Bookkeeper using ChatGPT to generate Excel VBA macros for automation

ChatGPT Workflow for Bookkeepers: How to Write Excel Macros in under 10 Minutes

Byadmin

Bookkeeping involves an agonizing amount of repetitive “Excel Gymnastics.” Whether it’s formatting a messy CSV export from the bank, combining First/Last names, or deleting every other row for a report, these manual clicks add up to hours of low-value work every week. While VBA Macros can automate this instantly, most bookkeepers aren’t software developers and find the Visual Basic Editor intimidating.

  • Time Saved: Hours per month (recurring).
  • Difficulty: Intermediate (Requires enabling Developer mode in Excel).
  • Tools Needed: ChatGPT (Plus recommended for code accuracy), Microsoft Excel.

The Strategy (The “How”)

We will treat ChatGPT as your “Senior Developer on Retainer.” The secret to working with AI for code isn’t knowing the code yourself; it’s effectively describing the “Before State” (what your data looks like now) and the “After State” (what you want it to look like). We will use a “Pseudo-Code” approach where we describe the logic in plain English, and ChatGPT translates it into VBA syntax.

Step-by-Step Workflow

Step 1: The “Data Anatomy” Blueprint

Context: VBA is blind; it doesn’t know your spreadsheet layout. If you don’t tell it exactly where the data lives, the macro will fail or delete the wrong things. We must map the terrain first.

The Prompt:

[System]
Act as an Expert Excel VBA Developer. Your goal is to write a robust, error-free macro for a Bookkeeper.

[Context - My Data Layout]
I have an Excel sheet named "Import_Data".
- Row 1 contains Headers.
- Data starts in Row 2.
- Column A: Transaction Date (Format: MM/DD/YYYY)
- Column B: Description (Text)
- Column C: Amount (Number)
- Column D: Category (Currently Empty)

[Constraint]
Do not write code yet. Just acknowledge you understand the data structure.

Why this works: This “priming” step prevents hallucinations. By forcing the AI to acknowledge the structure before writing code, you align its internal model with your actual file. It establishes the coordinate system for the automation.

The Output: ChatGPT will confirm: “Understood. I have mapped your ‘Import_Data’ sheet with Headers in Row 1 and columns A-D defined. Ready for your instructions.”

Step 2: The “Plain English” Logic Translation

Context: Now we ask for the specific automation. We will ask for a macro that cleans up the data—a very common bookkeeping need.

The Prompt:

[Instruction]
Write a VBA macro subroutine named "CleanBankData".

[Tasks to Perform]
1. Auto-fit the width of Columns A through D.
2. Loop through all rows with data. If Column B (Description) contains the text "UBER" or "LYFT", set Column D (Category) to "Travel".
3. If Column B contains "Starbucks", set Column D to "Meals".
4. Format Column C (Amount) as Currency ($).
5. If Column C is negative, highlight the cell text in Red.

[Constraints]
- Include comments in the code explaining each step so I can learn.
- Add error handling (e.g., On Error Resume Next) so the macro doesn't crash if it hits a snag.

Why this works: You are effectively writing “pseudo-code”—the logic of programming without the syntax. By asking for comments, you make the code audible and editable for yourself later. The “Error Handling” request is critical; it prevents the scary “Debug” pop-ups that terrify non-coders.

The Output: A code block starting with Sub CleanBankData() containing valid VBA code that you can copy.

Step 3: Implementation and The “Debug” Loop

Context: You have the code. Now you need to put it into Excel. Occasionally, it might give an error. This step covers how to use ChatGPT to fix it.

The Prompt (Use only if you get an error):

[Problem]
I pasted the code into a Module in the Visual Basic Editor and ran it, but I got "Run-time error '9': Subscript out of range".

[Debug Instruction]
Analyze the code you wrote against this error. Tell me exactly which line is likely causing the issue and provide the corrected code block.

Why this works: You don’t need to know what “Subscript out of range” means. You just need to act as the messenger between Excel and ChatGPT. ChatGPT usually knows exactly where it messed up (often a sheet name mismatch) and fixes it immediately.

The Output: “This error usually means the sheet name in the code doesn’t match your actual Excel tab name. Here is the updated code using ActiveSheet instead of a specific name, which is safer.”

The “Pro-Tip” / Quality Control

The “Sandbox” Rule:

NEVER run a new macro on your original client file.

  1. Save As a copy of your workbook (e.g., ClientData_TEST.xlsm).
  2. Press ALT + F11 to open the editor.
  3. Insert -> Module.
  4. Paste the code.
  5. Run it on the TEST file.Only once you verify it works perfectly should you import it to the live file.

Troubleshooting (FAQ)

Common Error: The Macro gets blocked by security settings.

The Fix: Excel blocks macros by default. You must save the file as an Excel Macro-Enabled Workbook (.xlsm), not a standard .xlsx. If it still won’t run, go to File > Options > Trust Center > Trust Center Settings > Macro Settings and select “Disable all macros with notification” (allows you to enable them case-by-case).

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