ChatGPT Projects: Smarter Workflows for Accountants

If you’ve ever felt overwhelmed by the endless list of chats in ChatGPT — you’re not alone.

I use ChatGPT every day. And before Projects came along, I found myself constantly renaming chats, searching for conversations, or worse — uploading the same documents over and over again.

But there’s a better way now.

Watch the full video on this topic here.

What Are ChatGPT Projects?

Projects are like smart workspaces inside ChatGPT. At first glance, they look like simple folders where you can store related chats. But OpenAI went much further.

With Projects, you can also:

• Store important files you want GPT to reference
• Set custom instructions that apply to every chat in that project
• Keep everything neatly organised and easy to find

If you're running an accounting firm, this is a game-changer.

Why Accountants Should Use Projects

Here’s the thing — GPT is powerful. But it works best when you give it context.

Projects let you build that context once, and reuse it across multiple chats.

Here’s how I use them:

• Advisory reports — GPT has access to our templates, sample outputs, and style guides
• Marketing copy — I’ve trained a project with our customer avatars, testimonials, and writing style
• Year-end checklists — Complete with files and past chats so nothing gets missed

And once it’s set up, my team and I never have to start from scratch again.

Key Features You Shouldn’t Miss

Here’s what makes Projects so useful:

1. Project Instructions

Think of this as your systems prompt. You can tell GPT exactly:

• Who it’s writing for
• What role it should play (e.g. financial analyst, marketing expert)
• How it should format the output

These instructions apply across every new chat in the project.

2. Project Files

Upload your:

• Business plans
• Financial templates
• Client personas
• Testimonials

Now, when you start a new chat, GPT automatically uses those files for reference — no re-uploading.

3. Canvas Output

Want everything in a visual split-screen with editable side-by-side results? Just set “Always use Canvas” in your instructions.

Step-by-Step: How to Set Up a Project

Here’s how to do it:

1. Go to the Projects tab and click New Project
2. Name it clearly — e.g. “Strategic Planning – 2025”
3. Open the Instructions tab and write a clear description of the role GPT should take
4. Add your most important documents under Project Files
5. Start chatting inside the project — all your context is ready to go

Simple. Efficient. Powerful.

Use Cases for Accounting Firms

Here are a few ideas to get started:

• Client onboarding — Upload your onboarding checklist, welcome email templates, and SOPs
• Cash flow planning — Create reports from client data, analyse trends, suggest improvements
• Email management — Draft email replies with tone and voice specific to your firm
• Marketing strategy — Generate blogs, newsletters, and campaign ideas

Projects aren’t just about saving time. They help you deliver better, more consistent work.

What’s New with Projects?

OpenAI recently added even more features to Projects:

• Memory across chats – GPT can now remember things from previous project chats
• Project sharing – You can now share chats from inside a project
• Voice mode support – Ask GPT questions using your voice
• Deep research – Let GPT conduct detailed research directly within a project

It just keeps getting better.

Pro Tip

Use a standard prompt to generate your project instructions.

This helps you set clear roles, define your goals, and upload the right files — so GPT performs exactly how you want it to.

FAQ

Can I share a full project with my team?

Not yet — but you can share individual chats. You can also create a shared custom GPT if needed.

Do I need a paid plan to use Projects?

Yes — you’ll need at least ChatGPT Plus. Projects are not available on the free plan.

Can GPT see my old chats in a project?

Yes — thanks to the new memory feature. It can now reference prior chats from the same project, making it even more intelligent.

Want to Learn More?

If you want to stay ahead of AI and learn how to use it in your firm…

👉 Join my free community: ChatGPT for Accountants & Bookkeepers

You’ll get:

• News and Updates in the world of AI
• Free Video Training Courses
• Reminders and Recordings of Live Training Events
• A growing Community of forward-thinking professionals

Final Thoughts

If you’re running an accounting firm and want to get more out of ChatGPT — start using Projects. It helps you stay organised, saves time, and produces more relevant, tailored results.

And once you’ve used Projects for a week, you won’t want to go back.

Check out the full video I did on this topic here.

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The Value Pricing Academy Team