An agent setup recipe
Review an expense export and isolate category exceptions
Apply your approved category rules to an expense export and return a review workbook with only the uncertain decisions needing attention.
From
You get
What you will get
An expense-review workbook with all rows, proposed categories, grouped exceptions and control totals
Illustrative example · fictional input
- Example input
- Fictional exercise: create the review workbook from this CSV, without accessing accounts. id,description,category,amount,currency,purpose E1,Blue software subscription,Office,30.00,EUR,Team project software E2,Central shop,Office,45.00,EUR, E3,Blue software refund,Software,-10.00,EUR,Refund of E1 Rules R1: confirmed project-software subscriptions and their refunds use Software. R2: purchases from mixed retailers need item and business-purpose details. No other rule or allocation is approved.
- Example result
- Illustrative result, not a recorded agent run: Three rows are preserved. E1 proposes Software under R1; E3 remains Software. E2 needs purchase details. The signed EUR total remains 65.00. A workbook contains the original rows, proposals, exception and control checks.
Check the proposed categories against the approved rules, especially conflicting rules and ambiguous purchases. Resolve the exception list with the bookkeeper and apply only approved changes in the accounting system.
What you need
Upload an ordinary expense export and the category rules you already use. The assistant reads the rows, applies explicit rules and groups repeated questions. It returns a workbook preserving the original values alongside proposed categories, reasons and unresolved cases. You still approve accounting treatment and post any changes yourself.
- A ChatGPT account with Work, file uploads and file creation available. Check your account limits before uploading; this guide requires no API key or app connection.
- Use copies of files you are allowed to share. Upload them in ChatGPT, not on JuicyAgents. Keep originals and unnecessary personal information out of the working copy.
- The assistant must actually read the files, run the requested checks and provide working download links. If those tools are unavailable, it must explain the limitation instead of claiming the job is complete.
Set it up
- Export expenses as CSV or a simple XLSX table and keep the original. Remove bank details or other private fields not needed for the category review.
- Open ChatGPT Work, paste the prompt, and attach the export plus your existing approved rules. Let the assistant read and map the columns; clarify only fields it cannot identify safely.
- Download the review workbook. Resolve grouped questions with your bookkeeper, ask for a revised copy, and post only the changes you approve through your normal accounting process.
Your setup prompt is ready
Copy the ready prompt, or customize it with the settings. Paste it into ChatGPT Work to give it the task rules.
Customize (optional)
Defaults are ready to use. Changes update the prompt here; paste it into your agent to apply them.
Schedule: When I ask.
Questions first leads with grouped exceptions; All expense rows leads with the full review. Both keep every original transaction.
Your choices stay in this browser for this guide. Avoid adding private information.
setup prompt
Highlighted text follows your settings.
Review checks, limits and sources
Not tested by Juicy Agents. The examples are fictional, not recorded agent results.
Check the result
- Three original rows and IDs remain; only E1 has a supported category change.
- E2 is not categorised from the merchant name alone.
- The refund stays negative and the EUR total is 65.00 before and after.
- All proposed categories remain unposted and all workbook strings are written as text.
Known limits
- Not tested by JuicyAgents. Examples are fictional and do not establish accuracy, usefulness or saved time.
- Approved rules and purchase context are still required for accounting decisions; this is not tax advice or a ledger update.
- Formula-heavy, protected or image-only exports may require a values-only copy. Coverage must be stated.
If something goes wrong
- Many exceptions for the same merchant: answer the grouped purchase question once and define its exact scope.
- Totals differ: reject the output and ask the assistant to find the dropped, duplicated or sign-changed rows before reviewing categories.
- No agreed rules: use the generated question list with your bookkeeper before accepting any category proposal.
Platform sources
- ChatGPT Work on the web (opens in a new tab) · Checked 2026-10-09
- ChatGPT projects (opens in a new tab) · Checked 2026-10-08
- ChatGPT access and usage (opens in a new tab) · Checked 2026-10-09
- QuickBooks Online bank rules (opens in a new tab) · Checked 2026-10-08
- Work with files (opens in a new tab) · Checked 2026-10-09
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