QuickBooks stores customer data across multiple windows, including notes, deposits, invoices, payments, aging, and email. To see everything, we previously had to keep several windows open while constantly searching, opening, and closing screens. Communicating with customers beyond QuickBooks’ standard letters was also difficult and time-consuming. I used Claude to write a program that brings this information together in one view. It creates an aging summary of all past-due accounts, with sortable columns for customer name, aging category, and total. I also added columns for the last payment and payment date. Clicking anywhere on a customer’s row opens a full drill-down of that customer’s data on one page. The accounting person can view invoices filtered by date or open invoices, see payments and the invoices they were applied to, review aging detail, run reports without leaving the screen, send emails, record collection notes, and print invoices. The software supports simultaneous access for multiple authorized users. The data stays up to date and can be refreshed at any time. This saves us hours of time compared with working through QBO. My next step is to have Claude automate reminder notices at 30 and 60 days, based on user-selected settings, as well as 90-day collection letters. These notices will be customizable while still allowing automation. Step-by-step: 1. I identified the customer information that was spread across QuickBooks windows, including notes, deposits, invoices, payments, aging, and email. 2. I used Claude to write a program that creates an aging summary of all past-due accounts. 3. I added sortable columns for customer name, aging category, total, last payment, and payment date. 4. I enabled users to click a customer row and open a full drill-down of that customer’s data on one page. 5. I included access to date-selectable invoices, open invoices, payments and their applied invoices, aging detail, reports, emails, collection notes, and invoice printing. 6. I set up the software so multiple authorized users can access the data simultaneously and refresh it whenever needed. 7. I plan to add customizable, automated reminder notices at 30 and 60 days and collection letters at 90 days.

I submit two reports to my directors each month. Both use structured templates, but the updates come from multiple people and sources. Some information is unstructured, such as hallway conversations that are not always captured in email, so I have struggled to get the accuracy I need when using AI to build the reports. I am currently testing CoWork and Copilot Work IQ. These reports used to take me hours, so I am already saving time, but I want to refine the process further. I believe a better way to save and store the source data could improve the final outputs, although I have not worked out the right approach yet. Step-by-step: 1. I collect updates from multiple people and sources for the two monthly reports. 2. I organize the information into the structured templates required by my directors. 3. I use CoWork and Copilot Work IQ to help build the reports. 4. I account for unstructured updates, including information from hallway conversations that may not have been captured in email. 5. I am exploring better ways to save and store the source data so I can improve the accuracy of the reports while continuing to save time.