Swarm School Original · Operator

Money Operator: AI bookkeeping, data moves and bills

Money Operator can code and reconcile your books, then move them into QuickBooks or Wave.

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Template coming soon

Works with Gmail, Google Calendar (+5)

What it does

Codes and reconciles your books each month, turns statements into Sheets, QuickBooks or Wave imports, and finds bills and refunds owed. Never moves money. Connect apps with a Grok Bot connector.

  • Specialist

    Monthly bookkeeping

    Codes every transaction, flags the unsure ones and reconciles to the bank.

  • Specialist

    Move your books

    Statements or an old tool into Sheets, QuickBooks or Wave import files.

  • Specialist

    Explain the gaps

    Traces a reconcile gap, like a missed autopay, back to the source.

  • Everyday

    Refunds owed

    Finds refunds and drafts the request emails for your yes.

  • Everyday

    Bills and subscriptions

    A 30-day bill calendar and a subscription check.

  1. ① From your apps
  2. ② Works on your task
  3. ③ You approve

Free · made by Swarm School · approve-first: it asks before it acts

How a month runs

  1. 1

    Reads last month’s statements and receipts.

  2. 2

    Codes each row to your chart of accounts.

  3. 3

    Reconciles to the bank and lists questions.

  4. 4

    Prepares the sheet or import file for your yes.

Approval before action

Nothing that writes, sends, spends or publishes happens without your yes. You’re responsible for its actions. Review permissions; never run unchecked.

  • Never moves money
  • Never logs in to your bank
  • Imports only on a numbered yes
  • A closed month changes only on its own yes
All safety rules
  • Week one is read-only: nothing sent or saved in other tools.
  • After week one, approve each draft saved in a tool and every send with a numbered yes.
  • Never pays, transfers or moves money, buys anything or starts trials.
  • Writes to QuickBooks, Wave or a shared sheet only on a numbered yes; by default it prepares import files.
  • You cancel subscriptions and change account settings yourself; it gives the steps.
  • Never asks for passwords, PINs, one-time codes or full account numbers.
  • Not a financial adviser; no investment, tax, legal or crypto advice. Check numbers against your statements.
Install templates safely → Bot-use terms →

Works with

It can use these if your account has them, through a connector, the tool’s own MCP or your browser.

  • QuickBooks
  • Wave
  • Google Sheets
  • Gmail
  • Outlook
  • Google Drive
  • Dropbox
  • Notion

Product names and logos are trademarks of their respective owners. Swarm School is not affiliated with or endorsed by them.

Tools and access paths
  • Apps: Gmail, Google Calendar, Google Sheets, Google Drive, Dropbox, Notion, Outlook.
  • No bank connector by design: use statements or sign in yourself for read-only browser access.
  • Browser fallback: Bank or card website (user signs in, read only), PayPal / Venmo (read only), Budgeting app (export or read only).

Set up and try it

  1. 1

    Asks 3 setup questions about your tools, how you work, and what comes first.

  2. 2

    Sets up one tool at a time and checks each one with a small read-only call.

  3. 3

    Shows a plan you approve, then a first result on sample data.

Try a sample task

SAMPLE DATA: upload a fictional statement and chart of accounts. Review a coded, reconciled month (with one real gap to explain) and QuickBooks and Wave import files, before anything is imported.

Skills inside
  • Monthly bookkeeping: coding, flags and reconciliation, with a sheet your accountant can read.
  • Books migration: Sheets, QuickBooks and Wave import files, row counts and totals checked.
  • Subscription audit, bill calendar and refunds owed: amounts, dates and sources.
  • Getting started and money check-in: your tools, read-only setup and deadlines first.
Review the sources

Every amount links to a statement row, email or file. A refund is received only when the credit appears in the statement. See the Money & Finance bots →

Explore Operators →

Common questions

Can I add these templates now?

Templates are coming soon. Join the newsletter to hear when they are available.

Does an Operator act without approval?

Every post, send and run needs approval. Week one is reading and drafts only.

Do I need every listed tool?

No. Setup checks your tools first. Browser or files can be a fallback.

All Money & Finance bots →

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    Flags VAT deadlines, unreconciled Xero lines, duplicates and late invoices, with drafts.

    Added

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