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Clean up spreadsheets and explain numbers: which AI tools people use, and a simple workflow

"I have data but not the time or skill to dig in."

Tools that fit this job

Listed in no ranking order. Each line states only what the vendor's own page says. Prices are on each tool page with a source and date.

• ChatGPT: Plus lists Excel, Word, PowerPoint and Google Sheets extensions; Free lists limited.
• Microsoft 365 Copilot: Copilot Business add-on covers Microsoft 365 apps for eligible plans.
• Gemini (Google AI plans and Google Workspace): Workspace Standard lists Gemini in Docs, Meet and more; check the page for Sheets details.
• Claude: Pro lists Claude for Microsoft 365.

Free-first tip: try the free plan, or the AI that comes with software you already pay for, before buying anything new. Do not install a pile of tools; start with one.

A simple workflow

This workflow is our own suggestion, not vendor documentation.

1. Work on a copy of the spreadsheet, never the original.
2. Remove customer names or replace them with codes.
3. Ask the assistant to explain a column, find duplicates, or write a formula, one question at a time.
4. Test any formula on three rows you can check by hand.
5. Keep the original untouched until you trust the result.

Copy-paste starter prompt

Here are the first 20 rows of my sales sheet (names removed). Explain what each column seems to hold, then write a formula to total sales by month. Show how to check it.

Watch-outs

• Wrong formulas can look right. Always spot-check.
• Do not upload payroll, bank or tax records to a consumer account.

Before you paste real business information, read Before you paste anything into an AI tool.

General information, not professional advice. Prices and plan features last verified October 17, 2026 from the sources linked on each tool page.