How to Use AI and ChatGPT for Basic Accounting

AI (artificial intelligence) is at the forefront of nearly every conversation referring to the digital world, and rightfully so. It’s a good tool, a scary good tool. In fact, there’s plenty of speculation that AI will start to replace jobs in industries like marketing, customer service, and accounting.   

However, accountants shouldn’t fret, because adopting AI will allow you to reap its benefits. AI and digital transformation are meant to help you automate tasks and improve efficiency, which will optimize your role, not replace it.  

Let’s explore how accountants can leverage AI tools and resources, like ChatGPT. 

What Can AI Do For Accountants? 

As we mentioned, AI’s two primary functions for accountants are to automate repetitive tasks and improve efficiency.   

Some of the basic tasks that AI can take off your plate include:  

• Data entry and processing  
• Bank reconciliations 
• Financial reporting  
• Audit and compliance  
• Predictive analytics 
• Client communication 

Because these tasks will be automated, you’ll have more time to focus on complex and strategic work that requires your judgment and expertise.  

However, the usefulness of AI doesn’t stop there. Enhanced decision-making capabilities are also a benefit of using AI in accounting. For example:  

• Predictive analytics 
• AI can use past data to forecast future trends allowing you to make more informed decisions.  
• Scenario planning  
• AI can model different scenarios and assess the impact of decisions allowing you to make better-informed decisions for your clients.  
• Customized recommendations 
• AI can analyze data on individual clients and make personalized recommendations based on their specific needs. 

AI can do a lot for accountants, but once it completes a task, your expertise and action are required to move the needle forward. 

How Can You Use ChatGPT for Accounting?  

ChatGPT is a conversational AI tool that combines information from the internet to answer a wide range of questions with a human-like response.   

For accountants, this tool can be used to provide better service to clients. For example, chatbots powered by ChatGPT can respond to simple clients questions like:  

• What are my account balances? 
• What are my payment due dates?  
• Can you provide my transaction history?  

ChatGPT can also provide personalized recommendations based on a client’s specific financial situation. For example, let’s say you want to provide your client with a list of applicable tax strategies. You can input all of their information into ChatGPT and it will generate a tailored response.   

Accountants can also use ChatGPT for research purposes. Ask it a question and more often than not it will have an answer. It’s great for staying up-to-date on: 

• Accounting industry trends 
• Accounting standards 
• Tax laws and regulations 
• Industry trends with your niche 

While ChatGPT is a popular AI tool, realize it isn’t the only one. There are other tools and resources that offer more specific services, like data analytics and entry.  

How Will ChatGPT Affect Accounting and the Industry? 

Aside from greater efficiency, it’s still unknown how ChatGPT and AI tools like it will affect the accounting industry.   

However, what is known is that there are a couple of challenges and limitations that will come along with it.  

• Data privacy and security is a potential pitfall of using AI in accounting considering it would require access to financial data.  
• There is also the risk of errors and inaccuracies, as AI is only as effective as the data they are trained on.  

Caution and an open mind are advised.  

Best Practices for Integrating AI in Accounting 

Integrating AI into your accounting can create an advantage for your firm, but only when it is done correctly. Here are some of our best practices for doing so.  

Use the Right Tools Wisely 

AI can complete a variety of tasks and there are plenty of different tools you can turn to. If you want to leverage AI in accounting, you have to use the right tools wisely.   

For example, if you feel like you are wasting time by replying to basic client inquiries, creating a chatbot using ChatGPT may be a wise solution. However, inputting sensitive financial data into ChatGPT, specifically, may not be wise because of privacy issues.   

Train Your Staff  

If you plan to use AI in accounting, you need to make sure your team understands the processes and what they should and should not use the tool for. Explain how they can use the tools wisely and set clear guidelines.   

You may also want to give them a clear list of prompts for using the tools and explain how the tools are improving your firm.  

Monitor Performance 

AI tools are incredible but they are not always accurate. If you choose to use AI in accounting, make sure you spend time on a monthly or quarterly basis to monitor and evaluate its performance. Ask yourself if the tool is still doing the task you want it to and if it’s helping you achieve business goals.  

The Future of AI in Accounting 

Although the future of AI in accounting is still unknown, incorporating it into your systems and processes is a great way to improve your efficiency and rid your days of repetitive tasks.   

"If your firm is searching for more ways to improve manufacturing, accounting, and inventory management, learning about the right tech stack for your business could be the place to start."