Artificial Intelligence in the
Business Office
Mike Koltes
Hilary Cordova
Definitions
● What is Artificial Intelligence (AI)?
○ Artificial intelligence is technology that enables computers
and machines to simulate human intelligence and problem-
solving capabilities
○ AI is the ability of machines to learn, solve problems, and
create, amplifying human capabilities in fields like business,
medicine, space and art.
Overview
● AI is not meant to take our jobs
○ It is a tool to help us be more efficient
○ In many cases it gives us a start but we have to put the
pieces together
Overview
● Tools available
○ Chat GPT
○ Google Gemini (formerly Bard)
○ Google Duet
○ Many, many more
Turn and Talk
Before we get started….
● What excites you about AI?
● What reservations do you have about AI?
BE PREPARED TO SHARE WITH THE GROUP
GPT / Google Gemini Examples
Examples of things to use it for…
● Send an email to an employee
● Create employee handbook language
● Help with accounting
● Spreadsheet formulas
Why Use Chat GPT / Google Gemini
● Why use a large language model over internet search engine
○ It understands natural language
○ While Google search treats every search as a single, one-
time query, Bard allows you to delve deeper with added
prompts that refer to and expand on prior responses
○ Bard is internet connected, so it is different from other Chat
Bots
Large Language Model Prompts for Success
● Insert topic
○ Example: Buying an oven
● Define an audience
○ Example: For a family of four
● Price
○ Example: $400-$800
Large Language Model Prompts for Success
● Size or Capacity
○ Example: 5 cubic feet
● Type of Use
○ Example: Daily baking
● Color and Control Placement
○ Example: Stainless and controls in back
Google Gemini
Example: Personal Life
Subject: Buying an oven
● Prompt
○ Buying a range or oven for a family of four in a price range
of $750-$1500 that is about 5 cubic feet in size used for
daily baking that is stainless steel and has the controls in
the front of the oven
Google Gemini
Example: Business Office
Subject: Tell an employee your request for time off is denied
● Prompt
○ Send an email as a payroll coordinator that an employees
request for time off is denied for 12/15/2023 because they
did not get pre approval
Google Gemini
Example: Business Office
Subject: How to Obtain an IRS TCC Code Instructions
● Prompt
○ Show us the steps to take to obtain an IRS TCC / IRS AIR
Login / Business Service Login for W2s for 2023
Google Gemini
Example: Business Office
Subject: Accounting
● Prompt
○ In public accounting, how would I do a journal entry to move
$200 from a liability account 20L 816000 to an asset
account 21A 715000
Google Gemini
Example: Business Office
Subject: Accounting
● Prompt
○ In public accounting, how would I do a journal entry to move
$500 from an expense account 10E 800 100 110000 000 to
another expense account in a different fund 27E 800 100
158000 011
Google Gemini
Example: Business Office
Subject: Write a Recommendation Letter for a Student
● Prompt
○ Write a letter of recommendation for a high school
student looking to attend UW-Madison and major in
Business. This student has a 3.5 GPA, is involved in
several clubs including FBLA and has a strong history of
volunteer work. This recommendation should be
approximately 500 words
Google Gemini
Spreadsheet Formula
Example 1
● Prompt
○ Write a formula in Google sheets to filter column A by
anything greater than 0 and anything less than 50
Google Gemini
Spreadsheet Formula
Example 2
● Prompt
○ Write a Google Sheets formula to query columns A, B, C
and D on a sheet called raw data. Put the data in
alphabetical order by B and sum by column A
Google Gemini
Spreadsheet Formula
Example 3
● Prompt
○ Given the numbers 121,150, 700, 24, 25, 36 find the
combination of numbers that totals 61
Google Gemini
Spreadsheet Formula
Example 4
● Prompt
○ In Google Sheets, write a formula to add five years to a
date that exists in column A
Google Gemini
Be nice to your teammates at work
Example 5
● Prompt
○ Tell my team they did a great job with year-end processing
Turn and Talk
● Take 2-3 minutes to talk with your neighbor about ways you
can use AI in the business office
○ Be prepared to share with the group
Google Duet
● Embedded right into Google gmail, docs, sheet and slides
● Gmail and Docs - Help me write
● Sheets - Help me organize
● Slides - Create image with Gemini
Google Duet
Gmail - Help me write
● Gmail - embedded right into the compose email feature
Google Duet
Slides - Create image with Gemini
● Example 1: Create an image for a school referendum flyer
that shows a school building with a sunset behind it with a
school bus driving up to the building
● Example 2: Create an image for a school district
referendum flyer that shows a classroom with desks, a
whiteboard, computers and a teacher in the front of the
room (won’t generate pictures of people)
Google Duet
Slides - Create image with Gemini
Canva - Magic Design
Summarize Docs - Claude
● Claude, developed by Anthropic AI, is both an AI chatbot and
the name for the underlying Large Language Models (LLMs)
that power it. Claude is trained to have natural, text-based
conversations, and it excels in tasks like summarization,
editing, Q&A, decision-making, code-writing, and more.
■ https://claude.ai/chats
What Does the Future Look Like
If you ask this question to an image generator, you get the picture
below.
● AI embedded into our workspaces as assistants
● AI to help us get started
○ Maybe accounts payable, budgeting, etc
Questions
QUESTIONS
