# Keep finances private when using AI for books

> Researched. Small business · Beginner · Invoicing & money. Updated 2026-11-02.

Canonical page: https://www.aisetupsthatwork.com/setups/keep-finances-private-when-using-ai-for-bookkeeping/

## What it does
Set up AI for bookkeeping help without exposing more than you need: change the training setting, strip identifying details, and keep a clear rule for what never goes in.

## Who it's for
Owners who want AI help categorizing transactions or reading statements but worry about sending confidential finances to the cloud.

## Tools
- ChatGPT or Claude settings
- Your bank or accounting export
- A spreadsheet to remove columns

## Steps
1. Turn off training on your chats. OpenAI says that on Free, Plus and Pro, data sharing is on by default and you can turn off Improve the model for everyone in Data controls and keep your chat history.
2. In Claude, change the model improvement setting. Anthropic says once it is off, new chats are not used for future model training.
3. Before pasting, delete columns you do not need: full account numbers, tax IDs, client addresses. Keep date, description, amount and category.
4. Use the prompt below so the AI works only from what you pasted and flags anything it is unsure about.
5. Keep the official record in your accounting software; use AI output as a draft you check.
6. Write a never-paste list: passwords, full card numbers, tax IDs and login codes.

## Copy-paste prompt
Adapt bracketed fields to your situation.
```text
Categorize these transactions for my bookkeeping. I removed account numbers and personal details.

My categories: [LIST]
Transactions (date, description, amount): [PASTE]

Rules:
- Use only my categories. If unsure, mark REVIEW and say why.
- Do not guess vendor details that are not in the description.
- Total each category and show the math.
- Do not ask me for account numbers or IDs.
```

## Guardrails
- What it touches: Chat input you provide (ChatGPT or Claude settings; Your bank or accounting export).
- Needs your OK: Send, pay, publish, and account changes stay with you. Treat agent output as drafts first.
- Safety level: Read-only
- Pasting a full bank statement with account numbers.
- Assuming the training setting is already off.
- Treating AI categories as final without review.

## Tips
- Business plans often have different data terms; check your workspace settings if you use one.
- Fewer columns means less exposure and better answers.
- Keep originals in your accounting tool, not in chat history.

## Estimates (labeled, not measured)
- Time saved: About 15 minutes to set up once.
- Money saved: Not stated in sources.
- Tool cost: Settings are available on free plans. Prices: Not stated in sources.

## Sources
Summaries use the public sources below, not independent verification.
- OpenAI: https://help.openai.com/en/articles/7730893-data-controls-in-chatgpt (Data controls in ChatGPT: on Free, Plus and Pro, data sharing is on by default; turn off Improve the model for everyone and keep chat history (read 2026-11-02 from a search result excerpt of the page))
- Anthropic: https://privacy.claude.com/en/articles/12109829-how-do-i-change-my-model-improvement-privacy-settings (Change model improvement privacy settings: after turning it off, new chats and coding sessions are not used for future model training (read 2026-11-02 from a search result excerpt of the page))

## Get the free starter pack
Five beginner copy-paste AI setups, free by email: https://www.aisetupsthatwork.com/starter-pack/?utm_source=ai-agent&utm_medium=markdown&utm_campaign=setup-keep-finances-private-when-using-ai-for-bookkeeping

Related:
- [Do a month of bookkeeping in one sitting](https://www.aisetupsthatwork.com/setups/monthly-bookkeeping-one-sitting/index.md)
- [Extract vendor invoices and bundle the month for accounting](https://www.aisetupsthatwork.com/setups/vendor-invoices-and-accounting/index.md)
- [Track true profit per order](https://www.aisetupsthatwork.com/setups/track-true-profit-per-order/index.md)