The problem
Some clients send their own spreadsheet instead of bank feeds: 300 lines a quarter with descriptions like 'Amzn Mktp' and 'TFL travel'. Coding each line by hand takes about a minute, so 3 such clients is 900 lines a quarter, about 300 a month, or 5 hours a month.
What the AI does
Gemini works inside Google Sheets. The AI function, typed into a cell as =AI("...", B2), can sort each line into one of the nominal codes you list in the prompt, and the Ask Gemini side panel can build a pivot table of totals by code. You check every suggestion, correct the odd ones, query the unclear lines with the client and then import. On a business account this needs Google Workspace Business Standard (about $16£12€14A$23C$23 per user a month); Business Starter doesn't include Gemini in Sheets.
A worked example
A sole-trader bookkeeper in Derby has 3 clients who send quarterly spreadsheets. They paste each client's lines into a Google Sheet in their Workspace account, add a column using the AI function with the client's nominal codes, then review every line.
Before
About 300 lines a month coded by hand at a minute each: 5 hours a month
After
About 20 seconds a line to check: about 1.7 hours a month
What it's worth
About $133£100€119A$192C$188 a month in time saved, against about $16£12€14A$23C$23 for Workspace Business Standard. Coding drops from 5 hours a month to about 1.7 hours of checking, and 3.3 hours at an assumed $40£30€36A$58C$56 an hour is about $133£100€119A$192C$188.
How to set it up
- Use Google Workspace Business Standard (€13.60, about $16£12€14A$23C$23 per user a month on a one-year commitment) so Gemini is available in Sheets.
- Paste the client's lines into a new Google Sheet. If they sent Excel, save it as a Google Sheet first; Google says Gemini works best with native Sheets files.
- In a new column enter =AI("Choose the best nominal code for this transaction from: 7400 Travel, 7500 Office costs, ...", B2) with the client's codes, and fill it down.
- Work in batches: Google says only the first 350 selected cells with AI functions are generated at a time.
- Check every line, correct wrong codes, and mark anything unclear to query with the client.
- Copy the checked codes to plain values, ask Gemini in the side panel for a pivot table of totals by code, and reconcile it to the bank balance before importing.
What goes wrong
- Gemini can be wrong, and Google says not to rely on it for financial advice. You remain responsible for every code, so check them all.
- Clients' financial data is personal data under UK GDPR. Keep it in a business Workspace account: Google says it doesn't use customers' Workspace data to train its generative AI; personal Google AI plans are on consumer terms.
- The AI function can't be undone or redone and has short- and long-term generation limits. Copy checked results to values so they don't regenerate.
- Business Starter (about $8£6€7A$12C$11) has Gemini in Gmail only. Each extra Standard user adds about $16£12€14A$23C$23 a month.