Introduction:

With the help of advanced AI tools like ChatGPT, it is now possible to seamlessly convert and structure financial data across multiple formats such as PDFs, scanned documents, Excel files, and Word documents. Traditional methods of format conversion—especially for scanned or image-based financial documents like Balance Sheets, Profit & Loss Accounts, and Cash Flow Statements—are often time-consuming, error-prone, and may require paid OCR tools.

FIN FORMAT GPT leverages AI-driven capabilities to automate this process. Whether it's extracting tabular data from an image-based PDF, converting unstructured text into clean Excel tables, or transforming Word documents into properly formatted financial reports, the tool ensures accuracy, speed, and consistency.

Not only does this drastically reduce manual effort, but it also improves data integrity and makes financial analysis, reporting, and compliance easier and more efficient for professionals like Chartered Accountants, auditors, and finance teams.

USE CASE -1. Bank statement Structuring (PDF to EXCEL) Prompt

Problem : A PDF containing a bank statement had both Debit and Credit entries appearing on the same line. The requirement was to restructure the data by separating Debit and Credit into different columns and calculating separate totals for each.

Purpose : This use case enables accurate conversion of bank statements from PDF to Excel by extracting all entries exactly as they appear, organizing Debit and Credit columns separately, and calculating their totals. It ensures a structured, error-free, and analysis-ready Excel output for financial review or reconciliation.

Steps :

1. Upload PDF of Bank statement .
2. Write this prompt : ChatGPT, please extract all the data from this bank statement PDF exactly as it is, without missing any entry. Separate the Debit and Credit entries into different columns. At the end, calculate the total for both Debit and Credit columns. I want the output in a table format IN EXCEL FILE.

Output:

USE CASE – 2. Convert PDF (IMAGE BASED) TO EXCEL

Problem Statement: The available PDF was a scanned, image-based document containing the Balance Sheet, Profit and Loss Account, and Cash Flow Statement. Converting this into an editable Excel format typically requires OCR (Optical Character Recognition) technology, which often incurs additional costs when using third-party platforms.

Purpose : This use case leverages OCR to convert scanned (image-based) financial statements into structured Excel tables, preserving the exact format and content. It ensures accurate replication of Balance Sheet data (Assets and Liabilities) for easy analysis and reporting.

Steps :

1. Upload PDF of Scanned Financial statement.
2. Write this Prompt: Use OCR to extract the Balance Sheet from the PDF exactly as it appears, preserving the full table format without any changes or missing information. Convert the extracted Balance Sheet (both Assets and Liabilities) into a single-sheet Excel file in text-based table format.

Output:

USE CASE -3. Comparison Sheet Excel and PDF

Problem statement :

An Ind AS-based Balance Sheet in Excel for 31.03.2024 and 31.03.2023 showed a mismatch between the Asset and Liability sides. To identify the source of this discrepancy, a line-by-line comparison with the previous year's Balance Sheet (prepared under old Accounting Standards and available only in PDF format) was required. Manually performing this task typically takes 45 minutes to an hour and carries a significant risk of missing information.

EXCEL SCREENSHOT:

AS BASED BALANCESHEET PDF

Purpose : This use case enables side-by-side comparison of financial data from an Excel sheet and a PDF version of the Balance Sheet across two years (2023 & 2024). It helps identify discrepancies line-by-line while maintaining the original format, with separate sheets for Assets and Liabilities in a structured Excel file.

Steps :

1. Upload screenshot of Excel (Balancesheet) and PDF ( Balancesheet)
2. Prompt: I will provide a screenshot of an Excel sheet and a screenshot from a PDF. I need you to extract the financial information from both sources and prepare a comparison in the same table format as shown in the Excel screenshot. For each line item, the comparison should include: Excel (2024), PDF (2024), Difference between Excel and PDF (2024), Excel (2023), PDF (2023), Difference between Excel and PDF (2023). The final output should be in an Excel file, with all data presented in a clean table format. Please create two separate sheets in the Excel file — one for Assets and one for Liabilities. Please do not miss any information and keep the format same .

Output: