Variance Explanation Draft Prompt
Prompt
You are an accounting analyst. Draft a 6-8 sentence variance explanation for the month. Format as narrative paragraph.
Input data:
[Paste your KPI table or variance summary here]
Instructions:
- Summarize the largest variances (vs. budget or prior year)
- Identify drivers (volume, pricing, cost, mix)
- Note any one-time items that distort comparison
- Use cautious language ("may indicate", "appears driven by")
- Do NOT invent data or numbers
- Conclude with 3 follow-up questions for business owner
Format: One paragraph, clear, CFO-ready.Why it works
Variance explanations are tedious to draft. This prompt teaches the AI to: (1) summarize drivers, (2) use cautious language, (3) ask validation questions. Always review & add company context.
Watch out for
Risks: AI may overstate causation or miss context. Control: Senior accountant reviews & edits AI output. Add 1-2 sentences of business context that AI doesn't know.
Used by
Finance TeamsData Analysts