# Finance Report Autopilot: Finance Emails → Updated Cash Workbook > **Version 1.0.0 · Last updated 2026-10-22 · Difficulty: Advanced · Setup time: 60–90 minutes** Twice a week, your clone reads the recurring finance emails in your inbox (bank balance reports, AR aging reports), copies the numbers into the right input cells of your master cash workbook, checks the workbook for errors, saves a dated copy and emails a short summary to the people who need it. For the first few runs it shows you every value and target cell and waits for your "yes". --- ## 1. Overview and value Many finance teams still update the cash picture by hand: open the bank report, open the AR aging attachment, retype numbers into a workbook, check the totals, save a copy, write a summary email. It takes 30–60 minutes, twice a week, and one mistyped digit can travel all the way to leadership. Finance Report Autopilot does the repetitive part and keeps a person in charge of the risky part. Your clone: - finds the **latest recurring finance emails** from your `{SENDERS}` since its last run, - **reads the attachments directly** (PDF, CSV or Excel), - extracts **bank balances by account, AR aging buckets (current / 30 / 60 / 90+) and top past-due customers**, - writes values **only into the input cells you mapped** (`{INPUT_MAP}`), never into formula cells, - **recalculates and audits** the workbook (#REF!, #VALUE!, #DIV/0!, totals that do not tie), - saves a **dated copy** and keeps the original as the template, - emails the workbook (or a link) with a **short summary** to `{RECIPIENTS}`. **What you get:** | Benefit | What it looks like | |---|---| | Time back | 30–60 minutes saved per report cycle | | Fewer typing errors | Values are copied from the source, not retyped | | A consistent report | Same cells, same layout, same summary every time | | Safe by design | Formulas are never touched; missing or unclear values stop the run | | Clear history | One dated copy per run, template stays clean | | You stay in control | Approval mode for the first runs (`{APPROVAL_RUNS}`) shows every value and target cell before writing | --- ## 2. Who it's for - **Finance and operations managers** who rebuild the cash report from emailed bank and AR reports every week. - **Controllers and finance analysts** who want consistent inputs and an error audit before numbers go out. - **Leadership** (CEO, COO, CFO, owners) who want a reliable twice-weekly view of cash position and past-due receivables. - **Small and mid-size teams** that run cash management in a master workbook and receive reports by email. ## 3. How it works ``` Trigger ├─ Scheduled: {SCHEDULE} (e.g. Mon and Thu, 8 AM) └─ On demand: "Run the finance report" │ ▼ ┌───────────────────────────────────────────────────────────────────┐ │ "Finance Report Autopilot" skill │ │ │ │ 1. Find new emails since last run from {SENDERS} │ │ subjects like {SUBJECT_PATTERNS} │ │ 2. Read attachments directly (PDF / CSV / Excel) │ │ 3. Extract: balances by account · AR buckets · top past-due │ │ (low confidence or missing value → STOP and ask) │ │ 4. Map each value to a target cell using {INPUT_MAP} │ │ 5. Show EXTRACTED VALUES + TARGET CELLS │ └───────────────────────────────┬───────────────────────────────────┘ │ Approval mode ({APPROVAL_RUNS} runs): you reply "yes" │ ▼ ┌───────────────────────────────────────────────────────────────────┐ │ Update the workbook ({WORKBOOK}) │ │ · save a dated copy "Cash Report – YYYY-MM-DD" │ │ · write inputs ONLY into mapped cells (never formulas) │ │ · recalculate and run the ERROR AUDIT │ │ (#REF!, #VALUE!, #DIV/0!, totals that do not tie) │ │ Audit fails → stop, report, do NOT send │ │ │ │ Email {RECIPIENTS}: workbook or link + short summary │ │ · changes since last report · cash position │ │ · AR over 60 / 90 days · anything unusual │ │ Optional phase 2: cash suggestions (clearly labeled) │ └───────────────────────────────────────────────────────────────────┘ ``` ### Example input map During setup, the clone proposes a mapping table and **you confirm it cell by cell**. Example (yours will differ): | Source value | Where it comes from | Sheet | Target cell | Type | |---|---|---|---|---| | Operating account ending balance | Bank balance report (PDF/CSV) | Cash | C5 | Input | | Payroll account ending balance | Bank balance report | Cash | C6 | Input | | Savings / reserve account balance | Bank balance report | Cash | C7 | Input | | AR current | AR aging report | AR | C4 | Input | | AR 1–30 days | AR aging report | AR | C5 | Input | | AR 31–60 days | AR aging report | AR | C6 | Input | | AR 61–90 days | AR aging report | AR | C7 | Input | | AR 90+ days | AR aging report | AR | C8 | Input | | Top 5 past-due customers (name, amount, days) | AR aging report | AR | A12:C16 | Input range | | Report date | Email / report header | Cash | C2 | Input | | Total cash | n/a | Cash | C9 | **Formula (locked, never written)** | | AR total | n/a | AR | C9 | **Formula (locked, never written)** | Formula cells are listed in the map as "never write" so the clone knows exactly what to leave alone. ## 4. What the clone does (and never does) **It does:** - reads only emails that match `{SENDERS}` and `{SUBJECT_PATTERNS}` and arrived since the last run, - reads PDFs, CSVs and Excel attachments directly, - shows extracted values and target cells and waits for "yes" during approval mode, - writes only into cells listed as inputs in `{INPUT_MAP}`, - saves a dated copy and leaves the template untouched, - recalculates and audits the workbook before anything is sent, - emails a summary to `{RECIPIENTS}` only, - (optional phase 2) adds cash suggestions labeled "Suggestions, not facts". **It never:** - writes to a formula cell, a cell not in the input map, or the template file, - guesses a missing or unclear number (it stops and asks), - sends a workbook that failed the error audit, - emails anyone who is not on `{RECIPIENTS}`, - changes the input map without your confirmation, - deletes files, emails or workbook sheets, - asks for your password, bank credentials or tokens. ## 5. Setup walkthrough The quickest path: download **CLONE-INSTRUCTIONS.md** and give it to your clone. It checks what is connected, helps you build the input map, shows a plan, and sets up what it can after you approve. **Step 1: Check requirements (10 min).** Open **REQUIREMENTS.md**. Make sure the finance emails reach an inbox the clone can read and that you have a master workbook with clearly separated input and formula cells. **Step 2: Hand the instructions to your clone (2 min).** Paste or upload CLONE-INSTRUCTIONS.md and say: *"Please set up this use case for me. Show me a plan before changing anything."* **Step 3: Review the discovery table (5 min).** The clone reports which operators and connections it has and which are missing. **Step 4: Answer the placeholder questions (10 min).** See section 6. **Step 5: Build and confirm the input map (15–20 min).** The clone reads your workbook (read-only), lists candidate input cells and formula cells, and proposes the mapping table. You confirm or fix every row. This is the most important step. **Step 6: Approve the plan (2 min).** Say "yes" only when it looks right. **Step 7: Do your part (10–20 min).** Only you can connect your mail and file accounts, confirm file permissions, and (ideally) ask senders for CSV or Excel versions of reports. **Step 8: Save the Finance Report Autopilot skill (5 min).** The clone saves it, or gives you the full text to paste. **Step 9: Run the test plan (20–30 min).** Use a copy of the workbook and sample report emails, with recipients set to you only. **Step 10: Turn on the schedule.** Keep approval mode on for the first `{APPROVAL_RUNS}` live runs. ## 6. Placeholders to decide | Placeholder | What it means | Example | |---|---|---| | `{EMAIL_PROVIDER}` | Where the finance emails arrive | Gmail or Outlook | | `{SENDERS}` | Email addresses or domains the reports come from | reports@yourbank.example, ar-reports@yourcompany.com | | `{SUBJECT_PATTERNS}` | Subject keywords to match | "Daily Balance Report", "AR Aging Report" | | `{WORKBOOK}` | Master cash workbook (location and name) | Excel "Cash Master" in a SharePoint finance folder, or a Google Sheet | | `{WORKBOOK_TYPE}` | Excel (OneDrive/SharePoint) or Google Sheets | Excel | | `{INPUT_MAP}` | The confirmed mapping of source values to target cells | Table in section 3 | | `{COPY_NAME_FORMAT}` | Name of each dated copy | "Cash Report – YYYY-MM-DD" | | `{COPY_FOLDER}` | Folder where dated copies are saved | "Finance / Cash Reports" | | `{SCHEDULE}` | When the clone runs | Mon and Thu, 8 AM, my time zone | | `{RECIPIENTS}` | Who receives the updated workbook and summary | Finance lead, COO, CEO (keep short) | | `{APPROVAL_RUNS}` | Number of runs that need your "yes" before writing | 3 (range 2–4) | | `{TIE_TOLERANCE}` | Allowed difference when totals are compared to the source | 0.00 (exact) or 1.00 | | `{UNUSUAL_THRESHOLD}` | What counts as "unusual" in the summary | Cash change over 15%, any new 90+ customer | | `{PHASE2}` | Add cash suggestions to the email | off (default) or on | | `{DELIVERY_EXTRA}` | Optional Slack or Teams post (no files) | Off, or a private finance channel | ## 7. What to expect - **Approval mode (first `{APPROVAL_RUNS}` runs):** the clone messages you a table of extracted values and target cells and waits. Reply "yes" (or correct a value) and it writes, audits, saves and sends. - **After approval mode:** the clone still stops and asks whenever a value is missing, unclear or fails the audit. Otherwise it runs end to end. - **Typical run:** 3–10 minutes, then the summary lands with `{RECIPIENTS}`. - **No new emails since the last run:** the clone tells you and does nothing else (no copy, no email). Example summary email: ``` Subject: Cash Report – 2026-10-22: cash $1.24M (+3.1%), AR 90+ up $18K Cash position (as of 2026-10-22 report): Operating $812K · Payroll $210K · Reserve $218K · Total $1.24M Change since 2026-10-20: +$37K (+3.1%) AR aging (total $2.05M): Current $1.21M · 1-30 $410K · 31-60 $230K · 61-90 $120K · 90+ $80K Over 60 days: $200K (9.8% of AR), up $22K since last report Over 90 days: $80K, up $18K Top past-due customers: {CUSTOMER_1} $34K (97 days), {CUSTOMER_2} $22K (74 days) ... Unusual: one new customer in 90+ ($18K); payroll account balance lower than usual. Audit: no formula errors; AR total ties to the aging report. Attached: Cash Report – 2026-10-22.xlsx ``` ## 8. Customizing - **More or fewer accounts and buckets.** Add rows to the input map and confirm them. - **Schedule.** Change `{SCHEDULE}` (daily, weekly, month-end). - **Summary style.** Shorter, leadership-only, or with a table. - **Recipients.** Different summaries for finance and leadership (two sends, still limited to `{RECIPIENTS}`). - **Phase 2.** Turn on short cash suggestions (collections to chase, timing notes), always labeled as suggestions. - **Link instead of attachment.** Share the dated copy by link to limit file spread. - **Tolerance and thresholds.** Tune `{TIE_TOLERANCE}` and `{UNUSUAL_THRESHOLD}`. ## 9. Known gotchas - **Map input cells precisely and lock formula cells.** The input map is the safety net. List formula cells as "never write". In Excel or Google Sheets, also protect formula ranges so accidental writes are blocked. - **Report formats change.** If a bank or AR report changes layout, extraction can break. If confidence is low or a value is missing, the clone stops and asks. It never guesses. - **Keep the template separate from dated copies.** The original is the template and is never written to. Every run writes to a new dated copy. - **Scanned PDFs extract worse than CSV or Excel.** Ask senders to include a CSV or Excel version when possible. - **Tell the clone to read PDFs directly.** Do not rely on an old PDF-to-text skill. Gmail and Outlook operators read attachments themselves. - **Finance data is sensitive.** Keep `{RECIPIENTS}` short, prefer links over attachments, and keep the dated copies folder restricted. - **Confirm file permissions on OneDrive and SharePoint.** The clone's connection needs edit access to the workbook and the copies folder. SharePoint "access denied" usually means the Microsoft connection needs to be recreated to pick up new permissions. - **Since the last run.** The clone tracks when it last ran. If you change the schedule or miss a run, tell it the date range to cover. - **Read every instruction before saving the skill.** You are responsible for what your clone does. ## 10. FAQ **Does it connect to my bank or accounting software?** No. It works from the emails and attachments you already receive, and the workbook you already keep. **Can it break my formulas?** It is built not to. It writes only to cells listed as inputs in your confirmed map and never to formula cells. You can also protect those cells in the workbook. **What if a number is missing from the report?** The clone stops and asks you. It does not guess or carry over an old value. **Will it send a workbook with errors?** No. If the audit finds #REF!, #VALUE!, #DIV/0! or totals that do not tie, it stops and reports. **Do I have to approve every run?** Only the first `{APPROVAL_RUNS}` runs (2 to 4). After that it asks only when something is wrong. **Can it work with Google Sheets?** Yes, through GoogleSheets-Operator. Excel in OneDrive or SharePoint works through Microsoft_Excel. **Are the suggestions in phase 2 financial advice?** No. They are short prompts such as "consider following up on these three past-due accounts", clearly labeled as suggestions. **Who gets the email?** Only `{RECIPIENTS}`. The clone never sends to anyone else. **Do scanned PDFs work?** Sometimes, but less reliably. CSV or Excel is best. Low-confidence values stop the run. ## 11. Troubleshooting | Symptom | Likely cause | Fix | |---|---|---| | No emails found | `{SENDERS}` or `{SUBJECT_PATTERNS}` too narrow, or mail in another folder | Check the actual sender and subject; update the settings | | Clone stops: "value missing" | Report layout changed or attachment unreadable | Open the report, tell the clone where the value is, or ask the sender for CSV/Excel | | Values look wrong | Scanned PDF or wrong column read | Correct in the approval table; ask for a CSV/Excel version | | SharePoint "access denied" | Connection lacks permission to the site or file | Delete and re-create the Microsoft connection to pick up new permissions; confirm you have edit access to the file | | Cannot save dated copy | No write access to `{COPY_FOLDER}` | Grant edit access to that folder | | Audit fails: totals do not tie | Wrong input cell, changed layout or a bucket missing | Review the input map row by row; fix and re-run | | #REF! in the copy | Template was changed (rows or columns moved) | Restore the template; re-confirm the input map | | Email not received | Recipient typo or mail connection missing Send | Check `{RECIPIENTS}` and connection permissions | | Scheduled run did nothing | No new emails, task paused or time zone mismatch | Ask the clone for its scheduled tasks and last-run time | | Nothing written, waiting | Approval mode | Reply "yes" in chat | --- **Version:** 1.0.0 · **Last updated:** 2026-10-22 · Part of the Clone Use Case Library.