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A rule table sits beside the bank export. Gemini suggests a category per line. You build the summary and reconcile.
Prepare one Sheet
Sort bank lines
Build, check, approve
Use: You
Have ready: bank export, ledger cash accounts and your categorisation rules. Put the data and the rules on tabs of one Google Sheet.
Check the rules are yours. Convert Excel files to native Google Sheets first. Check your organisation's rules for restricted finance data; this record does not establish that upload is permitted. Confirm plan eligibility before use.
Use: Gemini
Add an AI column that categorises each bank line using only the rules tab, with Ambiguous as the allowed fallback.
What to paste into the tool
Task: Category column with ambiguous lines marked. Categorise each bank line using only the rules on the rules tab and cite the rule name. If no rule clearly matches write AMBIGUOUS. Do not guess.
Use: You
Build sum formulas: opening balance, net by category, closing balance, bank check. Check the ambiguous list; approve before the management meeting.
Check a sample per category against the rules. Categories sum to net movement; closing balance matches the bank statement. Ambiguous lines stay listed, not forced. Actuals, not a forecast: do not present it as either final accounts or a projection.
ChatGPT sorts lines by your rules and suggests new ones. You accept rules, check figures against the statement and approve.
Write lookup rules
Sort lines, suggest rules
Decide on rules
Draft summary
Check and approve
Use: You
Have ready: bank statement export and a rule table (description pattern to category). Unmatched lines are set aside for step 2.
Check your organisation's rules for restricted finance data; this record does not establish that upload is permitted. Copy the rules exactly as stated, with their version.
Use: ChatGPT
Paste your rule table and the bank lines. Ask ChatGPT to sort by your rules and suggest candidate rules for unmatched lines.
What to paste into the tool
Task: A draft categorisation plus a candidate-rule list, not final accounts. Using only the bank lines and the rule table below, assign each line to a category only when a supplied rule matches its description, and cite the rule row used. Put lines no rule matches into an Unmatched list, group them by similar description and suggest one candidate rule per group without assigning any category. List ambiguous lines separately; do not guess. Do not invent transactions, amounts or rules. This is an actuals summary from bank data, not a forecast. Rule table with version: [paste your rule table]. Bank lines: [paste the bank lines].
Use: You
Accept, edit or reject each candidate rule yourself, then add the accepted rules to the rule table. Lines you do not rule on stay ambiguous.
Check each accepted rule against the lines it would catch.
Use: ChatGPT
Paste the accepted rule table, bank lines and statement opening and closing figures. Ask ChatGPT for the opening-to-closing summary.
What to paste into the tool
Task: A draft opening-to-closing cash summary, not final accounts or a projection. Apply only the accepted rules below to the bank lines; every assigned category must cite its rule row. Build the summary: opening balance, movements by category, closing balance. List ambiguous lines separately; do not force them into categories. Reconcile the closing balance to the supplied bank statement figure and show any difference instead of hiding it. State the rule table version on the output. Accepted rule table with version: [paste]. bank lines: [paste]. Bank statement opening and closing figures: [paste].
Use: You
Check the draft summary against your own figures and the bank statement export, then approve it yourself before the meeting.
Categories must sum to net movement and closing balance must match the bank statement. Recompute the totals yourself.
Julius AI writes code that sorts, totals and reconciles from your rules. You check the code and the ambiguous list.
Write rules, gather files
Sort and reconcile
Check and approve
Use: You
Have ready: bank export and ledger cash accounts. Write the categorisation rules and the ambiguous definition as plain text.
Check the rules are yours. Check your organisation's rules for restricted finance data; this record does not establish that upload is permitted. Credit and plan terms are not covered by the source pages and need confirming before use.
Use: Julius AI
Upload the files. Julius AI sorts each line by your rules, totals by category and reconciles opening plus net movement to closing balance.
What to paste into the tool
Task: Category table, summary, reconciliation difference and the code. Apply these rules exactly to each bank line, citing the rule. List lines no rule fits as AMBIGUOUS. Aggregate by category, compute opening plus net movement and compare with the statement closing balance. Show any difference.
Use: You
Check the summary, code and ambiguous lines before the meeting, then approve the summary.
Read the code: rules applied as written, ambiguous lines listed not forced, difference shown.
Best when: You want everything in one Sheets file.
What it does: Gemini suggests categories; you build and reconcile the summary.
Strong at: Sorts lines in cells beside your rule table.
Limit: Not confirmed to follow your rules; test on a small sample first.
Free plan: Yes, limited
Best when: You want categorisation fully driven by your rules.
What it does: ChatGPT sorts and drafts; you accept rules and approve.
Strong at: Suggests candidate rules for lines no rule matches.
Limit: Free plan limits file uploads and data analysis.
Free plan: Yes, limited (file uploads, data analysis)
Best when: You prefer reviewing code over cell formulas.
What it does: Julius AI writes code that sorts and reconciles; you check.
Strong at: Leaves a code trail for the whole reconciliation.
Limit: Files are stored for only 7 days on the Free plan.
Free plan: Yes, limited (files stored 7 days)
Before you paste into any AI tool, remove any confidential information. Put it back at the end.
Deciding between ChatGPT and Gemini for this? See the comparison.
Never paste credentials or full payment details.
Accountant confirms the rules.
Ambiguous lines are listed.
Closing balance matches the statement.
Check data-handling rules for bank data before upload.
Check the result against your original inputs. Approve it before sharing or acting.