How a working mum in finance runs work and home with AI.
I'm Pooja. I went from AI-scared to AI-native, testing it on real accounting work.
AI in accounting: what matters
My fundamentals, the rules I work by before any AI output gets near a client. I wrote these while building, and I still check myself against them.
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Before I trust an answer, I ask
- SourceWhere did the information come from?
- ExceptionWhat happens when something is missing or unusual?
- ApprovalWho reviews and approves the result?
- ReconcileCan it be reconciled to the source?
- Sign-offIs there enough evidence for someone to sign off?
- Give it three things. Who you are, what data you have, what output you want.
- Never paste client data. Once it's in a chat, you can't pull it back out. No client information appears on this page.
- Start with one workflow. Rebuild it properly. Then expand.
Workflows I’ve built
Each one shows the problem, the steps, what the AI does and what I still check and sign off.
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The problemAnswering “who owes us money?” used to mean opening twenty tabs.
- Connect Claude Desktop to a Xero file through a free Xero developer app.
- Keep posting turned off. It can read and explain. It can’t create, edit, approve or post anything back.
- Ask plain questions: “Show me the P&L for March.” “Who owes us money?” “Trial balance as at 31 March.”
- Trace each figure back to Xero. If it can’t be reconciled, stop.
AI doesPulls the report and explains what it found.
I check and sign offEvery figure against its source, and what’s missing, before anyone acts on it.
ToolsXero, Claude Desktop
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The problemThe BAS review checklist usually lives in someone’s head.
- Pull the quarter’s GL export and the draft GST return from Xero.
- Run my bas-review skill: eight rule-based checks, like GST on wages, overseas purchases with GST, bank fees, and capital purchases over $10k that belong in G10.
- Review the flags in order of dollar impact.
- The reviewer signs off before lodgement.
AI doesRuns the eight checks and lists every flag. The GST rules are written into the checks, so it isn’t guessing them.
I check and sign offEvery flag, plus what it can’t know, like a private ruling or an industry concession.
ToolsXero, Claude with my bas-review skill
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The problemHundreds of unreconciled lines a month, matched one at a time.
- Export the bank statement, the prior coded GL and the chart of accounts.
- AI suggests an account, a tax rate and a confidence level for every line, using only accounts from the chart.
- Review low and medium confidence first: new suppliers, amounts over $5,000, anything that could be capital, intercompany or a director loan.
- Post in Xero by hand, then sense-check the P&L against last month.
AI doesA first pass on every line, with its reasoning and a confidence flag.
I check and sign offEvery low-confidence line and every new supplier. Nothing goes into Xero without a human click.
ToolsXero, Claude
How I use AI as a mum
These are the helper bots I run in Grok Bot for our family admin. Each one does the first pass. I still make the call.
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Real lifeI send one message with a few things in it. My Grok main bot works out which helper owns each one and passes it on.
I decideAnything that would send an email waits for my tap.
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Real lifeChildcare enrolment emails, CCS notices and appliance support replies each land under their own label.
I decideI read them and decide what gets a reply.
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Real lifeIt checks direct debits against the statements. It caught a statement that still showed a payment as owing, before the next debit was due.
I decideIt flags it. I check the source and decide what to do.
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Real lifeWhat's on the family calendar, which bills are due, and anything to watch, like a direct debit that runs tomorrow.
I decideI read it and pick what happens today.
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Real lifeAt night I talk through what's on my mind: a dentist booking, something in the centre app, a bill. Back come three things and a parked list.
I decideNothing goes in my calendar until I say yes.
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Real lifeWhen we run low on something, it goes on the list, so the list is ready when it’s time to shop.
I decideI check the cart before anything is ordered.
- Grok Bot
Logos belong to their owners and are shown only to say which apps my bots connect to. No partnership or endorsement.
Want to hear when I share my setup?
Leave your email and I'll let you know. When I share it, you'd set it up in your own accounts, so I never hold your family's details.
I'll email you when I share my setup.
I'll only use your email to tell you when I share it. Email ai@thekeenaiaccountant.com for my full privacy policy.
What I'll share
How I set up the helpers above, one at a time.
- StartFront DoorGrok Bot on your phone, Google Calendar connected, and a first brain dump turned into calendar events.
- MoneyYour money mapEvery account and bill in one sheet, sorted into mine, ours and theirs.
- BillsBills calendar and the Sunday checkEvery bill on a calendar with two alerts, and a Sunday money check.
- KidsChildcare adminOne folder for the paperwork, a CCS checklist, and CCS dates in your calendar.
- DaysBrain Dump and the morning briefA 1-minute voice note becomes 3 things for the week, plus a weekday morning brief.
Want to learn this with other mums?
I'm starting a new group in November. Some of us use AI every week. Some of us haven't opened it yet. Both are welcome. Leave your details and I'll be in touch before we start.
I'll email you before the group starts in November. Reply "unsubscribe" to any email and I'll take you off the list.
What I'm sharing
Short notes on what I tried and what I'm asking.