Suggest accounts for uncategorised ledger transactions

ChatGPT: matches past codings and suggests accounts

ChatGPT matches uncategorised lines to past codings in one pass. You check every suggestion; nothing posts until you approve.

You
Get tables ready
ChatGPT
Suggest accounts
You
Check and approve

Get the three tables ready
Use: You
Have ready: uncategorised transactions, chart of accounts and past coding examples.
Suggest accounts and flag conflicts
Use: ChatGPT
Upload the tables. Ask ChatGPT for a suggested account, confidence and up to three similar past transactions per line; flag supplier conflicts and new-account needs.
Details
What to paste into the tool
For each uncategorised transaction suggest one account from the chart, a confidence of high, medium or low, and the past transactions you relied on. If none is close, answer no suggestion. Suppliers are shown as codes; do not use the supplier code alone. List suppliers whose past codings conflict instead of averaging them, and transactions with no suitable account.
Check the table, approve or hold each line
Use: You
Have ready: your ledger records. Check suggestions and conflict flags against them. Decide new accounts with the accountant. Approve or hold each line.
Check
A supplier alone does not decide the account. Low-confidence and conflicted rows get a decision, not an average. Coding corrections post in the ledger. Nothing posts from this table until you approve. Review the generated code and assumptions.

Gemini: adds a suggested account column to your tables

Transactions and past codings sit in tables in your spreadsheet. Gemini adds suggestions and lookups. You filter, correct and approve.

You
Import three tables
Gemini
Suggest accounts
You
Add notes, approve

Import the three tables
Use: You
Have ready: uncategorised transactions, chart of accounts and past codings. Import them into one workbook as three tables.
Check
Check row counts after import. Gemini reads a sample of rows and the header.
Add suggested accounts and past codings
Use: Gemini
Ask for a suggested-account column from the chart, plus a lookup of past codings for the same supplier.
Details
What to paste into the tool
Draft a formula for a Suggested account column that looks each row up in the chart of accounts, and one for the most recent past account for the same supplier code from the past-codings table as a separate column. Leave blank when unsure.
Add notes, check and approve or hold
Use: You
Add a confidence note per row, filter conflicts with past coding and list rows needing a new account. Approve or hold each row.
Check
Check suggestions, especially low-confidence ones; a supplier alone does not decide the account. Decide new accounts with the accountant; corrections post in the ledger. Nothing posts until you approve.

Claude: suggests accounts only for leftover lines

You code exact repeats with a lookup. Claude sees only the leftover lines with their nearest past examples.

You
Split repeats, leftovers
Claude
Suggest for leftovers
You
Merge, approve, send

Separate exact repeats from leftovers
Use: You
Have ready: transactions and past codings. Look up supplier and description; mark exact repeats with the past account, the rest as leftovers.
Check
Where one supplier has more than one past account, flag those lines instead of averaging them.
Suggest accounts for the leftovers
Use: Claude
Upload the leftovers, chart of accounts and sample of past codings. Ask for a suggestion, confidence and similar past entries per line, or no suggestion.
Details
What to paste into the tool
For each leftover line suggest one account from the chart, a confidence, and the past entries you relied on. Say no suggestion if none is close. Suppliers are shown as codes.
Merge, check, approve and send requests
Use: You
Merge repeats and suggestions into one review table and flag supplier conflicts. Approve or hold each line, then send new-account requests to the accountant.
Check
Check each suggestion against the repeat table before accepting it. Conflicts are flagged, not averaged. New accounts are decided with the accountant; corrections post in the ledger. Supplier codes alone do not determine accounts.

Compare the three approaches

Option A: ChatGPT: matches past codings and suggests accounts

Best when: One batch of transactions suits a single pass.

What it does: ChatGPT suggests accounts and confidence; you decide each line.

Strong at: Gives confidence and similar past entries for every line.

Limit: Confidence levels come from the assistant and need your judgement.

Free plan: Yes, limited (file uploads, data analysis)

Option B: Gemini: adds a suggested account column to your tables

Best when: You want to filter, sort and correct suggestions in a spreadsheet.

What it does: AI suggests accounts; you add notes, fix conflicts and approve.

Strong at: Looks up the last account used for the same supplier.

Limit: The free plan has usage limits

Free plan: Yes

Option C: Claude: suggests accounts only for leftover lines

Best when: Most transactions repeat past ones.

What it does: You code repeats; Claude suggests accounts for leftovers.

Strong at: Sees only leftover lines with their nearest past examples.

Limit: Usage is capped in 5-hour and weekly windows.

Free plan: Yes, limited (usage capped in 5-hour and weekly windows)

Suggest accounts for uncategorised ledger transactions

A draft coding suggestion table with a suggested account, confidence and similar past transactions for each line.

ChatGPT: matches past codings and suggests accounts

Get the three tables ready

Suggest accounts and flag conflicts

Check the table, approve or hold each line

Gemini: adds a suggested account column to your tables

Import the three tables

Add suggested accounts and past codings

Add notes, check and approve or hold

Claude: suggests accounts only for leftover lines

Separate exact repeats from leftovers

Suggest accounts for the leftovers

Merge, check, approve and send requests

Compare the three approaches

Option A: ChatGPT: matches past codings and suggests accounts

Option B: Gemini: adds a suggested account column to your tables

Option C: Claude: suggests accounts only for leftover lines

Tools in this workflow

Final check

Suggest accounts for uncategorised ledger transactions

A draft coding suggestion table with a suggested account, confidence and similar past transactions for each line.

ChatGPT: matches past codings and suggests accounts

Get the three tables ready

Suggest accounts and flag conflicts

Check the table, approve or hold each line

Gemini: adds a suggested account column to your tables

Import the three tables

Add suggested accounts and past codings

Add notes, check and approve or hold

Claude: suggests accounts only for leftover lines

Separate exact repeats from leftovers

Suggest accounts for the leftovers

Merge, check, approve and send requests

Compare the three approaches

Option A: ChatGPT: matches past codings and suggests accounts

Option B: Gemini: adds a suggested account column to your tables

Option C: Claude: suggests accounts only for leftover lines

Tools in this workflow

Final check

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