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ChatGPT groups the on-hold invoices by reason with readable calculations, then drafts the summary. You check the grouping and approve.
Get ready
Group the invoices
Check the reasons
Draft the summary
Check and approve
Use: You
The AP export of on-hold invoices with hold codes and dispute notes, and the review date for the weekly payment review.
Check the export is complete and you may upload it; keep the original.
Use: ChatGPT
Upload the export and review date; ask for invoices grouped by hold reason with age, amount and group totals in Python code that is shown.
What to paste into the tool
Task: Grouped exception table with totals. Group the blocked invoices by hold reason with invoice ID, all hold codes, age in days, amount and a total for each group. Show the Python code. Keep one row per invoice and list every hold code on that row. Compute age from the invoice date to the review date and state the review date on the output. Flag any invoice whose dispute note does not match its hold code.
Use: You
Compare each hold reason and flagged mismatch with the AP notes; confirm or correct reused hold codes.
Hold codes are often reused loosely; check reasons against the AP notes.
Use: ChatGPT
Paste the checked table in the same chat and ask for the summary with an unblock path per invoice.
What to paste into the tool
Task: Draft exception summary grouped by blocking reason with age, amount and the evidence or action needed per invoice. Write the summary grouped by blocking reason. For each invoice give the age, amount and the evidence or action that would unblock it, taken from the notes in the table. Do not advise lifting holds or contacting suppliers.
Use: You
Check every blocked invoice appears once with a reason and unblock path, tie amounts and ages to the export, then approve.
Chasing evidence or lifting holds happens outside this workflow; the grouping must reflect current holds.
Claude groups the export by hold reason, drafts the Word summary. You check the grouping first and approve at end.
Get ready
Group the invoices
Check the grouping
Draft the summary
Check and approve
Use: You
The AP export of on-hold invoices with hold codes and dispute notes, and the review date for the weekly payment review.
Check the export is complete and you may upload it; keep the original.
Use: Claude
Upload the export as CSV; Claude groups by hold reason with age, amount and totals, one row per invoice with its hold codes.
What to paste into the tool
Task: Grouped exception table with totals. Group the blocked invoices by hold reason with invoice ID, all hold codes, age in days, amount and a total for each group. Keep one row per invoice and list every hold code on that row. Compute age from the invoice date to the review date and state the review date on the output. Flag any invoice whose dispute note does not match its hold code.
Use: You
Compare each hold reason and flagged mismatch with the AP notes and confirm the grouping, ages and totals.
Hold codes are often reused loosely; recompute one group total by hand.
Use: Claude
Upload the checked table as CSV and ask for a Word document with a short unblock note per invoice and a summary narrative.
What to paste into the tool
Task: Draft exception summary grouped by blocking reason with age, amount and the evidence or action needed per invoice. Draft a Word document grouped by blocking reason. For each invoice write the evidence or action that would unblock it using only the dispute note on its row, and add a short narrative for the payment review. Say 'no note supplied' where the row has none.
Use: You
Check every blocked invoice appears once with a reason and unblock path, tie amounts and ages to the export, then approve.
Chasing evidence or lifting holds happens outside this workflow; the grouping must reflect current holds.
Mistral Vibe (formerly Le Chat) drafts the reason list and totals; Gemini drafts the summary. You confirm the list, check the table and approve.
Get ready
Draft reason list
Settle the list
Classify and total
Check the table
Draft the summary
Check and approve
Use: You
The AP export of on-hold invoices with hold codes and dispute notes, and the review date for the weekly payment review.
Check the export is complete and you may upload it; keep the original.
Use: Mistral Vibe
Paste the export into a spreadsheet; ask Mistral Vibe for one row per blocking reason with the unblock evidence, taken from dispute notes.
What to paste into the tool
Draft a hold-reason list from this AP export: one row per distinct blocking reason, with the evidence or action that would unblock it taken from the dispute notes. Do not invent reasons that no invoice shows.
Use: You
Read the drafted reason list, correct reused hold codes and confirm the list before any classification runs.
Hold codes are often reused loosely; check reasons against the AP notes.
Use: Mistral Vibe
Ask Mistral Vibe to add a hold-reason column using the confirmed list, an age column from the review date, and totals by reason.
What to paste into the tool
Task: Grouped exception table with totals. Add a column that assigns each invoice one reason from the pasted list and a column for age in days. Then total amount by reason. Keep one row per invoice and list every hold code on that row. Compute age from the invoice date to the review date and state the review date on the output. Write UNCLASSIFIED where no reason fits.
Use: You
Check each assigned reason and age against the AP notes and the export.
Hold codes are often reused loosely; check reasons against the AP notes.
Use: Gemini
Upload the checked table to Gemini and ask for the summary with an unblock path per invoice.
What to paste into the tool
Task: Draft exception summary grouped by blocking reason with age, amount and the evidence or action needed per invoice. Write the summary grouped by blocking reason using the unblock evidence from the reason list. Give age, amount and the action for each invoice. Do not advise lifting holds or contacting suppliers.
Use: You
Check every blocked invoice appears once with a reason and unblock path, tie amounts and ages to the export, then approve.
Chasing evidence or lifting holds happens outside this workflow; the grouping must reflect current holds.
Best when: Grouping, totals and drafting in one chat
What it does: ChatGPT groups and drafts; you check, approve
Strong at: Totals run as readable Python code
Limit: Complex files may not analyse fully; check invoice count
Free plan: Yes, limited (uploads and analysis capped)
Best when: One assistant groups and drafts the Word summary
What it does: Claude groups and drafts; you check, approve
Strong at: Produces a formatted Word document from analysed data
Limit: Grouping accuracy not stated; recompute one total
Free plan: Yes
Best when: You want the reason list under your control
What it does: Mistral Vibe classifies and totals; Gemini drafts; you check
Strong at: Reason list confirmed before any classification runs
Limit: Mistral Vibe learns from a sample; check all rows covered
Free plan: Yes
Before you paste into any AI tool, remove any confidential information. Put it back at the end.
Deciding between ChatGPT and Claude for this? See the comparison.
Never paste credentials or full payment details.
Verify hold reasons against the AP notes; hold codes are often reused loosely.
Review the unblock paths; chasing evidence or lifting holds happens outside this workflow.
Every blocked invoice appears once with a reason and an unblock path; amounts and ages reconcile to the AP export; the finance manager confirms the grouping reflects current holds.
Check the result against your original inputs. Approve it before sharing or acting.