Smarter Week

How to automate it

How to automate “pull documents and answer auditor requests”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

120 min
typically, once a month
45%
of the time can be automated
Some setup
to set up

Fix 1 of 2

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

Fix 2 of 2

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

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Staff accountantController / accounting managerPayroll specialistCFO / finance manager

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Other common tasks for Staff accountants