Use cases
Ten finance jobs
your team can stop doing by hand.
Bank reconciliation, missing receipts, VAT checks, payment runs, the month-end pack. Describe the job to your own Claude or ChatGPT, and it becomes a workflow that runs on schedule, connected to your bank and your accounting. Every decision stays with you.
How every workflow comes to life
01
You describe it.
In plain words, to the Claude or ChatGPT your team already uses.
02
It’s built once.
A fixed workflow with clear steps and rules, which you check before it goes live. Not an AI improvising every time.
03
It runs on schedule.
Every morning, every Monday, on working day 3: you choose.
04
You see everything.
Results, exceptions and approvals wait for you in one simple dashboard. Every run is logged.
We set it all up in your own cloud account and look after it.
Every ledger line, checked
The problem
I know some entries have no receipt, the wrong VAT code or the wrong account. I only have time to check a sample, and the auditor finds the rest.
Ask for it in your own words
Every Monday, check last week’s entries: is the receipt attached, is the VAT code right, is the account right? Show me only what’s wrong.
To your Claude or ChatGPT
What the workflow does
Reads every new entry in your accounting (Xero, bexio, Abacus or Sage, confirmed during the free check) and opens the attached receipt.
Checks that a receipt is there, that its amount and date match, and that it isn’t attached to another entry too.
Checks the VAT code and the account against the receipt, and against how the same supplier was booked before.
Sorts every line into correct, to review or exception, with the reason and the receipt.
- You approve
- Every correction. The workflow suggests; your team decides what changes in the books.
- In your dashboard
- A weekly list of lines to review. Each line shows the receipt and a one-line reason, for example: foreign invoice without Swiss VAT, acquisition tax to declare.
- When it runs
- Every Monday, on the previous week. You can also run it once on a full quarter or year when you want a clean starting point.
- The outcome
- Every line is checked, not a sample. Errors get fixed in the week they happen, not at year-end.
Time back estimate
8–15 hours a month
Assumption: about 1,000 new entries a month, which someone would otherwise check at 30 to 60 seconds each. Most teams only check a sample today, so the bigger gain is coverage.
Bank lines matched every morning
The problem
Bank reconciliation is the first thing that slips when we’re busy. At month-end someone spends a day matching hundreds of lines by hand.
Ask for it in your own words
Every morning, match yesterday’s bank lines with our open invoices and entries, and show me the ones that don’t match.
To your Claude or ChatGPT
What the workflow does
Collects yesterday’s statements for every bank account, Revolut Business included.
Matches each line to an open customer or supplier invoice, or to an existing entry. It uses the reference, amount, date and name.
Proposes an entry for each confident match. The rest go aside, each with its closest candidates.
Checks, account by account, that the balance in the books equals the balance at the bank.
- You approve
- Proposed entries, before they are booked. If you wish, exact matches (same QR reference, same amount) can book themselves. Everything else waits for you.
- In your dashboard
- For each account: lines matched today, lines waiting for you, and the balance difference.
- When it runs
- Every working day at 6:00.
- The outcome
- Your bank accounts are reconciled every day, so month-end starts from clean balances.
Time back estimate
3–5 hours a month
Assumption: three bank accounts and about 500 lines a month, at 20 to 30 seconds per line matched by hand today, plus the end-of-month hunt for differences.
Card receipts, chased for you
The problem
Every month I send the same emails asking for card receipts. Half arrive after the deadline, and some never do.
Ask for it in your own words
When someone pays with a company card, ask them for the receipt the same day. Remind them after three days, and give me the list of what’s still missing on the 25th.
To your Claude or ChatGPT
What the workflow does
Spots every new card payment on Revolut Business or on your company card statement.
Looks for a matching receipt already in the receipts mailbox or in your accounting.
If there isn’t one, sends the card holder a short message by email, Slack or Teams. It gives the amount, merchant and date, and a simple way to reply with a photo.
Attaches the receipt to the right line. If none comes, it sends reminders on the schedule you set.
- You approve
- The reminder schedule and wording, once. Then, before month-end, the list of payments still without a receipt, and what happens to them.
- In your dashboard
- Missing receipts by card holder and by age, with the total amount still undocumented.
- When it runs
- Every day for new payments. Reminders go out after 3 and 7 days (your choice), with a summary on the 25th.
- The outcome
- Receipts arrive while people still remember the purchase. Month-end no longer waits for them.
Time back estimate
2–3 hours a month
Assumption: 150 card payments a month across 20 card holders. One in five has no receipt at first, and each chase by hand takes about 5 minutes.
From supplier invoice to payment run, with your signature
The problem
Invoices land in three mailboxes, approvers forget to answer, and I build the payment run by hand on Thursday night. I’m also afraid of paying a fake IBAN.
Ask for it in your own words
Collect supplier invoices from the invoices mailbox, ask the budget owner to approve them, and prepare Thursday’s payment run. Warn me if a supplier’s IBAN changes.
To your Claude or ChatGPT
What the workflow does
Picks up each invoice from the invoices mailbox. It reads the supplier, amount, due date, QR-bill details and IBAN.
Checks it for duplicates, an IBAN that differs from last time, an amount above the order or contract, and a missing VAT number.
Enters it as a draft in your accounting. It then asks the right approver (by project or cost centre) to approve or reject in one click.
Every week, prepares the payment run for approved invoices that are due. It waits in your e-banking or Revolut Business.
- You approve
- Twice. The budget owner approves the invoice. Then you release the payment in your bank, with your usual signature rights. The workflow can prepare a payment. It can never send one.
- In your dashboard
- Invoices by status: to approve, approved, scheduled, paid.
- Alerts on IBAN changes and duplicates.
- The total of the next payment run.
- When it runs
- All the time for new invoices. The payment run is prepared every Wednesday for Thursday (your choice).
- The outcome
- No more invoices lost in a mailbox, late fees or rushed payment runs. A clear record of who approved what.
Time back estimate
6–10 hours a month
Assumption: 200 supplier invoices a month, with 2 to 3 minutes saved on each. That time goes on keying, chasing approvers and building the payment file.
Customer payments matched, reminders sent on time
The problem
We send reminders when someone has time, so customers pay late. And I spend hours working out which payment belongs to which invoice.
Ask for it in your own words
Match incoming payments to our QR-bills. Ten days after the due date, send a polite first reminder with the QR-bill attached, and show me who’s due a second reminder.
To your Claude or ChatGPT
What the workflow does
Matches each incoming payment to its invoice by QR reference. If there’s no reference, it uses the amount and name.
Marks invoices as paid in your accounting and flags partial payments and overpayments.
On the days you choose, prepares reminders in your tone and the customer’s language. Each one carries a fresh QR-bill for the amount still due.
Sends first reminders on its own if you allow it. It prepares second and final reminders for your approval.
- You approve
- Second and final reminders. Also any customer on your do-not-chase list, such as key accounts or disputes. Debt collection proceedings are never started by the workflow.
- In your dashboard
- Open receivables by age: 0–30, 31–60, 61–90 and 90+ days.
- Reminders sent and coming up.
- Payments received this week.
- When it runs
- Payments are matched every day. Reminders are prepared every Tuesday.
- The outcome
- Reminders go out on time, every time, and you see at a glance who owes what.
Time back estimate
3–5 hours a month
Assumption: 150 customer invoices a month, one in six paid late. Each reminder written by hand takes about 10 minutes, plus the time spent matching payments that have no reference.
A 13-week cash forecast, fresh every Monday
The problem
The CEO asks how many months of cash we have left, and I rebuild the forecast in Excel from four exports. By the time it’s done, it’s already out of date.
Ask for it in your own words
Every Monday at 8, build a 13-week cash forecast from our bank balances, open invoices, payroll and fixed costs, and email it to me and the CEO. Show what changed since last week.
To your Claude or ChatGPT
What the workflow does
Starts from this morning’s bank balances, across every account and currency, converted to CHF.
Adds what’s expected:
- customer invoices, on their likely payment date;
- approved supplier invoices;
- salaries and social charges;
- rent, VAT and loans.
Compares last week’s forecast with what actually happened, and updates your customers' average payment delays.
Produces the forecast in Excel, week by week. It shows the lowest point and the months of cash left.
- You approve
- The assumptions: payment delays, one-off items, scenarios. The forecast only goes to the people you choose.
- In your dashboard
- Cash over the next 13 weeks.
- The lowest point and the months of cash left.
- The three biggest changes since last week.
- When it runs
- Every Monday at 8:00.
- The outcome
- A forecast you can trust every week, instead of a big rebuild whenever someone asks.
Time back estimate
6–10 hours a month
Assumption: the forecast is refreshed by hand every week today, at about 2 hours each time. If you only update it monthly today, the gain is a weekly view you didn’t have.
Month-end close and reporting pack, ready on working day 3
The problem
Closing the month means a checklist in my head and two days rebuilding the same Excel pack. And the board wants it earlier every quarter.
Ask for it in your own words
From the first working day, run our close checklist. When everything is ticked, build the monthly pack in our usual Excel template: P&L against budget and last year, balance sheet, cash and KPIs.
To your Claude or ChatGPT
What the workflow does
Runs your close checklist:
- banks reconciled and receipts complete;
- payroll booked;
- accruals and depreciation entered;
- suspense accounts at zero.
Revalues foreign-currency balances at month-end rates. It also checks that intercompany balances agree on both sides.
Fills your Excel template with:
- the P&L against budget and last year;
- the balance sheet and cash;
- burn and months of cash left;
- your KPIs.
Asks your Claude or ChatGPT for a first draft of the commentary on the main variances, for you to edit.
- You approve
- The pack, before it goes anywhere. Every open checklist item stays red until someone on your team ticks it.
- In your dashboard
- The close checklist, with an owner and a status for each task. Then the finished pack, ready to download.
- When it runs
- From the first working day of the month. The aim is a pack on working day 3, once the checklist is complete.
- The outcome
- A close that follows the same steps every month, and a pack you review instead of rebuild.
Time back estimate
8–12 hours a month
Assumption: the pack is rebuilt by hand from accounting exports every month, which takes about a day and a half. The checklist lives in someone’s head or a spreadsheet.
Grant and project budgets, tracked every month
The problem
Every grant has its own budget, eligible costs and report format. I find the overspends while writing the report, months too late.
Ask for it in your own words
Every month, compare actual spend with each grant budget, by cost category. Flag costs outside the grant period or category, and draft the report in the funder’s format.
To your Claude or ChatGPT
What the workflow does
Assigns each cost to its grant or project. It uses your project codes, cost centres or the rules you give it.
Compares actual with budget for each grant and cost category, and projects spend to the end of the grant.
Flags what a funder would question:
- costs outside the grant period;
- categories that aren’t eligible;
- missing supporting documents;
- overspend beyond your threshold.
Drafts the financial report in each funder’s template, with the list of supporting documents.
- You approve
- Any cost the workflow isn’t sure how to assign, and every report before it is sent. Nothing goes to a funder automatically.
- In your dashboard
- One line per grant: budget, spent, remaining, projected end position and alerts.
- When it runs
- Every month after the close. Reports are drafted ahead of each funder’s deadline.
- The outcome
- You see overspends while you can still act, and reports are built on figures that are already checked.
Time back estimate
1–2 working days per grant report
Assumption: the report is assembled by hand today from accounting exports and supporting documents.
VAT pre-check before every VAT return
The problem
Before every VAT return I re-check the codes in Excel and hope nothing is wrong. Foreign services and missing VAT numbers are where we get caught.
Ask for it in your own words
Two weeks before each VAT return, check every entry of the period for VAT: rate, code, acquisition tax, documents for input tax. Give me the list to fix and a summary I can compare with the return.
To your Claude or ChatGPT
What the workflow does
Takes every entry for the period from your accounting.
Checks each VAT code against the receipt and the supplier’s history. It checks the rate (8.1%, 2.6% or 3.8%), the code, and whether input tax can be claimed.
Flags three kinds of problem:
- foreign services that need acquisition tax;
- input tax claimed on receipts without the supplier’s VAT number;
- gaps between turnover in the books and turnover declared.
Prepares a summary of output tax, input tax and acquisition tax. You compare it with the return before filing.
- You approve
- Every correction, and the return itself. You or your fiduciary file it with the Federal Tax Administration, as today. Nothing is filed automatically.
- In your dashboard
- Lines to review with the reason for each, totals by rate, and the difference between the books and the draft return.
- When it runs
- Two weeks before each VAT deadline: quarterly, half-yearly or yearly, depending on how you file.
- The outcome
- A return built on checked figures, and fewer surprises if the tax administration inspects your books.
Time back estimate
½ to 1 day per VAT period
Assumption: someone today checks a sample of entries and recalculates the totals in Excel before filing. The bigger gain is that every line is checked, not a sample.
Audit file ready before the auditor asks
The problem
Every year the auditor sends a list of 50 requests, and I lose a week hunting for statements, confirmations and reconciliations.
Ask for it in your own words
From the auditor’s request list, prepare a folder for each item: year-end bank statements, open receivables and payables, fixed assets, the salary reconciliation and the VAT turnover reconciliation. Show me what’s missing.
To your Claude or ChatGPT
What the workflow does
Reads the auditor’s request list, or starts from last year’s.
Gathers each item from your systems:
- year-end bank statements and balances;
- aged receivables and payables;
- fixed assets and depreciation;
- loans.
Prepares the usual reconciliations:
- salaries declared for social security (AVS) against salaries in the books;
- VAT turnover against turnover in the books;
- bank balances against the books.
Files everything in one folder per request, with a status: ready, to check or missing.
- You approve
- Each item, before it’s shared. You decide what goes to the auditor, and when.
- In your dashboard
- The request list, with a status for each item and the days left before the audit fieldwork.
- When it runs
- Every week, from your year-end until the audit is finished.
- The outcome
- The auditor’s requests are answered in days, not weeks, with the reconciliations already done. It works the same way for a limited or an ordinary audit.
Time back estimate
2–4 working days a year
Assumption: a list of 40 to 60 items. Today each takes about an hour to find, export and file, and the workflow can prepare most of them.
Built on request
More workflows
teams ask for.
Less common, so we build them when you need them. Same rules, same dashboard.
Payroll checkPayroll journal against the books, 13th-month salary and unused-holiday accruals, social charges.
Expense claimsChecked against your expense rules: limits, duplicates, receipts.
Supplier detailsEvery new or changed IBAN confirmed by a second person.
Cost allocationBy project or cost centre.
IntercompanyInvoices and recharges between your entities.
One-off questions“Supplier spend by project, 2025”, delivered as an Excel file.
Whatever the workflow
The same rules
for every workflow.
Nothing is paid without your approval. Payments are prepared, never sent. You release them in your bank.
Every run is logged. You can see what ran, what it read, what it changed and who approved it.
In your own cloud account. Your workflows and their data live there, in the region of your choice (Switzerland available). The AI never sees your bank or accounting passwords, and every call made to your bank or accounting is logged.
A workflow is built once, then fixed. It follows the same steps every time. Any change goes through you.
The banks and software named on this page are examples. We confirm every connection on your own banks and software during the first check, before any quote.