AI for Paraplanner
A paraplanner's week disappears into chasing missing statements, checking data entry line by line, writing document summaries for the advisor and fixing paperwork the custodian rejected. By our estimate (built from O*NET tasks and the role context, not a survey) that adds up to roughly 12 to 20 hours of a 45-hour week. The guides below start with copy-paste prompts for checklists, chase drafts and task lists, then move to the AI features already inside Excel, Word, Acrobat and Google Sheets, then to dedicated setups like a firm procedures Project and a tracker digest that emails you every Monday.
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Copy a prompt, paste into ChatGPT, Claude, or Gemini
Works with any free AI chatbot, no signup needed
A file naming pattern, a folder tree, three worked file names and a list of clashes to watch for, ready to discuss with your team.
Design a file naming pattern and folder tree for our document vault. Document types: [list]. How we search: [e.g. by household, date, type]. Give the pattern, the folder tree, three worked file names like HH-112_2026-06-30_Statement_JointBrokerage, and name clashes to watch for. Use household codes only.
View full prompt →Tip: Rename nothing until the whole team agrees on the pattern. Your firm's records retention policy wins over any folder plan the chatbot suggests, so check it with the chief compliance officer first. No real client data is needed here.
A numbered checklist with a check-before-moving-on line for each step, plus questions about steps that look skipped or out of order.
Turn my rough steps for [procedure, e.g. processing a beneficiary change] into a numbered checklist. Give each step a "check before moving on" line. Then list questions about steps that look skipped or out of order. Do not add custodian or firm rules I did not mention. My steps: [type them as you do them]
View full prompt →Tip: Describe the steps in general terms with no real client details. The custodian's requirements and the firm's own rules are yours to add, because the chatbot cannot know them. Share the finished checklist with your team before it replaces the current procedure.
A grouped checklist of what to ask a new household for, each item with a one-line reason, plus a list of items your firm's own checklist is missing.
Build a document request checklist for a new planning household. Household: [ages, employment types, account types by label, business, trust, rental property]. Firm checklist: [paste it or write none]. Group by statements, tax returns, insurance, employer benefits, pension, estate documents, other. Add a one-line reason per item. Then list items my checklist lacks. State no tax rules or limits.
View full prompt →Tip: Describe the household in generic terms only. Leave out names, addresses and employer names, and use a household code. Your firm checklist and the lead advisor decide the final list, so treat the chatbot output as a prompt for things you may have missed. If it mentions a rule or limit anyway, delete it.
Three versions of a short email asking a client for documents still outstanding, in a brief, a warm and a firm but friendly tone, so you can pick one.
Draft an email asking a client for missing documents. Still needed: [document labels]. Send via: [secure upload link or portal]. Reply by: [date]. Write three versions: brief, warm, and firm but friendly. Under 120 words each, logistics only, no advice, no urgency tied to taxes or markets. End with a thank-you and sign as [advisor name's team].
View full prompt →Tip: Name documents by label, not by account number, and keep health or family details out of the prompt. The lead advisor approves the draft, and it goes out through the firm's approved, archived email, not from the chatbot. Add the real portal link yourself in your email system.
A status table of last meeting's tasks as done, open or unknown, with owner and next step, and a list of tasks that still have no owner.
Here is last meeting's task list for [household code] and what has happened since. Build a table: task, status (done, open or unknown), owner, next step. Then list tasks with no owner. Base status only on my updates and mark unknown where I did not say. Task list: [paste it]. Updates: [paste them].
View full prompt →Tip: Use the household code only, with no names or account numbers. Rows marked unknown are the useful ones, since each is a task you still have to check yourself. The advisor reviews the packet before the meeting.
A task table with owner, due date and dependency for each item, plus a short list of questions about anything the notes leave unclear.
Turn these internal meeting notes for [household code] into a table with columns: task, owner (paraplanner, advisor, client or outside professional), due date, dependency. Write [due] where the notes give no date. Add nothing that is not in the notes. List anything ambiguous as questions under the table. Notes: [paste notes, household code only]
View full prompt →Tip: Use the household code instead of client names, and leave account numbers out of the notes. This is the internal list. The client follow-up email is a separate job that belongs to the advisor. Check each row against your notes before it lands in the tracker, because a missing owner is easier to fix now than later.
A list of questions about unclear or missing provisions, each tied to the section that raised it, plus the documents to request from the attorney.
Below is my redacted summary of an estate document, using roles like Trustee and Child 1 in place of names. List questions for the estate attorney about unclear or missing provisions, each tied to the section that prompted it. Then list documents to request. Do not interpret legal effect. Summary: [paste it]
View full prompt →Tip: Build the summary yourself from the document, using roles in place of names, and leave out addresses and account numbers. The model must not explain what a provision means legally. Ask the attorney. The advisor approves the list before it is sent.
A reason-by-reason reading of a not-in-good-order rejection, with what to check on the form and a question for the custodian's service team where the reason is unclear.
Here is a custodian rejection for a [form type] marked not in good order: [paste the reason text only, no names, account numbers or amounts]. For each reason, say what it commonly points to, what to check on the form and supporting documents, and one question for the service team if unclear. You do not know this custodian's current requirements. Say so.
View full prompt →Tip: Paste only the rejection wording. Strip client names, account numbers and amounts before you do. The model has never seen your custodian's current rules, so confirm every fix against the custodian's own form instructions or its service team before you resubmit.
Your rough internal note laid out in the firm's own CRM note template, with unknown marked in any field the note does not cover and a list of those gaps.
Rewrite my rough note into our CRM note format. Format: [paste the firm's note template]. Rough note: [paste it, household code only, no names or account numbers]. Fill each field only from the note. Write unknown in any field the note does not cover. Add nothing. End with a short list of the unknown fields.
View full prompt →Tip: Keep names, account numbers and health details out of the rough note, and use the household code. Read the result against your original note, since a chatbot sometimes fills a blank field with a guess even when told not to.
A numbered list of neutral, answerable questions grouped by topic, each with a note on which document would help the CPA respond.
Draft questions for a client's CPA. Topic: [planning topic in general terms, e.g. a Roth conversion the advisor is modelling]. The advisor wants to confirm: [list]. Output a numbered list grouped by topic. Each question neutral and answerable, with the document that would help the CPA answer. State no tax rules, limits or outcomes. Household: [code only].
View full prompt →Tip: The advisor edits and approves the questions before anything goes to the CPA. Keep client names and identifiers out of the prompt. If the chatbot slips in a tax statement, remove it, because the CPA answers those questions and a chatbot may be out of date.
A plain, factual file note covering the date, contact type, attendees, the client's question, the advisor's decision as you state it and the next steps.
Write a compliance file note from these facts only: date [date], type [meeting or call], attendees by role [roles], client asked [question], advisor decided or recommended [as I state it], next steps [list]. Use plain factual sentences. Do not add any recommendation, reason or rule I did not give. Mark gaps as [missing].
View full prompt →Tip: Use roles and a household code, not names. Your chief compliance officer's policy decides what a file note must contain and where it is kept, so match the output to that policy before you save it. Delete any sentence that states a reason you did not supply.
A plain explanation of a study topic from your own notes, one worked example with simple arithmetic, and five practice questions with the answers held back.
Explain this CFP topic: [topic]. Use only my pasted notes plus general knowledge, and flag any general knowledge as such. Notes: [paste passage]. Then give one invented example with correct arithmetic and five practice questions. Hide the answers until I reply with mine.
View full prompt →Tip: Check every answer against the official study materials. Limits and rules change every year, and a chatbot may be out of date. Use this for your own learning only, never to explain anything to a client.
A countdown checklist that works back from the meeting date, with an owner for each task and the days before the meeting it falls due.
Build a countdown checklist for annual review prep working back from [meeting date]. Use markers at [e.g. 21, 14, 7 and 2 days] before. What we prepare: [list]. Lead times: [list]. Output a table: days before, task, owner. Add no regulatory items I did not list.
View full prompt →Tip: List your own lead times, since the chatbot cannot know how long your custodian reports take. Check the dates it works out against a calendar. This prompt needs no client data, so use a household code if you add one.
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Recommended Tools
5Ranked by relevance for paraplanner
- 1
ChatGPT
Build a Document Request Checklist for a New Household, Decode a NIGO Rejection into Fix Steps + 1 more
BeginnerVerified Oct 2026 - 2
Claude
Turn Meeting Notes into a Task List with Owners, Firm Procedures and NIGO-Fix Knowledge Base in a Claude Project + 2 more
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Microsoft Excel
Tie Out Statement Figures with Copilot in Excel
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Adobe Acrobat
Summarize an Insurance Policy PDF in Adobe Acrobat
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Zapier
Weekly Paperwork Tracker Digest with Zapier
AdvancedVerified Oct 2026
Common questions
- What is the best AI tool for a paraplanner?
- 1. ChatGPT: Build a Document Request Checklist for a New Household, Decode a NIGO Rejection into Fix Steps + 1 more. 2. Claude: Turn Meeting Notes into a Task List with Owners, Firm Procedures and NIGO-Fix Knowledge Base in a Claude Project + 2 more. 3. Microsoft Excel: Tie Out Statement Figures with Copilot in Excel.
- How can a paraplanner use ChatGPT or another AI chatbot?
- Start with copy-paste prompts that work in any free chatbot. For example: A countdown checklist that works back from the meeting date, with an owner for each task and the days before the meeting it falls due. A plain explanation of a study topic from your own notes, one worked example with simple arithmetic, and five practice questions with the answers held back. A plain, factual file note covering the date, contact type, attendees, the client's question, the advisor's decision as you state it and the next steps.
- Do I need technical skills to start?
- No. Level 1 prompts work in any free AI chatbot with no signup beyond the chatbot itself: copy the prompt, fill in the bracketed details, and paste it in. Later levels add AI features in tools you already use, then dedicated AI tools and automation.
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