Understanding AI-Generated Summaries

GrantLink's AI generates helpful summaries, but understanding how to interpret and verify them is important. This guide explains what to expect.

How AI Summaries Work

Data Sources

The AI uses data from:

• Your connected QuickBooks account
• Grant records in GrantLink
• Allocation history
• Budget configurations

Processing

When you ask a question:

1. AI identifies relevant data
2. Pulls current information
3. Performs calculations
4. Generates natural language response

Limitations

The AI:

• Only sees data in your system
• Can't access external sources
• May occasionally misinterpret requests
• Requires verification for critical decisions

Types of AI Summaries

Financial Summaries

What you get:

• Budget totals and spending
• Category breakdowns
• Variance analysis
• Trend observations

What to verify:

• Totals match your records
• Dates are correct
• All relevant transactions included

Narrative Summaries

What you get:

• Plain language explanations
• Highlights and key points
• Suggested interpretations

What to verify:

• Context is accurate
• Conclusions are reasonable
• Tone is appropriate for audience

Analytical Insights

What you get:

• Pattern identification
• Risk flags
• Recommendations

What to verify:

• Patterns are real, not coincidental
• Recommendations fit your situation
• Important context isn't missing

Verifying AI Output

Quick Checks

For routine reports:

1. Scan for obvious errors
2. Verify key totals
3. Check date ranges
4. Confirm grant names

Detailed Verification

For important submissions:

1. Compare to source data
2. Recalculate key figures
3. Review with a colleague
4. Check against prior reports

Red Flags

Watch for:

• Numbers that seem wrong
• Missing expected data
• Unusual variances unexplained
• Generic or vague language

Editing AI Content

Minor Adjustments

Click and edit:

• Fix typos or names
• Adjust wording
• Add specific details
• Remove unnecessary sections

Major Revisions

Ask the AI:

• "Revise the personnel section with more detail"
• "Make the tone more formal"
• "Add a chart for the budget comparison"
• "Shorten this to one page"

Adding Context

Supplement AI content with:

• Program-specific accomplishments
• Staff perspectives
• Stakeholder feedback
• Local context

Best Practices

Trust but Verify

AI is a powerful tool, not a replacement for judgment:

• Review all output before sharing
• Verify numbers for external reports
• Add human insight and context

Iterative Improvement

Build better reports through conversation:

1. Start with a basic prompt
2. Review the output
3. Request specific changes
4. Refine until satisfied

Learn What Works

Over time, you'll learn:

• Which prompts give best results
• How to structure requests
• What the AI does well (and doesn't)
• How to edit efficiently

Document Your Process

For consistent quality:

• Save effective prompts
• Note verification steps taken
• Keep records of edits made
• Share tips with team

When to Not Use AI

Some situations need human attention:

• Complex compliance issues
• Sensitive communications
• Novel situations without precedent
• High-stakes decisions

In these cases, use AI as input, not the final answer.