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Match every bank deposit to your sales in 10 minutes a month

A restaurant owner cut a three-hour monthly cash check to 5 to 10 minutes this way.

About 10 minutes a month A few steps

Published . Steps as of October 2026.

How do I match my bank deposits to my sales with AI?

Upload your sales report and your bank statement for the same month, then ask the AI to match each day's takings to its deposit and flag the gaps. ChatGPT, Claude and Gemini can all read the two spreadsheets in one chat. If your deposits arrive a few days late or get combined, say so in the prompt so the matching allows for it. Delete account numbers before you upload, and check every flagged row against your receipts.

A sample of what you get back, made with AI.

Your prompt

Fill in your details. Skip any you like.

ChatGPT and Claude open with your prompt already typed in. Gemini can't be filled in from a link, so its button copies your prompt: paste it into the new chat.

The prompt that gets copied

I run [YOUR BUSINESS, e.g. a two-location bakery]. I've attached two files: my sales report for [REPORT MONTH, e.g. September] and my bank statement for the same month.

Please reconcile them:
1. Work out what should have reached the bank each day (cash and card takings, minus card fees of about [CARD FEE, e.g. 2.6%]).
2. Match each day to its deposit. Allow for deposits that land [DEPOSIT DELAY, e.g. 1 to 3 days] later, and for days that get combined into one deposit.
3. Give me a table: date, expected, deposited, difference, status (matched, short, over, missing).
4. Under the table, list every unmatched item with the most likely reason, such as a refund, a late deposit or a fee.
5. End with the month's totals and the three things I should check first.

Don't guess silently. If a number is unclear, say so and ask me.

Upload your sales export and your bank statement for the month. You get a table that matches each day's takings to its deposit and flags every gap worth a look.

Step by step

  1. Export last month's sales or cash report from your till or booking app as a spreadsheet
  2. Download the same month's bank statement as a CSV and delete your account number
  3. Attach both files to a new ChatGPT chat
  4. Paste the prompt and fill in your details
  5. Check each flagged row against your receipts before you change anything

What you'll get

A day-by-day reconciliation table with every short, over or missing deposit flagged, plus a short list of what to check first.

The source used ChatGPT Work. A regular chat with file uploads works too; free plans have upload limits.

Made for
Small business owners
Works in
ChatGPT, Claude, Gemini

Frequently Asked Questions.

How do I match my bank deposits to my sales with AI?

Upload your sales report and your bank statement for the same month, then ask the AI to match each day's takings to its deposit and flag the gaps. ChatGPT, Claude and Gemini can all read the two spreadsheets in one chat. If your deposits arrive a few days late or get combined, say so in the prompt so the matching allows for it. Delete account numbers before you upload, and check every flagged row against your receipts.

Which AI tools does this work in?

It works in ChatGPT, Claude and Gemini. On this page, ChatGPT and Claude open with your prompt already typed in. The source used ChatGPT Work. A regular chat with file uploads works too; free plans have upload limits.

How long does it take?

About 10 minutes a month. It's rated "A few steps". There are 5 steps, listed above.

What do I need before I start?

Just your details for 4 blanks: your business, report month, card fee and deposit delay. You can skip any, and your AI will ask for them.

What will I get back?

A day-by-day reconciliation table with every short, over or missing deposit flagged, plus a short list of what to check first.

Find more like this in AI agent use cases, For small business, Claude prompts and Gemini prompts.

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