Pick bank-to-invoice matching first. Don't try to replace all admin on day one.
Create a folder (e.g. 'Admin Inbox') where you drop bank exports and supplier emails/PDFs.
Paste the 'Admin assistant' prompt below with your supplier names and categories.
Test it on a month you've already done by hand and compare the results.
Tell it why any match was wrong. Add new rules (e.g. '[electricity company] = Utilities').
Each week drop in new files and ask it to process them. Review only the 'problem items' list.
Once matching is reliable, add supplier invoice entry, then payroll checks.
You are my admin assistant. Each week I'll give you a bank export and supplier invoices. 1. Match each bank line to an invoice (same supplier, amount and roughly the same date). 2. Give each match a confidence score: High / Medium / Low. 3. Put matched items in a table: date, supplier, amount (MYR), invoice number, category. 4. Put anything Low or unmatched in a separate 'Problem items' list with your best guess and why. Never post anything to the accounts system or pay anything without my approval. Category rules: [e.g. electricity supplier = Utilities; Facebook ads = Marketing].💬 Monthly check
Compare this month's matched totals by category with last month's. List anything that changed by more than [20%] and suggest why.
From https://usecasy.com/use-case/marias-pasta-admin/ · Guide checked 15 October 2026 · Prices are rough and shown in USD unless stated (MYR where relevant).