Smarter Week

How to automate it

How to automate “pull numbers for one-off questions from leadership”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

45 min
typically, a few times a week
50%
of the time can be automated
Easy
to set up

Fix 1 of 2

AIBest fix

Let AI build the formulas, pivots and summary

Copilot in Excel, Gemini in Sheets, or uploading the file to ChatGPT or Claude can build the pivot, the chart and the commentary in minutes.

Typically saves about 50% of the time10 min to set up
  1. 1Export or open the data.
  2. 2Ask Copilot in Excel or Gemini in Sheets, or upload the file to an approved AI assistant.
  3. 3Describe the report you want, including the breakdowns.
  4. 4Check the totals against the source before you share.
Prompt to copy
Here is [DESCRIBE THE DATA]. Build a summary that shows [THE NUMBERS YOUR MANAGER WANTS] by [BREAKDOWN], compared with [LAST PERIOD]. Give me the Excel formulas or pivot setup to reproduce it, and three sentences on what changed and why it matters.

Tools: Copilot in Excel · Gemini in Google Sheets · ChatGPT or Claude with file upload

Fix 2 of 2

Automation

Give budget owners a self-serve budget-vs-actual view

A dashboard that refreshes from the ledger lets managers answer their own "how am I tracking?" questions.

Typically saves about 40% of the time4 h to set up
  1. 1List the five questions managers ask most.
  2. 2Build one view per department in Power BI, Google Data Studio, Fathom or your FP&A tool, connected to the ledger.
  3. 3Schedule a refresh after close and email the link.
  4. 4Point repeat questions to the dashboard.

Tools: Power BI · Google Data Studio (formerly Looker Studio) · Fathom · Cube, Datarails or Abacum

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Staff accountantController / accounting managerFP&A analystCFO / finance manager

HourLeak · the 8-minute work audit

How many hours does this cost you?

The free 8-minute check works out where your week goes and gives you your top fixes. The team scan does the same for everyone and adds it up, so you know which leaks to fix first.

Take the free check Scan my team, $49

Answers are anonymous. Leaders only see team totals.

Other common tasks for Staff accountants