Smarter Week

AI and automation by role

How Controllers / accounting managers can use AI and automation

Below are 15 common tasks for Controllers / accounting managers, most common first. For each one you get the best fix (AI, automation, a feature in software you already have, or a simpler process), the steps to set it up and, for AI fixes, a prompt to copy.

Also called: Financial Controller, Accounting Manager, Assistant Controller, Chief Accountant, Head of Accounting

Find your own hour leaks, free See the fixes

Task 1 · typically 480 min, once a month

Get through the month-end close crunch

Software featureBest fix

Run the close from a shared checklist with owners and due dates

A close checklist shows who owns each step, what is late and what is ready for review, so the controller stops asking.

Typically saves about 25% of the time2 h to set up
  1. 1Write every close task with an owner, a reviewer and a due day (e.g. Day 3).
  2. 2Put it in FloQast, Numeric or BlackLine, or a shared Planner, Asana or Smartsheet template.
  3. 3Attach the support to each task so review and audit use the same place.
  4. 4After each close, note what slipped and fix one thing next month.

Tools: FloQast · Numeric · BlackLine · Microsoft Planner, Asana or Smartsheet

One more way to fix it
Process fix

Set hard cut-offs and accrue instead of waiting

Most close delays come from waiting on late invoices and inputs. Clear cut-off dates and a materiality threshold let you book estimates and move on.

Typically saves about 20% of the time1 h to set up
  1. 1Publish a close calendar: cut-off for invoices, expenses and payroll inputs.
  2. 2Agree a materiality threshold below which you accrue an estimate rather than wait.
  3. 3Move work out of close week: reconcile bank and cards weekly.
  4. 4Hold a 20-minute review after each close to remove one bottleneck.

Tools: Shared calendar · Close checklist

How to automate this task

Task 2 · typically 45 min, a few times a week

Review and sign off the team's entries and reconciliations

Software featureBest fix

Run the close from a shared checklist with owners and due dates

A close checklist shows who owns each step, what is late and what is ready for review, so the controller stops asking.

Typically saves about 25% of the time2 h to set up
  1. 1Write every close task with an owner, a reviewer and a due day (e.g. Day 3).
  2. 2Put it in FloQast, Numeric or BlackLine, or a shared Planner, Asana or Smartsheet template.
  3. 3Attach the support to each task so review and audit use the same place.
  4. 4After each close, note what slipped and fix one thing next month.

Tools: FloQast · Numeric · BlackLine · Microsoft Planner, Asana or Smartsheet

One more way to fix it
AI

Have AI compare two exports and list what does not match

Upload the ledger detail and the bank or sub-ledger export; AI lists unmatched items and likely reasons such as timing, duplicates or transposed digits.

Typically saves about 40% of the time10 min to set up
  1. 1Export both sides to CSV or Excel. Use only your company-approved AI account.
  2. 2Upload both files to ChatGPT, Claude or Copilot in Excel with the prompt below.
  3. 3Ask it to show the formula or matching logic it used.
  4. 4Check each proposed match yourself before booking any adjustment.
Prompt to copy
File A is our [GL ACCOUNT] detail for [PERIOD]. File B is the [BANK STATEMENT / SUB-LEDGER]. Match items between them by amount and date (within [N] days) and reference where possible. Return: 1) matched pairs, 2) items only in A, 3) items only in B, 4) likely explanations for each unmatched item (timing, duplicate, transposed digits, split payment). Show the total difference and confirm it equals [EXPECTED DIFFERENCE].

Tools: ChatGPT or Claude with file upload · Copilot in Excel

How to automate this task

Task 3 · typically 240 min, once a month

Reconcile balance sheet accounts at month end

Software featureBest fix

Use reconciliation software instead of spreadsheet recs

FloQast, Numeric, BlackLine and similar tools pull balances directly, auto-match transactions, and keep sign-off and support in one place for the auditors.

Typically saves about 45% of the time8 h to set up
  1. 1List your reconciliations and how long each takes.
  2. 2Start with the high-volume ones (bank, credit card, intercompany, clearing accounts).
  3. 3Trial FloQast, Numeric, BlackLine or Trintech Cadency, or the reconciliation module in your ERP.
  4. 4If budget is tight, build one Excel template with Power Query that pulls both sides and flags differences.

Tools: FloQast · Numeric · BlackLine · Trintech Cadency · Excel Power Query

One more way to fix it
AI

Have AI compare two exports and list what does not match

Upload the ledger detail and the bank or sub-ledger export; AI lists unmatched items and likely reasons such as timing, duplicates or transposed digits.

Typically saves about 40% of the time10 min to set up
  1. 1Export both sides to CSV or Excel. Use only your company-approved AI account.
  2. 2Upload both files to ChatGPT, Claude or Copilot in Excel with the prompt below.
  3. 3Ask it to show the formula or matching logic it used.
  4. 4Check each proposed match yourself before booking any adjustment.
Prompt to copy
File A is our [GL ACCOUNT] detail for [PERIOD]. File B is the [BANK STATEMENT / SUB-LEDGER]. Match items between them by amount and date (within [N] days) and reference where possible. Return: 1) matched pairs, 2) items only in A, 3) items only in B, 4) likely explanations for each unmatched item (timing, duplicate, transposed digits, split payment). Show the total difference and confirm it equals [EXPECTED DIFFERENCE].

Tools: ChatGPT or Claude with file upload · Copilot in Excel

How to automate this task

Task 4 · typically 240 min, once a month

Build the monthly management or board pack

Process fixBest fix

Freeze the board pack format and link it to the source

When the pack layout stays the same and the tables are linked to the data, each month you only update commentary.

Typically saves about 35% of the time3 h to set up
  1. 1Agree the pages and KPIs with the CEO or board chair and stop changing them monthly.
  2. 2Link tables and charts in PowerPoint to the Excel source, or build them in a reporting tool.
  3. 3Keep a one-page "what changed" section for new requests.
  4. 4Draft commentary with AI from the numbers, then review.

Tools: Excel and PowerPoint linked objects · Power BI · Fathom or Syft

2 more ways to fix it
AI

Have AI draft the variance commentary from your numbers

Paste the budget-vs-actual table and your notes; AI writes the first draft of the commentary. Numbers going to the board stay your responsibility, so check every figure.

Typically saves about 50% of the time10 min to set up
  1. 1Export the budget-vs-actual table with prior period.
  2. 2Add one line of context for the big movements (you know the why; the AI does not).
  3. 3Use the prompt below in an approved AI tool or Copilot in Excel.
  4. 4Check every number in the text against the table before it goes out.
Prompt to copy
Here is our budget-vs-actual for [PERIOD] with prior month:
[PASTE TABLE]

My notes on the main drivers:
[PASTE NOTES]

Write management commentary: a three-sentence summary, then one short paragraph per line where the variance is over [THRESHOLD $ OR %]. Use only the numbers in the table and the reasons in my notes. If a big variance has no reason in my notes, write [NEED REASON] instead of guessing.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot (company-approved account) · Copilot in Excel

Automation

Build the report once so it refreshes itself

Connect the spreadsheet or dashboard straight to the source so next week's report is already done.

Typically saves about 80% of the time4 h to set up
  1. 1List where each number comes from.
  2. 2Use Power Query (Excel), a connected sheet, or a Google Data Studio or Power BI dashboard pulling from the source.
  3. 3Schedule the refresh and send the link instead of an attachment.

Tools: Excel Power Query · Power BI · Google Data Studio (formerly Looker Studio) · Google Sheets connectors

How to automate this task

Task 5 · typically 90 min, once a month

Explain budget-vs-actual differences to managers

AIBest fix

Have AI draft the variance commentary from your numbers

Paste the budget-vs-actual table and your notes; AI writes the first draft of the commentary. Numbers going to the board stay your responsibility, so check every figure.

Typically saves about 50% of the time10 min to set up
  1. 1Export the budget-vs-actual table with prior period.
  2. 2Add one line of context for the big movements (you know the why; the AI does not).
  3. 3Use the prompt below in an approved AI tool or Copilot in Excel.
  4. 4Check every number in the text against the table before it goes out.
Prompt to copy
Here is our budget-vs-actual for [PERIOD] with prior month:
[PASTE TABLE]

My notes on the main drivers:
[PASTE NOTES]

Write management commentary: a three-sentence summary, then one short paragraph per line where the variance is over [THRESHOLD $ OR %]. Use only the numbers in the table and the reasons in my notes. If a big variance has no reason in my notes, write [NEED REASON] instead of guessing.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot (company-approved account) · Copilot in Excel

One more way to fix it
Automation

Give budget owners a self-serve budget-vs-actual view

A dashboard that refreshes from the ledger lets managers answer their own "how am I tracking?" questions.

Typically saves about 40% of the time4 h to set up
  1. 1List the five questions managers ask most.
  2. 2Build one view per department in Power BI, Google Data Studio, Fathom or your FP&A tool, connected to the ledger.
  3. 3Schedule a refresh after close and email the link.
  4. 4Point repeat questions to the dashboard.

Tools: Power BI · Google Data Studio (formerly Looker Studio) · Fathom · Cube, Datarails or Abacum

How to automate this task

Task 6 · typically 120 min, once a month

Pull documents and answer auditor requests

Process fixBest fix

Keep audit evidence filed all year in a shared request tracker

If support is saved by month as you go and requests are tracked in one list, audit season is retrieval rather than reconstruction.

Typically saves about 35% of the time2 h to set up
  1. 1Create a folder per month with the same subfolders (bank, recs, payroll, AP, revenue).
  2. 2Save reconciliations and support there during close, not at audit time.
  3. 3Track the auditor's request list in one shared tracker (Suralink, AuditDashboard, or a shared sheet) with owners and dates.
  4. 4Use your workspace AI to find older documents fast.

Tools: SharePoint or Google Drive · Suralink or AuditDashboard · Shared tracker

One more way to fix it
Software feature

Ask your workspace AI instead of searching folders

Microsoft Copilot (formerly Microsoft Copilot), Gemini in Google Workspace, Glean, Notion AI and Slack AI can answer questions from your company's own files, chats and email.

Typically saves about 50% of the time10 min to set up
  1. 1Check whether your company already pays for Copilot, Gemini in Google Workspace, Glean, Notion AI or Slack AI.
  2. 2Ask it the question in plain words, e.g. "What did we quote Acme for the Q3 renewal?"
  3. 3Open the source it cites to confirm.
  4. 4If you have none of these, ask IT. It is often cheaper than the hours lost.

Tools: Microsoft Copilot · Gemini in Google Workspace · Glean · Notion AI · Slack AI

How to automate this task

Task 7 · typically 15 min, a few times a week

Chase people for approvals or sign-offs

AutomationBest fix

Move approvals into a tracked workflow with reminders

Approvals in Teams/Power Automate, Slack Workflows, or your e-signature tool remind people for you and show what is stuck.

Typically saves about 60% of the time1 h to set up
  1. 1List the approvals you chase most.
  2. 2Set up an approval flow (Power Automate Approvals, Slack Workflow Builder, DocuSign or your HR/finance system).
  3. 3Add automatic reminders after 24 hours.
  4. 4Agree a default: no answer in 48 hours means it goes ahead (where safe).

Tools: Power Automate Approvals · Slack Workflow Builder · DocuSign or Adobe Acrobat Sign

How to automate this task

Task 8 · typically 45 min, every day

Sort through and reply to email

AIBest fix

Have AI draft replies to routine email

Paste the thread and a one-line instruction; edit the draft instead of writing from a blank page. Most routine replies take a minute instead of five.

Typically saves about 35% of the time5 min to set up
  1. 1Open the AI assistant your company allows (or the one built into Outlook or Gmail).
  2. 2Paste the email thread, or use the built-in "draft reply" button.
  3. 3Tell it the point you want to make in one line.
  4. 4Read the draft, fix anything wrong, and send.
Prompt to copy
Draft a reply to the email below. My point: [WHAT YOU WANT TO SAY IN ONE LINE]. Keep it under 120 words, friendly and direct, and match the tone of the sender. Do not invent facts or commitments.

Email:
[PASTE THE EMAIL]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Gmail "Help me write" or Outlook Copilot

One more way to fix it
Process fix

Batch email twice a day and let rules file the noise

Rules move newsletters, notifications and CCs out of your inbox, and checking at set times stops email from cutting your day into pieces.

Typically saves about 25% of the time20 min to set up
  1. 1Create rules that move notifications, newsletters and emails where you are only CC'd into folders.
  2. 2Turn off desktop and phone notifications for email.
  3. 3Pick two or three set times a day to process the inbox to zero.
  4. 4Tell your team that anything urgent should come by phone or chat.

Tools: Outlook or Gmail rules

How to automate this task

Task 9 · typically 45 min, once a week

Sit in status or update meetings

Process fixBest fix

Replace the status meeting with a written update

Everyone posts three lines in a shared thread before a set time; you only meet when something is blocked.

Typically saves about 60% of the time15 min to set up
  1. 1Agree a format: done, next, blocked.
  2. 2Create a channel or a thread that repeats every week.
  3. 3Ask everyone to post by a set time; the lead reads them and replies to the blockers.
  4. 4Keep a shorter meeting only for the blockers, or cancel it outright.

Tools: Slack, Teams or email

How to automate this task

Task 10 · typically 45 min, a few times a week

Pull numbers for one-off questions from leadership

AIBest fix

Let AI build the formulas, pivots and summary

Copilot in Excel, Gemini in Sheets, or uploading the file to ChatGPT or Claude can build the pivot, the chart and the commentary in minutes.

Typically saves about 50% of the time10 min to set up
  1. 1Export or open the data.
  2. 2Ask Copilot in Excel or Gemini in Sheets, or upload the file to an approved AI assistant.
  3. 3Describe the report you want, including the breakdowns.
  4. 4Check the totals against the source before you share.
Prompt to copy
Here is [DESCRIBE THE DATA]. Build a summary that shows [THE NUMBERS YOUR MANAGER WANTS] by [BREAKDOWN], compared with [LAST PERIOD]. Give me the Excel formulas or pivot setup to reproduce it, and three sentences on what changed and why it matters.

Tools: Copilot in Excel · Gemini in Google Sheets · ChatGPT or Claude with file upload

One more way to fix it
Automation

Give budget owners a self-serve budget-vs-actual view

A dashboard that refreshes from the ledger lets managers answer their own "how am I tracking?" questions.

Typically saves about 40% of the time4 h to set up
  1. 1List the five questions managers ask most.
  2. 2Build one view per department in Power BI, Google Data Studio, Fathom or your FP&A tool, connected to the ledger.
  3. 3Schedule a refresh after close and email the link.
  4. 4Point repeat questions to the dashboard.

Tools: Power BI · Google Data Studio (formerly Looker Studio) · Fathom · Cube, Datarails or Abacum

How to automate this task

Task 11 · typically 60 min, once a week

Update the weekly cash forecast

Software featureBest fix

Feed the cash forecast from bank and ledger data automatically

Cash forecasting tools connect to your bank and AR/AP so the weekly forecast starts from today's real balances.

Typically saves about 50% of the time3 h to set up
  1. 1Try Float, Agicap, Trovata or the forecast in Fathom, or build an Excel model using Power Query from your bank export and AR/AP aging.
  2. 2Set categories once (payroll, rent, tax, customer receipts).
  3. 3Each week, adjust only the big known items.
  4. 4Compare forecast to actual monthly to improve it.

Tools: Float · Agicap · Trovata · Fathom · Excel Power Query

One more way to fix it
Automation

Build the report once so it refreshes itself

Connect the spreadsheet or dashboard straight to the source so next week's report is already done.

Typically saves about 80% of the time4 h to set up
  1. 1List where each number comes from.
  2. 2Use Power Query (Excel), a connected sheet, or a Google Data Studio or Power BI dashboard pulling from the source.
  3. 3Schedule the refresh and send the link instead of an attachment.

Tools: Excel Power Query · Power BI · Google Data Studio (formerly Looker Studio) · Google Sheets connectors

How to automate this task

Task 12 · typically 60 min, once a week

Build or update spreadsheet reports by hand

AIBest fix

Let AI build the formulas, pivots and summary

Copilot in Excel, Gemini in Sheets, or uploading the file to ChatGPT or Claude can build the pivot, the chart and the commentary in minutes.

Typically saves about 50% of the time10 min to set up
  1. 1Export or open the data.
  2. 2Ask Copilot in Excel or Gemini in Sheets, or upload the file to an approved AI assistant.
  3. 3Describe the report you want, including the breakdowns.
  4. 4Check the totals against the source before you share.
Prompt to copy
Here is [DESCRIBE THE DATA]. Build a summary that shows [THE NUMBERS YOUR MANAGER WANTS] by [BREAKDOWN], compared with [LAST PERIOD]. Give me the Excel formulas or pivot setup to reproduce it, and three sentences on what changed and why it matters.

Tools: Copilot in Excel · Gemini in Google Sheets · ChatGPT or Claude with file upload

One more way to fix it
Automation

Build the report once so it refreshes itself

Connect the spreadsheet or dashboard straight to the source so next week's report is already done.

Typically saves about 80% of the time4 h to set up
  1. 1List where each number comes from.
  2. 2Use Power Query (Excel), a connected sheet, or a Google Data Studio or Power BI dashboard pulling from the source.
  3. 3Schedule the refresh and send the link instead of an attachment.

Tools: Excel Power Query · Power BI · Google Data Studio (formerly Looker Studio) · Google Sheets connectors

How to automate this task

Task 13 · typically 15 min, every day

Answer the same questions from coworkers again and again

AIBest fix

Write the answers down once and point people (or a bot) at them

Collect the questions you keep answering into one page; a workspace AI or a ChatGPT Project, Claude Project or Gem can answer from it.

Typically saves about 50% of the time1 h to set up
  1. 1For one week, paste every repeat question into a doc.
  2. 2Write the answer under each (or have AI draft it from your replies).
  3. 3Share the page, pin it in chat, and add it to a Claude Project, ChatGPT Project, Gemini Gem or Copilot agent.
  4. 4Reply to repeat questions with the link.
Prompt to copy
Below are questions coworkers keep asking me and my past answers. Turn them into a clear FAQ page grouped by topic. Keep each answer under 80 words and keep any links I gave.

[PASTE QUESTIONS AND ANSWERS]

Tools: Claude Projects · ChatGPT Projects · Gemini Gems · Copilot agents · Notion or Confluence

One more way to fix it
Software feature

Ask your workspace AI instead of searching folders

Microsoft Copilot (formerly Microsoft Copilot), Gemini in Google Workspace, Glean, Notion AI and Slack AI can answer questions from your company's own files, chats and email.

Typically saves about 50% of the time10 min to set up
  1. 1Check whether your company already pays for Copilot, Gemini in Google Workspace, Glean, Notion AI or Slack AI.
  2. 2Ask it the question in plain words, e.g. "What did we quote Acme for the Q3 renewal?"
  3. 3Open the source it cites to confirm.
  4. 4If you have none of these, ask IT. It is often cheaper than the hours lost.

Tools: Microsoft Copilot · Gemini in Google Workspace · Glean · Notion AI · Slack AI

How to automate this task

Task 14 · typically 90 min, once a month

Write how-to guides or training material

AIBest fix

Record yourself doing it once and let AI write the guide

Record your screen while you talk through the task; AI turns the transcript into a step-by-step guide.

Typically saves about 60% of the time10 min to set up
  1. 1Record your screen and voice doing the task once (Loom, Teams, Zoom or Scribe).
  2. 2Get the transcript.
  3. 3Paste it into AI with the prompt below.
  4. 4Add screenshots where it says [SCREENSHOT].
Prompt to copy
Turn this transcript of me doing [TASK] into a step-by-step how-to guide for a new hire. Number the steps, keep each to one action, mark where a screenshot helps with [SCREENSHOT], and list common mistakes at the end.

[PASTE TRANSCRIPT]

Tools: Loom · Scribe · Tango · ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 15 · typically 20 min, a few times a week

Take notes and send recaps after meetings

AIBest fix

Let an AI notetaker write the notes and the recap

A notetaker records the meeting, writes the summary and action items, and you send the recap in one click.

Typically saves about 75% of the time15 min to set up
  1. 1Check which notetaker your company allows: Copilot in Teams, Zoom AI Companion, Google Meet "Take notes for me", Otter, Fireflies or Granola.
  2. 2Turn it on for your recurring meetings and tell attendees it is on.
  3. 3After the meeting, review the action items and fix names or owners.
  4. 4Send the recap straight from the tool, or paste it into email or chat.

Tools: Copilot in Microsoft Teams · Zoom AI Companion · Google Meet "Take notes for me" · Otter, Fireflies or Granola

How to automate this task

Quick wins

Have you tried…

Have you let an AI notetaker write your meeting notes and action items?
Tools like Copilot in Teams, Zoom AI Companion or Otter join the call, write the summary and list who owes what. You just check it and send.
Have you had AI draft a reply to a tricky or routine email?
You paste the email and say the point you want to make; the AI writes a draft you edit. Outlook and Gmail now have this built in.
Have you asked AI to build a spreadsheet formula, pivot or chart for you?
You describe the result you want in plain words, and Copilot in Excel or Gemini in Sheets builds it. ChatGPT or Claude can also analyze an uploaded file.
Have you asked an AI that can see your company files a question, instead of digging through folders?
Microsoft Copilot (formerly Microsoft Copilot), Gemini in Google Workspace, Glean and similar tools search your email, chats and files and answer with links to the source.
Have you set up a ChatGPT Project, Claude Project or Gem loaded with your team's documents?
You upload your guides and FAQs once, and the assistant answers questions using them, so you stop answering the same thing twice.
Have you recorded yourself doing a task and had AI turn it into a written guide?
Record your screen while you talk, and AI writes the step-by-step guide from the transcript. Tools like Scribe even grab the screenshots.
Have you tried running your standup as a written check-in in chat instead of a call?
Bots like Geekbot or a Slack or Teams workflow ask everyone the same three questions each morning and post the answers. You only meet when someone is blocked.
Have you had AI draft the variance commentary from your budget-vs-actual table?
You paste the numbers and your notes on why they moved, and AI writes the first draft. You still check every figure before it goes to leadership.

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