From the AI playbook for accountants and bookkeepers

New to AI? You don't need to learn anything first. Follow the steps below: open the tool, paste the prompt, fill in the [brackets], then check the result before you use or send it. See also how to use AI at work, for beginners.

Job 4 of 19ExcelGoogle SheetsCopilot

Tidy a messy bank export before it goes into the software

Clients who do their own books send spreadsheets full of vague lines. AI can suggest categories and flag queries so you spend time only on the judgement calls.

Time: 15 minutes for a few hundred linesTool cost: you can start with a free AI tool

Copilot in Excel (included with some Microsoft 365 plans at the time of writing, with usage limits) or Gemini in Google Sheets (needs an eligible paid Workspace or Google AI plan). Use anonymised data with free chat tools.

Steps

Strip account numbers, names and anything identifying from the export.
Paste a sample with the prompt below, including your chart of accounts.
Review every suggestion. You decide what's allowable.
Import into Xero, QuickBooks, FreeAgent or Sage and reconcile as normal.

The exact prompt

Copy, paste, then fill in the [brackets]

Suggest a category for each bank line below, using ONLY this chart of accounts: [list codes and names].
Output a table: date, description, amount, suggested code, confidence (high/medium/low), and a query for the client where the line is unclear.
Don't decide whether anything is tax-deductible; flag "possibly personal" lines for me.

Lines:
[paste, anonymised]

✓ Check before you send

Low-confidence lines are checked by a person.
Personal spending isn't slipped into business costs.
Totals reconcile to the bank statement.

UK notes extra

Record-keeping rules for the self-employed: GOV.UK: Self Assessment.
Practices must also meet anti-money laundering duties, which AI doesn't replace. GOV.UK: money laundering regulations.

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑

More AI jobs for accountants and bookkeepers

Chase missing records with a clear, tailored checklist
Explain Making Tax Digital to a worried client
Turn client meeting notes into actions and a follow-up email (subscribers)
Add a one-page plain-English summary to your engagement letter (subscribers)
Escalate with clients who never send their records (subscribers)
Set up a monthly records routine that reminds clients for you (subscribers)
Turn a messy request list into a tracker clients can follow (subscribers)

See all 19 jobs in the accountants and bookkeepers playbook → · AI agent playbooks for accountants and bookkeepers →

The full playbook

Unlock the other 16 accountants and bookkeepers jobs

Every job has the full steps, the exact prompt, a check-before-you-send list and optional UK notes. We keep adding new jobs and new niches, and re-checking existing jobs, while you subscribe. Monthly, cancel anytime, instant access, no password.

Just accountants and bookkeepers

£5 a month

Every job in accountants and bookkeepers, including its agent playbooks, plus the updates we make to it.

Subscribe · £5/mo

3 niches

£12.99 a month

Starts with accountants and bookkeepers; you pick the other two (or swap later) on your account page.

Subscribe · £12.99/mo

All niches

£19.99 a month

All 81 niches, and every new one we add. Or £149 a year: save £90.88.

Subscribe · £19.99/mo or £149 a year (save £90.88)

Cancel anytime. One click in Stripe's billing page, no emails or phone calls: how to cancel.

Pay securely with Stripe. Prices include any VAT. Digital content: at checkout you ask for instant access and agree you lose the 14-day right to cancel once it starts. Terms · Privacy · Pricing · Already subscribed? Sign in