--- name: al-370-stop-retyping-supplier-invoices-decide-whether-your-accou description: "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. Use when the user wants help with invoice entry automation (finance) for a small business." --- # 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 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. ## Inputs to collect first Ask the user for anything below that they haven't already given you. Don't guess missing facts. - Accounting software, e.g. QuickBooks Online, Xero, Sage, an older… - PDF by email, paper, supplier portal - Chart of accounts and usual coding per supplier - Your own material (text, notes or data) ## Instructions Do the task below with the user's inputs in place of each [bracket]. 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. ## Safety checks (share these with the user) - 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. - Say clearly which parts need a person to review or approve before anything is sent, paid, posted or filed. ## About this skill - Works with: ChatGPT, Codex, OpenAI API, QuickBooks, Xero - Based on this real-world example: https://openai.com/index/introducing-gpt-6-1-terra/ - Free prompt from AgentPlaybook Real Estate: https://agentic-library.netlify.app/prompt/al-370-stop-retyping-supplier-invoices-decide-whether-your-accounti/ - To install in an agent that supports Agent Skills, save this file as SKILL.md in a folder with the same name as `name` above (for example in your skills directory). Install steps for Claude.ai, Claude Code, Cursor and Codex: https://agentic-library.netlify.app/skills/