Your adviser asks about an invoice. Someone in the business knows what the expense was for, but the explanation is in an email and the document is in another folder. Small interruptions like these add up, particularly when bookkeeping happens alongside the day job.
We think the preparation of a handover deserves attention. It brings together documents and business context that the adviser needs.
Bringing existing information together
ChatGPT can analyse supplied files and present information in tables. Available file types and capabilities depend on factors including plan and settings. OpenAI’s documentation explains the basis.
One possible application is an overview of existing receipt information. This becomes more useful when an amount needs business context, such as the project a purchase relates to. The business provides the background to the expense, and ChatGPT helps prepare it for the adviser.
References to original documents make the overview useful to the adviser. When a question arises, the relevant receipt is easy to find.
Preparing questions for the adviser
Open questions can be part of a well-prepared handover. A clear question linked to the relevant document brings the information the adviser needs together.
A summary could highlight contradictory information or missing explanations. This gives the adviser a starting point for resolving the tax treatment and booking.
The OpenAI Academy for finance teams also describes how ChatGPT can support the preparation of information and follow-up questions.
What existing receipt software already does
Before adding another AI tool, it is worth speaking to your adviser. An agreed submission channel may already include receipt capture and matching.
Dext describes specialist functions for capture and possible duplicate detection. Choosing a tool involves looking at the features of your existing software and the connections your adviser works with.
We see ChatGPT as a possible addition where explanations need to be assembled from different information. Ideally, the results feed into the submission channel already agreed with the adviser.
What makes a good handover
A good handover includes the required receipts and explanations the adviser would otherwise have to ask for. The aim is fewer questions and less combined effort. The most useful overview is one agreed with the adviser.
Determining which business data may be processed in the chosen tool is part of its setup. The Austrian Data Protection Authority provides guidance.
If the main task is organising many files, our Claude Cowork overview explores that use case.