Quick check
Guess first, no penalty. You have 200 extracted rows and 20 minutes. Which plan catches the most real errors?
A spot-check means comparing what the AI typed with the original documents. Do these five things every time, in this order. The routine takes a few minutes and saves you from re-doing a whole file later.
- Check a sample against the originals. Pick 10 rows out of every 100, from the top, the middle and the end. Compare each field to the source document.
- Re-add the totals yourself. Use a calculator or a spreadsheet formula. Never copy the total line from the AI output.
- Check every date against the source format. Find out whether the source is DD/MM/YYYY or MM/DD/YYYY, then confirm each date matches. Do not sample dates, check all of them.
- Look for blanks and duplicates. Sort each column and scan for empty cells and repeated invoice numbers or names.
- Keep a log of fixes. Write down what was wrong each time. Patterns show up fast.
A checklist you can copy
SPOT-CHECK CHECKLIST
File: [file name] Date: [date] Checked by: [your name]
1. Sample: checked rows [1-5], [45-50], [95-100] against originals
2. Totals: re-added, found [0] mismatched totals
3. Dates: source format is [DD/MM/YYYY], checked all [100] dates
4. Blanks and duplicates: [0] blanks, [0] duplicate invoice numbers
5. Log: recorded [n] fixes, most common error type: [type]
Sign-off: [your name]Fill the gaps
Fill the gaps in a finished checklist for a 100-row file.
Checklist
Sample: checked rows against originals Totals: Dates: source format is DD/MM/YYYY, checked
Practice the routine in the Check the AI's numbers lab, a hands-on exercise on JobRise: an AI summary of a month of expenses makes six claims, and you trace each one back to the rows before you sign it off.
Try it
Your steps, about 1 minutes
- 1.Copy the checklist and change one line to fit the data you work with, such as your own date format or the field that fails most.1 min