# Using AI As

> Using AI As shows people in finance, HR and office admin how to use AI at work without breaking confidentiality or UK GDPR: steps they can follow and checks they can trust. Published by Adapt Progress Evolve Limited (UK).

## How pages work
- Every page is written by Jack Stovell, lists its sources, and shows when it was published and last updated (the updated date changes only when the content does).
- Every page has a markdown mirror: append .md to its path (e.g. https://usingaias.com/index.md, https://usingaias.com/ai-for.md).
- Some pages include a clearly labelled panel of products made by the same studio that runs the site, only where they fit the page. Ours: made by the same studio that runs this site.

## Who this is for
People in UK finance teams, HR and office admin who want to use ChatGPT, Claude or Microsoft Copilot in their day job without pasting in confidential or personal data. Every page says what AI should draft, what stays with a person, and which UK rules apply (UK GDPR, ICO guidance, Equality Act, GOV.UK and Acas for employment law). General information for UK readers. Not financial, legal, tax or HR advice. Example companies and figures are fictional unless a source says otherwise. Follow your organisation's policies and your professional body's rules.

## Roles and tasks
Index of every role hub and task guide: https://usingaias.com/ai-for/ (markdown https://usingaias.com/ai-for.md)

### Finance
- [AI for accountants and finance managers](https://usingaias.com/ai-for/accountants/) (role hub): For accountants and finance managers. Use ChatGPT, Claude or Copilot for formulas, checklists, queries and commentary drafts. The numbers come from the ledger and the bank, and a person approves and posts everything. Covers what to hand to AI first, what to keep human, and what never to paste in. Updated 2026-10-01. Markdown: https://usingaias.com/ai-for/accountants.md
- [AI for bank reconciliation: the finance-team process](https://usingaias.com/ai-for/bank-reconciliation/): For accountants and finance managers. Let your accounting software match first. Use AI on the leftovers, from descriptions only: likely explanations, queries, Excel comparison formulas and the checklist. A person approves and posts. Level: Beginner. Tools: Xero or your accounting software; Microsoft Excel; ChatGPT, Claude or Copilot (an approved account). Updated 2026-10-01. Markdown: https://usingaias.com/ai-for/bank-reconciliation.md
- [AI cash-flow forecasting: a weekly forecast you can defend](https://usingaias.com/ai-for/cash-flow-forecasting/): For accountants and finance managers. AI builds the weekly grid, the SUMIFS formulas and the assumptions wording. Every number comes from your aged debtors, aged creditors, payroll, PAYE and VAT dates and the bank balance. Level: Intermediate. Tools: Microsoft Excel; Xero or your accounting software; ChatGPT, Claude or Copilot (an approved account). Updated 2026-10-01. Markdown: https://usingaias.com/ai-for/cash-flow-forecasting.md
- [ChatGPT and Xero: what connects and what to export](https://usingaias.com/ai-for/xero/): For accountants and finance managers. Xero has a plugin in ChatGPT (live since 15 September 2026), a read-only connector in Claude, and a developer MCP server with write access. Otherwise, export a report and strip the identifiers. Level: Beginner. Tools: Xero; ChatGPT or Claude; Microsoft Excel or Google Sheets. Updated 2026-10-01. Markdown: https://usingaias.com/ai-for/xero.md
- [P&L with AI: build one from a trial balance](https://usingaias.com/ai-for/p-and-l/): For accountants and finance managers. Map each nominal code to a P&L line once and let SUMIFS build the P&L every month. AI proposes the mapping and writes formulas; Excel does the arithmetic; three checks tie it to the TB. Level: Intermediate. Tools: Microsoft Excel (365, 2021 or 2019); Claude, ChatGPT or Copilot in Excel. Updated 2026-10-01. Markdown: https://usingaias.com/ai-for/p-and-l.md
- Month-end close with AI (planned, not yet published): Where AI fits in a close timetable, and the steps that stay with the finance team.
- Management accounts from a trial balance (planned, not yet published): Building the monthly pack around the P&L, with the commentary drafted from figures you choose.
- Budget vs actual commentary (planned, not yet published): Turning variances and the reasons you give into commentary that budget holders will read.
- AI for accounts payable and receivable (planned, not yet published): Where AI helps with supplier and customer admin, and what stays with the person who approves payments.

### HR
- [AI for HR](https://usingaias.com/ai-for/hr/) (role hub): For HR. Use ChatGPT, Claude or Copilot to draft HR words: job descriptions, policies, letters, objectives. Keep decisions about people human, and check UK GDPR and Equality Act rules before AI touches hiring. Covers what to hand to AI first, what to keep human, and what never to paste in. Updated 2026-10-01. Markdown: https://usingaias.com/ai-for/hr.md
- [Job descriptions with ChatGPT (and Claude or Copilot)](https://usingaias.com/ai-for/job-descriptions/): For HR. Give AI your own notes on the role and get a structured job description and person specification. Split essential from desirable, check the wording for bias, and set pay yourself. Level: Beginner. Tools: ChatGPT; Claude; Microsoft Copilot. Updated 2026-10-01. Markdown: https://usingaias.com/ai-for/job-descriptions.md
- [HR policies with ChatGPT: draft, check against UK law, approve](https://usingaias.com/ai-for/hr-policies/): For HR. AI drafts the structure and plain-English wording from what you already say. The legal minimums come from GOV.UK and Acas, never the AI, and a named person approves the final policy. Level: Intermediate. Tools: ChatGPT; Claude; Microsoft Copilot. Updated 2026-10-01. Markdown: https://usingaias.com/ai-for/hr-policies.md
- [AI for performance reviews: write-ups, not judgements](https://usingaias.com/ai-for/performance-reviews/): For HR. Use AI to turn a manager's own anonymised notes into a balanced review, check the language and tighten SMART objectives. The rating and any decision stay with the manager. Level: Beginner. Tools: ChatGPT; Claude; Microsoft Copilot. Updated 2026-10-01. Markdown: https://usingaias.com/ai-for/performance-reviews.md
- AI for recruitment screening (planned, not yet published): What a screening tool may and may not do, the UK GDPR rules on automated decisions, and how to check for bias.
- Interview questions with AI (planned, not yet published): Building a question bank from the job description, and checking it for relevance and fairness.
- Onboarding plans with AI (planned, not yet published): Turning your handbook and the job description into a first-month plan for a new starter.
- HR letters with AI (planned, not yet published): Template letters for offers, changes and invitations to meetings, drafted without anyone's personal details.

### Office managers
- [AI for office managers and admin](https://usingaias.com/ai-for/office-managers/) (role hub): For office managers and admin. Hand AI the first drafts: emails from your bullet points, meeting notes into actions, desk instructions, rota layouts, supplier chasers and formulas. You check the facts and you send. Covers what to hand to AI first, what to keep human, and what never to paste in. Updated 2026-10-01. Markdown: https://usingaias.com/ai-for/office-managers.md
- Turn meeting notes into actions (planned, not yet published): From rough notes to a table of action, owner and due date, with the gaps flagged.
- Write desk instructions with AI (planned, not yet published): Numbered steps a new starter could follow, built from what's in your head.
- Chase a supplier with AI (planned, not yet published): First and second chasers that stay polite, firm and factual.
- Set up a rota template (planned, not yet published): The columns, rules and checks, ready for you to fill in the names.
- Reply to email from bullet points (planned, not yet published): Copilot in Outlook, Gemini in Gmail or a chat tool, and how to check the draft.

## Questions these pages answer
- Can accountants use ChatGPT for finance work? → https://usingaias.com/ai-for/accountants/
- What should a finance team hand over to AI first? → https://usingaias.com/ai-for/accountants/
- Can I use ChatGPT for HR work? → https://usingaias.com/ai-for/hr/
- Is it legal to use AI to screen job applicants in the UK? → https://usingaias.com/ai-for/hr/
- What should an office manager hand to AI first? → https://usingaias.com/ai-for/office-managers/
- Can Copilot write emails in Outlook? → https://usingaias.com/ai-for/office-managers/
- Can AI do bank reconciliation? → https://usingaias.com/ai-for/bank-reconciliation/
- How does Xero's automatic bank reconciliation work? → https://usingaias.com/ai-for/bank-reconciliation/
- Can AI forecast my cash flow? → https://usingaias.com/ai-for/cash-flow-forecasting/
- When do PAYE and VAT go in a UK cash-flow forecast? → https://usingaias.com/ai-for/cash-flow-forecasting/
- Does Xero work with ChatGPT? → https://usingaias.com/ai-for/xero/
- Is the Xero connector in Claude read-only? → https://usingaias.com/ai-for/xero/
- Can I just paste my trial balance into ChatGPT or Claude and ask for a P&L? → https://usingaias.com/ai-for/p-and-l/
- What does the AI need to see to propose the mapping? → https://usingaias.com/ai-for/p-and-l/
- Can ChatGPT write a job description? → https://usingaias.com/ai-for/job-descriptions/
- What should a job description include? → https://usingaias.com/ai-for/job-descriptions/
- Can ChatGPT write an HR policy? → https://usingaias.com/ai-for/hr-policies/
- Why not ask the AI what the law says? → https://usingaias.com/ai-for/hr-policies/
- Can I use ChatGPT to write a performance review? → https://usingaias.com/ai-for/performance-reviews/
- Should AI decide the performance rating? → https://usingaias.com/ai-for/performance-reviews/

## Site
- [About](https://usingaias.com/about/): Who writes and publishes Using AI As, and how every page is researched, checked, dated and corrected. Markdown: https://usingaias.com/about.md
- [Privacy](https://usingaias.com/privacy/): What Using AI As records when you read it: anonymous first-party page analytics, no cookies, no accounts. Markdown: https://usingaias.com/privacy.md
- Full text of every page in one file: https://usingaias.com/llms-full.txt

## Publisher and author
- Publisher: Adapt Progress Evolve Limited, company 10047328 (England and Wales), VAT GB362654684. https://adaptprogressevolve.com/ · Contact: hello@usingaias.com
- Author: Jack Stovell. Profile: https://i.hilyt.it/jack

## From the same studio
- [ScriptGrain](https://scriptgrain.com/): Measures your writing style from samples you upload, builds a voice profile and drafts new content in it, scoring every draft against the profile.
- [ReviewNudge](https://reviewnudge.app/): Free, no-account tools for small businesses: a review reply writer, a review request builder, a Google review QR card maker and a testimonial card maker.
- [Launch Video Maker](https://launchvideomaker.com/): Turns a business website into a short motion video with music, using only facts you approve, paid once per video.
- [How to get AI to](https://howtogetaito.com/): A free library of step-by-step guides to getting AI to do a specific task, with prompts, tools, cost and privacy notes.
- [What is GEO](https://whatisgeo.app/): A free, source-linked guide to Generative Engine Optimisation: how websites show up in answers from ChatGPT, Perplexity and Google's AI Overviews.
- [visibilitytoai](https://visibilitytoai.com/): Measures whether ChatGPT, Claude, Gemini and Perplexity name and cite a company when buyers ask them questions, quoting every answer.
- [Hilyt](https://hilyt.it/): Open profiles for people and businesses that AI assistants can read and cite: stable URLs, schema.org data and a plain-text card per profile.
- [Assets for three.js](https://assetsforthreejs.com/): Original 3D model packs (GLB) for three.js and WebGL, each model with three levels of detail and its triangle count published.
- [Forematter](https://forematter.com/): Employee-onboarding software that turns a company handbook into a paced first month for new starters. In development, not yet open to customers.
- [Can You Use AI](https://canyouuseai.com/): Straight answers to "Can you use AI to ...?" questions: a verdict, how to do it well, and the UK rules and risks, each with sources.