Choose one of three approaches. The steps for that option appear below.
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Claude chat builds the long table, category mapping and consolidated workbook from six department workbooks. You confirm mapping and totals.
Get ready
Build and map
Own the mapping
Consolidate
Check and approve
Use: You
The six department workbooks.
Check each workbook is complete, with its figures, periods and currencies intact; keep the originals.
Use: Claude
Upload the six workbooks and ask for a long-format table with source cell references and a proposed category mapping.
What to paste into the tool
Combine these six workbooks into one long table with columns department, source line, mapped category, period, currency, amount and source cell. List every distinct source category with a proposed consolidated category. Do not convert currencies or adjust any amount; list anything you cannot place as unmapped.
Use: You
Read and edit the mapping table, then confirm it in writing; department category names carry local meaning.
Spot-check source cells against the originals. Decide every mapping and the unmapped items yourself.
Use: Claude
Give Claude the long table and the confirmed mapping and ask for the consolidated view, per-department reconciliation and unmapped-item list.
What to paste into the tool
Aggregate the table using only the confirmed mapping. For each department, show the consolidated total next to the total in the source workbook and the difference. List unmapped lines. Make no silent adjustments.
Use: You
Read the draft workbook and check the totals and the unmapped-item list against the six department workbooks, then approve or hold.
Approve only figures that tie back to the department workbooks; hold the rest.
You import each workbook as its Gemini table; Gemini merges and totals with formulas. You confirm the result.
Import six tables
Merge and map
Own the mapping
Totals and unmapped
Check the view
Use: You
Export each department workbook and import each into one spreadsheet as its own table, noting the period layout and currency of each.
Compare row counts and each department total with the original workbook.
Use: Gemini
Ask Gemini to merge the tables into one long table and add a proposed-category column using a mapping table you supply.
What to paste into the tool
Merge the six imported tables into one table with department, source line, period, currency and amount. Draft a lookup formula mapping each source category to the consolidated category in the mapping table.
Use: You
Read and edit the proposed category mapping in the sheet and confirm it.
The mapping is yours to confirm.
Use: Gemini
Ask for per-department totals next to the source totals you typed in, plus a filter of lines with no mapping.
What to paste into the tool
Summarise the merged table by department and consolidated category. Draft a table comparing each department total with the source totals table and list rows with an empty mapped category.
Use: You
Check the consolidated view, reconciliation and unmapped list against the source workbooks and confirm them before the budget round proceeds.
Compare each department total with the source total; review every unmapped line.
The mapping is confirmed before amounts are merged. ChatGPT sees labels and layouts, never figures, and writes formulas the team applies.
Build the label sheet
Propose the mapping
Own the mapping
Write the formulas
Apply and compare
List the exceptions
Use: You
Copy the distinct category names and each department period layout and currency into one label sheet, without amounts.
Check every source category appears in the list.
Use: ChatGPT
Ask ChatGPT to propose a consolidated category for each label and to flag labels with several plausible categories.
What to paste into the tool
Propose one consolidated category for each source category label, and flag any label where the department's local meaning could change the category. Do not invent categories not in the target list.
Use: You
Read, edit and confirm the mapping table before any amounts are merged; it is the controlling artefact.
Ambiguity flags are yours to resolve. Decide every mapping yourself.
Use: ChatGPT
Describe the confirmed mapping, column layouts and target layout; ask for the exact formulas and step order to build the long table and consolidated view.
What to paste into the tool
Task: Formula plan for consolidation. Given these column layouts and this confirmed mapping table, write the exact lookup and SUMIFS-style formulas and the step order to build: a long table of all source lines with the consolidated category, a consolidated view by category and department, and a reconciliation comparing each department total with its source total, with source cell references. Use only the layouts and labels supplied; no amounts are provided.
Use: You
Apply the formula plan in your own spreadsheet, build the long table and consolidated view, and compare each department total with its own source total.
Read each formula before use; confirm the references point at the stated columns. A second person re-adds each department total. Review each exception; resolve any difference with the department, never edit it away.
Use: ChatGPT
Give ChatGPT the reconciliation table and the unmapped lines and ask for an exceptions list that states each difference without proposing adjustments.
What to paste into the tool
List each department where the consolidated total differs from the source total and each unmapped line. Do not suggest plugs or adjustments.
Best when: One tool, one draft file, mapping confirmed midway
What it does: Claude builds; you confirm mapping and totals
Strong at: Mapping owned by you before totals are built
Limit: Assistant picks source cells; sample-check the traces
Free plan: Yes
Best when: A working spreadsheet, not a generated file
What it does: Gemini merges in-sheet; you confirm the result
Strong at: Every step inspectable in the spreadsheet
Limit: Gemini samples rows; full-table results need checks
Free plan: Yes
Best when: Mapping confirmed before any amounts are merged
What it does: ChatGPT writes formulas; amounts stay in-house
Strong at: Only labels and layouts leave your spreadsheets
Limit: You apply the formula plan by hand
Free plan: Yes, limited (uploads and analysis capped)
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Reconcile consolidated totals to each department's own total with no silent adjustments.
Check source cell references against originals on a sample.
Treat the output as a draft for the budget round.
Check the result against your original inputs. Approve it before sharing or acting.