Stop retyping supplier invoices: decide whether your accounting software's own bill capture, an API connection or a screen-driving AI agent fits best, then test it on 20 real invoices with a person approving every bill: AI agent prompt
Typing vendor invoices into accounting software by hand is slow, and the newest AI models can now operate desktop apps by looking at the screen. On Oct 26, 2026 OpenAI introduced GPT-6.1 Terra, a fast computer-use model it says is priced 50% below its predecessor, naming 'reading incoming invoices and entering their details into accounting software' as the kind of high-volume work it makes practical; it is available in ChatGPT Work, Codex and the API. OpenAI reports that on its own tests the error rate at low reasoning effort fell from 53.6% to 16.7%. A screen-driving agent is only one option, though: built-in bill capture or an API connection is often simpler and leaves a cleaner record. The prompt below helps you pick the right route and run a careful pilot.
The prompt
Help me stop typing supplier invoices into my accounting software by hand. My setup: [accounting software, e.g. QuickBooks Online, Xero, Sage, an older desktop system], about [number] invoices a month from [number] suppliers, formats: [PDF by email, paper, supplier portal]. 1) Compare three routes for my setup: the software's built-in bill capture (e.g. forwarding bills to its email address), an AI reading the invoice then posting through the official API or connector, and a computer-use agent that types into the screen. For each: setup effort, monthly cost estimate, error risks and audit trail. Recommend one and say why. 2) Write the extraction checklist: supplier, invoice number, dates, line items, tax, total, currency, purchase order, and the account code rules I'll give you [paste chart of accounts and usual coding per supplier]. 3) Define checks before anything is saved: duplicate invoice number, totals that don't add up, new bank details, amounts above [$X], unknown suppliers; all go to me. 4) Plan a pilot on 20 real invoices: the agent only creates drafts, I approve each one, and we log every mistake. 5) Give me the go/no-go rule after the pilot. The agent must never approve, pay or change supplier bank details.
Fill in the blanks, then copy
This prompt has 5 [bracket]s to fill in. Type your details below and the prompt updates as you go. Your answers stay in this browser and are reused on other prompts with the same blanks. Nothing is sent to us.
Example values are fictional, just to show how a filled-in prompt reads. Replace them with your real details.How to use it
- Copy the prompt above.
- Replace every [bracket] with your own details (use the fill-in-the-blanks box above, which remembers your answers for the next prompt).
- Paste it into ChatGPT, Codex, OpenAI API and review the answer before you use it.
Works with: ChatGPT, Codex, OpenAI API, QuickBooks, Xero
Real-world example: openai.com/index/introducing-gpt-6-1-terra/
Featured in: AI prompts for writing SOPs, reports, policies and checklists
Before you use it: what to check
Already built into this prompt
- The agent must never approve, pay or change supplier bank details.
Check yourself
- Check every figure, price and total against your own records before anything is sent, posted or booked. A person approves refunds, discounts, payments and price changes.
- Remove names, contact details, account numbers and other personal data the task doesn't need before you paste, and check your AI tool's data and training settings.
- Check names, dates, numbers and any claim against your own source material before you use the answer. AI can misread or invent details.
Using an AI agent? Download this prompt as a SKILL.md agent skill with these checks built in, or get the .zip for Claude.ai. How to install skills.
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