--- title: "ChatGPT setup + training" canonicalUrl: https://happywebs.co.uk/services/chatgpt-setup-training/ serviceSlug: chatgpt-setup-training tier: primary --- # Put ChatGPT to work in your office You can sign up and set ChatGPT up yourself. Where firms lose time is the trial and error after that: vague answers, staff using personal accounts, and nobody sure what is safe to paste in. We set up your workspace, write the instructions that make answers useful for your business, and train your team on the routines that save real hours, like receipts, invoice chasing and the month end checklist. ## What is included - **Business workspace setup** — Workspace created in your company name, users added, roles set and privacy settings checked. Single sign-on configured if you already use Google or Microsoft accounts. - **Projects and saved instructions** — A project for each area of work, such as accounts, quotes or customer emails, holding the instructions and reference files that make answers fit your business. - **Receipt and invoice routine** — Photograph a receipt or upload a supplier invoice and get the supplier, date, net, VAT and total back, with a suggested category from your own list for a person to check before it goes into your accounts. - **Bank statement and spreadsheet checks** — Upload a statement export or spreadsheet to flag duplicates, missing receipts and odd payments. ChatGPT also has add-ins for Excel and Google Sheets. - **Xero connection (read only)** — Xero's official app for ChatGPT can answer questions like who owes you money or how the month compares, without exporting reports. It reads your figures and cannot change them. Availability depends on your plan and workspace settings. - **Scheduled reminders** — Scheduled tasks for the jobs that slip, such as a Monday list of overdue invoices to chase or a month end checklist on the last Friday. - **Everyday office writing** — Invoice chasers, supplier emails, quote write-ups, job report tidy-ups and policy drafts, all in your tone, ready for a person to check and send. - **Clear boundaries, in writing** — A one page sheet for staff: what can go in, what stays out, and what always needs a person's check. You own the account and every decision; we set up and teach the provider's tools. ## Indicative pricing All Happy Webs prices exclude VAT. Remote setup and training from £295. A half day in your office from £495. A fully dialled-in bookkeeping and admin assistant from £950. Ongoing help is £95 an hour or £175 a month. All prices exclude VAT, and your ChatGPT subscription is paid directly to OpenAI. ## Frequently asked questions ### Can we set ChatGPT up ourselves? Yes. ChatGPT Business is self-serve: create a workspace, add at least two users and pay by card. OpenAI's own guide at help.openai.com covers it. Most firms ask us in for the part after sign-up, writing instructions that give useful answers and training staff, so they are not left to trial and error. ### How much does ChatGPT Business cost? When we checked in October 2026, OpenAI listed Business at $25 per user per month, or $20 per month on annual billing, with a minimum of two seats. UK customers are billed in pounds at checkout, and a VAT-registered business can enter its VAT number to remove VAT from the bill. Your subscription is paid directly to OpenAI; our fee is separate. ### Will OpenAI use our business data to train its models? OpenAI says it does not train on Business workspace data. Free and personal plans are different: conversations can be used for training unless the user opts out, which is one reason we move teams off personal accounts. Data residency in the UK is currently only offered on Enterprise and Edu plans. ### Can ChatGPT do our bookkeeping? It can do a lot of the admin around bookkeeping, such as reading receipts, drafting invoice chasers and spotting odd lines on a statement. It is not accounting software and it is not an accountant. Your books still live in Xero, QuickBooks or whatever HMRC-recognised software you use, and a person checks every figure before it goes in. ### Does it connect to Xero or QuickBooks? Xero has an official read-only app for ChatGPT that answers questions about invoices, cash and profit. Intuit has a QuickBooks app that can prepare invoices and payments for your approval, but we check whether it supports your UK account before relying on it. Which apps you can use depends on your plan and workspace settings. ### ChatGPT, Claude or Grok? All three are capable. ChatGPT and Claude both have official Xero connections; Grok has broad connectors to Gmail, Outlook and SharePoint and simple scheduled automations. We help you pick based on the software you already use, and we set up and train any of them. ### Who is responsible if the assistant gets something wrong? You are, and we will say so plainly. The subscription, the account and your data stay in your name under the provider's own terms. We set up and teach features the provider already offers. AI assistants can and do make mistakes, so every routine we build has a person checking anything that matters before it is sent, paid, filed or entered into your accounts. We don't give accounting, tax or legal advice, and Happy Webs isn't responsible for losses or decisions that come from the assistant's output. Your accountant and your accounting software remain the record for HMRC. ### Do you come to us or do it remotely? Either. A two hour remote session suits a small office that wants to get going. A half day on site works better when several people need training at once or the paperwork lives on paper. We are based in Tameside and travel UK wide; travel beyond 30 miles is quoted up front.