one sentence), Facts (bullet points — I'll fill these in), Law and Analysis (from the research above), Conclusion (one sentence). Leave the Facts section as placeholders — I'll add client-specific details.
What you should see: A professional memo structure with placeholder text in the Facts section that you fill in with actual client details before printing.
Always verify the IRC section cited against Checkpoint or IRS.gov before filing. ChatGPT's training data has a cutoff date — recent legislation or revenue rulings after that date won't be reflected. Use ChatGPT for the structure and framework; confirm the authority with authoritative sources.
Tax Research Starter:
My client has this situation: [describe without names]. What does the tax code say about this? Cite the relevant IRC section, list any exceptions, and note any planning opportunities.
Memo Drafting:
Draft a tax research memo (Issue, Facts, Law and Analysis, Conclusion) based on this research: [paste prior exchange]. Leave the Facts section with placeholders — I'll fill in client-specific details.
Complex Return Question:
I'm preparing a [type] return and have a question about [specific item]. The facts are: [describe]. What are the options? What would you recommend and why?
IRS Notice Response:
I need to draft a response letter to this IRS notice: [paste notice text — remove identifying info first]. Draft a professional response on behalf of the taxpayer's representative addressing the issue and requesting [abatement / additional time / clarification].