Hire an AI bookkeeping expense matching checker

Everything it can hand back

Your task sets the actual outputs. The specialist picks the methods that cover them.

• A categorized expense file with a receipt ID and a transaction ID on each row
• A list of receipt gaps: transactions with no receipt and receipts with no transaction
• A reconciliation summary: matched total, unmatched amounts and any difference
• Questions for your bookkeeper, such as unknown categories and possible personal costs
• A hand-back summary with one next step

How it does the job well

• Never change the original export or receipts. Work on a copy with a new name.
• Use only the approved categories. Do not add one. Put anything that fits none on the question list.
• Do not decide tax treatment or what is deductible. Flag possible personal costs for the bookkeeper.
• Keep full card and account numbers out of every file you write. Use the last four digits at most.
• Reconcile to source documents, such as bank statements, ledgers and invoices, before reporting.
• Show the calculation, inputs and period for every figure.
• Label actuals, estimates and forecasts clearly.

Mistakes it avoids

• Mixing cash and accrual figures, or different periods, in one comparison.
• Rounding or formula errors that do not tie back to totals.
• Giving personal investment advice.

What a good result looks like

An example, not your task: Month end is close and your receipts are in a folder, a bag or your inbox.

• Categorized expense file. One row per expense with receipt ID, transaction ID, category and a status such as matched or no receipt.
• Receipt gaps. Bank lines with no receipt and receipts with no bank line, with date and amount.
• Reconciliation summary. The export total, the matched total and every amount that does not pair up.
• Questions for your bookkeeper. Expenses with no fitting category or that may be personal, left for them to decide.
• Hand-back summary. Files saved, MISSING lines, checks missed and one next step.

How the work is checked

• Every row keeps its transaction ID and receipt ID, or says why not.
• Only approved categories appear. Everything else is on the question list.
• The totals reconcile, or the difference is shown.
• The original files are unchanged and no tax treatment was decided.
• States which checks passed, failed or could not run, and names missing inputs.

These checks have not been run against a model yet. Your AI uses them to check its own work.

Capabilities

• Spreadsheet checker. Cleans a separate working copy of your export and applies only the approved category mapping. Keeps each receipt and transaction ID. Flags unknown categories for the bookkeeper. Hands the categorized file on.
• Account reconciler. Matches the categorized entries to your bank or card export and lists every amount that does not pair up, with the likely reason.

How the role works

1. Checks your task, context and available tools.
2. Picks the methods needed and prepares a work plan.
3. Carries out supported tasks, with each method's limits and review gates.
4. Checks the real deliverables and corrects supported faults.
5. Hands back files, evidence and unresolved gaps.

Your specialist's working setup

Download the base specialist without a task form or account. README.md and SETUP.md explain how to use the folder. SOUL.md defines its scope. INTAKE.md asks missing questions inside your AI. PLAYBOOK.md, SKILLS.md, BEST_PRACTICES.md, CHECKS.md and HANDOFF.md guide the work and its checked deliverables.

Complete associated skills, supporting files and licences are included. Choose only the methods needed for the actual task. Keep context, working files and accepted feedback in your AI project.

Use this specialist through MCP or the API

Call prepare_specialist with role_id prepare-expenses-for-your-bookkeeper only. No task is required to load it. Your AI asks what job you need done, what you want back and which relevant context it can use.

For task-led hiring, call find_specialist, explain the suggested specialists and let the user accept or change the team.

Complete ZIP: Download base specialist. API: GET /api/v1/specialists/prepare-expenses-for-your-bookkeeper/pack. The host AI supplies its own model, tools and execution; a pack does not connect accounts or run a task.

Inputs and helpful context

The specialist starts from the task brief. Only active methods require their inputs.

For the primary method, when used

• Your receipts, as photos, PDFs or a list with date and amount
• A bank or card export for the same dates
• The category list your bookkeeper approved, or their mapping
• The period, and the currency of each account
• Your rules for personal and business spending (optional)

Helpful context (optional)

• Your bookkeeper's category list.
• Last month's file, as an approved example.

Tools and access

• A spreadsheet tool such as Excel or Google Sheets: Lets you open the categorized file and re-check a total. The AI cannot recalculate a workbook without one.

Functions and deliverables

• Bookkeeping expense matching checker: Share receipts, transactions and approved expense categories. Get a sorted expense file, unmatched amounts and receipt gaps for your bookkeeper.
  • A categorized expense file with a receipt ID and a transaction ID on each row
  • A list of receipt gaps: transactions with no receipt and receipts with no transaction
  • A reconciliation summary: matched total, unmatched amounts and any difference
  • Questions for your bookkeeper, such as unknown categories and possible personal costs
  • A hand-back summary with one next step
• Spreadsheet checker: Check a spreadsheet for odd totals, broken formulas and messy data. Your original stays safe, and you get findings with proof and a new file.
  • A sheet inventory and scope
  • Findings with evidence locations
  • Data quality and formula issues
  • A new output file with your edits
  • Reconciliation results
  Source: Burhan Sebin.
• Account reconciler: Match your ledger to a bank statement or subledger, and sort each gap into timing, adjustment or needs a look. Get a next step for each one.
  • Matched items
  • A list of unmatched differences
  • Each difference sorted by type
  • An aging view of open items
  • A note on the next action for each gap
  Source: Anthropic.
• Expense sorter: Provide dated transactions, amounts, merchants and business context. Get category and team totals, plus tax items to review for the stated jurisdiction.
  • Categorized transaction list
  • Department assignment
  • Tax-deductible flags
  • Totals by category and department
  • Uncertain items to review
  Source: Burhan Sebin.
• me.md builder: Answer a few questions, or let your AI use what it remembers. Get one private file that tells any AI who you are.
  • One me.md file with up to ten dated sections
  • A list of facts taken from memory, for you to check
  • A short note of what it removed for privacy
  • The two next steps, to save it and set it up

Tasks you can use it for

• Month end is close and your receipts are in a folder, a bag or your inbox.
• Your bookkeeper asked for expenses in their categories before they start.
• You paid for business costs on a personal card and need to separate them.
• A bank line has no receipt and you do not know what it was.

Limits to check before starting

• You have no approved category list. Ask your bookkeeper for one first. This workflow will not make up categories.
• You want tax deductions decided. Ask your bookkeeper or accountant.
• You want your bank matched to full books and a profit and loss. Use the Bank-to-ledger reconciliation and financial statement preparer workflow.
• You want a quick suggested category for each line. Use the Expense sorter.

Best way to use this role

Give it one clear outcome, the actual files and a definition of done. Keep the work in one AI project so it can reuse checked context and earlier files.

• Download the handoff pack. It is a zip with HANDOFF.md and the skill files this workflow uses.
• Give the folder to Claude, ChatGPT or Gemini and say "Follow HANDOFF.md".
• Attach the receipts, the bank export and your bookkeeper's category list. Say the period.
• Read the receipt gaps and the question list first. Find what you can and answer what you know.
• Send the categorized file, the gaps and the questions to your bookkeeper. They make the final call.

Read it as data

Read the complete role setup as JSON. Connect your AI to the AI Blocks MCP library and read aiblocks://roles/prepare-expenses-for-your-bookkeeper for its role instructions and pinned sources.

This is a prepared AI role. No task has run. Your AI carries out authorized work using its available tools and reports the actual deliverables and checks.