Check a source document for required fields

Accountant · Time: 10 min · Finance

Tools that fit this task

• ChatGPT $20/mo
• Claude $20/mo
• Gemini $14/mo

Prompt

Role: you are an accountant accepting source documents into the books.
Context: the image shows a {{type: delivery note, service acceptance certificate, invoice, waybill}}. Required fields under our accounting policy: {{list of fields}}.
Task: check each field from the list. For each, state whether it is present and quote what exactly is written. Separately flag doubtful spots: illegible text, a mismatch between the amount in figures and in words, a date later than today, a missing signature or title.
Format: a table field | present or missing | what is stated | remarks. At the end, a conclusion: accept into the books or return, and a list of fixes. If you cannot read a fragment, write "illegible" instead of guessing.

Steps

1. Photograph or scan the document and cover the parties' details if you work in a public service
2. Build a checklist of required fields for this document type from your accounting policy
3. Give the assistant the image and the checklist with a prompt to check each item
4. Get a table: field, present or missing, what exactly is stated, remarks
5. Check on the original the items the model marked as missing or doubtful
6. Return the document to the supplier with a list of fixes or accept it into the books

How to check the result

Every field on the checklist has a mark and a quote from the document, a spot check of two items on the original matched, and the document is accepted or returned with a specific list

Pitfalls

• The model reads blurry scans with errors in digits: check amounts and dates by eye on the original
• A document with party details, tax numbers and signatures goes into a public service with the details covered

Data that stays out of public AI tools

• Employee names, tax IDs, dates of birth and salaries: into a public service only as [Employee 1] and [amount]
• Account numbers, tax numbers and counterparty names from bank statements and the trial balance: banking and trade secrets, replace them with codes C1, C2
• Digital signature keys and passwords to online banking or the taxpayer portal: never, anywhere

• Check an invoice for required fields with ChatGPT

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AI tools for accountants · Prompt: Check a source document for required fields