Guides › Finance & Accounting
Put every bill in the right account, every time
Build a one-page cheat sheet for which account each common supplier and cost belongs in, so posting is consistent across the team.
When to use it
Once, then update each quarter
Step by step
Export a few months of posted bills
From your accounting software, export three to six months of bills showing supplier, description, amount and the account they were posted to.
Add your chart of accounts
Export your list of accounts with their names and numbers, so the AI only uses accounts you actually have.
Ask for a consistent rulebook
Paste both into your AI assistant with this prompt.
Prompt to copyHere is our chart of accounts and [number] months of posted supplier bills. 1) For each supplier, tell me which account it is usually posted to and flag any supplier posted to more than one account, with examples. 2) Write a one-page posting guide in a table: Supplier or type of cost | Account number and name | Rule of thumb | Watch out for. 3) List bills that look miscategorised, with the account you'd expect and why. Only use accounts from the list I've given. Keep the language plain for a junior team member.Review it with whoever signs off the accounts
Go through the flagged items and the guide with your accountant or manager. Correct anything the AI got wrong before anyone uses it.
Share and keep it current
Save the guide in Google Docs or Word next to your procedures and add new suppliers as they appear.
What you get
Sparkline Telecom | 7502 Telephone & internet | Monthly bill, always this account | Hardware purchases go to equipment. Fresh Bean Coffee | 7800 Staff welfare | Office supplies only | Client meeting costs go to entertaining. Flagged: Northway Couriers posted to both 5100 and 7400.
Tips
- Ask it for the three most common mistakes in your history; they make good training examples for new starters.
- Remove employee names from expense lines before pasting, unless your organisation allows it.