Smarter Week

AI and automation by role

How CFOs / finance managers can use AI and automation

Below are 15 common tasks for CFOs / finance 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: CFO, Chief Financial Officer, Finance Director, VP Finance, Head of Finance, Finance Manager

Find your own hour leaks, free See the fixes

Task 1 · typically 20 min, every day

Approve spend requests and purchases

Process fixBest fix

Auto-approve small in-budget spend and review only exceptions

Approval thresholds and budget limits in your spend tool mean small, planned purchases go through without you.

Typically saves about 45% of the time1 h to set up
  1. 1Look at last quarter's approvals: how many were under $500 and in budget?
  2. 2Set an auto-approve threshold for in-budget spend.
  3. 3Use card limits and budgets in Ramp, Brex, Coupa or your ERP to enforce it.
  4. 4Review a monthly report of auto-approved spend instead of each item.

Tools: Ramp · Brex · Coupa · NetSuite or Dynamics approval limits

One more way to fix it
Automation

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 2 · 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 3 · 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 4 · typically 180 min, once a month

Update the forecast and budget model

Software featureBest fix

Move the forecast into an FP&A tool that pulls actuals itself

FP&A platforms load actuals from the ledger and collect inputs from budget owners, so you stop rebuilding the model every month.

Typically saves about 40% of the time16 h to set up
  1. 1Write down where your current model breaks or eats time (actuals load, version control, inputs).
  2. 2Trial a tool sized for you: Cube or Datarails (stay in Excel), Abacum, Pigment, Planful or Workday Adaptive Planning.
  3. 3Connect the ledger and HR system first, then move one model over.
  4. 4Run old and new side by side for one cycle.

Tools: Cube · Datarails · Abacum · Pigment · Planful · Workday Adaptive Planning

One more way to fix it
AI

Have AI check your model for broken formulas and odd assumptions

Copilot in Excel, or an approved AI with file upload, can scan a model for hard-coded numbers, inconsistent formulas and assumptions that look off.

Typically saves about 25% of the time5 min to set up
  1. 1Save a copy of the model and remove anything confidential you are not allowed to share.
  2. 2Upload it or open Copilot in Excel and use the prompt below.
  3. 3Fix the issues it finds; ignore any it cannot explain.
Prompt to copy
Review this forecast model. List: 1) cells with hard-coded numbers inside formula ranges, 2) formulas that are inconsistent across a row or column, 3) broken links or #REF errors, 4) growth or margin assumptions that look out of line with history, with the cell reference for each. Do not change anything; just report.

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

How to automate this task

Task 5 · 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 6 · 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 7 · 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 8 · 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 9 · 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 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 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

Task 12 · typically 60 min, once a week

Write documents, proposals or long emails from scratch

AIBest fix

Start from an AI first draft, never a blank page

Give the AI your notes, the audience and an example you liked; you spend your time editing, which is faster and better.

Typically saves about 45% of the time5 min to set up
  1. 1Gather your notes, bullet points and a past document you liked.
  2. 2Tell the AI who it is for and what it must achieve.
  3. 3Ask for an outline first, adjust it, then ask for the full draft.
  4. 4Edit for facts and your voice.
Prompt to copy
You are helping me write a [TYPE OF DOCUMENT] for [AUDIENCE]. The goal is [WHAT IT MUST ACHIEVE]. Here are my notes: [PASTE]. Here is an example I like the style of: [PASTE]. First give me an outline. After I approve it, write the full draft. Don't invent facts; mark anything you are unsure of with [CHECK].

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 13 · 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 14 · 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 15 · typically 30 min, a few times a week

Research a topic, company or question online

AIBest fix

Use AI research mode and check the sources

Deep Research modes in ChatGPT, Claude, Gemini and Perplexity read dozens of pages and give you a cited summary.

Typically saves about 55% of the time5 min to set up
  1. 1Write the exact question and what you will use the answer for.
  2. 2Run it in a research mode (ChatGPT Deep Research, Claude Research, Gemini Deep Research or Perplexity).
  3. 3Open the two or three key sources it cites and confirm them.
  4. 4Save the summary where your team can find it.
Prompt to copy
Research [QUESTION]. I need this to [DECISION OR USE]. Give me a one-paragraph answer first, then the key facts as bullets with a source link for each, then what is uncertain or disputed.

Tools: ChatGPT Deep Research · Claude Research · Gemini Deep Research · Perplexity

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 used an AI "deep research" mode that reads dozens of sources for you?
Research modes in ChatGPT, Claude, Gemini and Perplexity spend a few minutes reading the web and return a summary with links to every source.
Do you start long documents from an AI first draft built on your own notes?
Give the AI your notes, the audience and an example you like. Editing a draft is much faster than writing from a blank page.
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.
Have you asked AI to compare two exports and list what does not match?
Upload the ledger detail and the bank or sub-ledger file, and an approved AI tool lists unmatched items and likely reasons like timing or duplicates.
Do you run month-end close from a shared checklist with owners and due dates?
A close checklist (in FloQast, Numeric or even Planner or Asana) shows who owns each step and what is late, so nobody has to ask.

HourLeak · the 8-minute work audit

Find out which of these cost your team the most

Each person picks their role, taps the tasks they really do and says how long each takes. The free check gives you your own top fixes; the team scan adds up the hours across everyone and turns them into a 30-day plan.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

More roles in Finance & accounting

AP / AR specialistStaff accountantController / accounting managerFP&A analystPayroll specialistAll roles