# Best Practices

## **Best Practices for Interacting with Finnex AI**

Follow these guidelines to ensure smooth, efficient, and cost-effective use of the FINNEX AI Assistant.

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  ### 🧩 **When Interacting with Excel**
  * Always **specify the range** (e.g., `Sheet1!B2:D10`) when asking AI to read or write data.
  * If no range is provided, AI will act on the **active cell** by default.
  * Use **“My Excel”** in your query for better recognition.

  
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  ### 📎 **When Interacting with Attachments**
  * Use the **Upload** button to attach documents (PDF, PNG, JPG, TXT, etc.).
  * Multiple files can be uploaded, but the combined size must stay within **50,000 tokens** (\~40k words).
  * Refer to files as **“Attached file”** when asking AI to extract data or answer questions.

  
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  ### 🗃️ **When Interacting with the Database**
  * Ensure uploaded data is **clean and well-structured**.
  * Always include a **Unique Identifier (Primary Key)** when updating records.
  * Use **“My database”** or **“My DB”** in your prompts for accurate database handling.

  
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## Best Practices **for Efficiency & Cost Control**

These practices help reduce token usage and optimise performance:

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  ### 🔄 **Start Fresh in a New Sheet**
  * AI outputs overwrite Excel content. Use a **new sheet** to avoid accidental data loss.

  
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  ### ⚠️ **Avoid Sending Large Datasets to AI**
  * GPT models are not optimised for processing large datasets directly.

  **Best Practice:**  
  Upload large data sets to the **Database** tab, then ask AI to analyse data from there.

  
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  ### 🧹 **Clean Up Chat Threads Regularly**
  * Older threads add context, increasing token usage and slowing responses.

  **Best Practice:**  
  Start a **new thread** for new topics. Use AI to **summarise previous threads** if needed before continuing.

  
---

  ### 🧠 **Be Specific & Concise**
  * AI performs best with **clear and to-the-point** instructions.

  **Best Practice:**  
  Avoid vague or overly long prompts. Treat the AI like a skilled assistant who doesn’t know your business yet.

  
---

  ### 🧰 **Use Built-In Features Instead of Repetitive Prompts**
  * Use the **Excel-Database integration**, **automation library**, or **predefined templates** where possible.

  **Best Practice:**  
  Let built-in tools handle repetitive steps to reduce token consumption.

  
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  ### 🧼 **Preprocess and Filter Data First**
  * Pre-filter your data in Excel before passing it to AI for analysis.

  **Best Practice:**  
  Limit the data scope to only what's relevant. This minimizes token usage and improves performance.

  
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  ### 📊 **Monitor and Manage Your Credits**
  * Credits = Tokens. Watching your usage helps you control costs.

  **Best Practice:**  
  Use the **dashboard** to monitor token consumption and plan accordingly.

  
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  ### 📅 **Plan Your Usage in Advance**
  * Anticipate your AI needs and buy credits accordingly.

  **Best Practice:**  
  Buy credits in bulk when discounted or during high-usage periods. Choose the right plan based on your patterns.

  
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  ### 🤖 **Use Automation (Enterprise Users Only)**
  * The **Library interface** allows scripting of common tasks to save time and tokens.

  **Best Practice:**  
  Automate routine tasks to reduce repeated AI queries.

  
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  ### 🔧 **Review and Refine Scripts Regularly (Enterprise Users Only)**
  * Outdated scripts may be inefficient or error-prone.

  **Best Practice:**  
  Regularly **review and update** your automation scripts for improved accuracy and token efficiency.

  
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**Documents**

- [Introduction](https://finnex.getoutline.com/s/03f128b2-527f-4e60-a720-a2bfaffd2e0e/doc/introduction-PQaACX6iYa)
- [System Requirements](https://finnex.getoutline.com/s/03f128b2-527f-4e60-a720-a2bfaffd2e0e/doc/system-requirements-KS1GqN2jFp)
- [Install](https://finnex.getoutline.com/s/03f128b2-527f-4e60-a720-a2bfaffd2e0e/doc/install-DZ8TSCgckG)
- [Account Management](https://finnex.getoutline.com/s/03f128b2-527f-4e60-a720-a2bfaffd2e0e/doc/account-management-s9EkSLP5CP)
- [Interfaces](https://finnex.getoutline.com/s/03f128b2-527f-4e60-a720-a2bfaffd2e0e/doc/interfaces-m7JG3TEEQp)
- [Xero Connector](https://finnex.getoutline.com/s/03f128b2-527f-4e60-a720-a2bfaffd2e0e/doc/xero-connector-3uuwmTfIiA)
- [Billing, Credits, and Usage](https://finnex.getoutline.com/s/03f128b2-527f-4e60-a720-a2bfaffd2e0e/doc/billing-credits-and-usage-SFxYPhf3zh)
- [Best Practices](https://finnex.getoutline.com/s/03f128b2-527f-4e60-a720-a2bfaffd2e0e/doc/best-practices-X3n0aDALzL)
- [User Plans](https://finnex.getoutline.com/s/03f128b2-527f-4e60-a720-a2bfaffd2e0e/doc/user-plans-B4MQMON008)
- [Uninstall](https://finnex.getoutline.com/s/03f128b2-527f-4e60-a720-a2bfaffd2e0e/doc/uninstall-u60vOWdD8i)
- [FAQ](https://finnex.getoutline.com/s/03f128b2-527f-4e60-a720-a2bfaffd2e0e/doc/faq-lFQaN9O00Z)
- [Trial Sample for Finnex AI Assistant](https://finnex.getoutline.com/s/03f128b2-527f-4e60-a720-a2bfaffd2e0e/doc/trial-sample-for-finnex-ai-assistant-LJc4Kq7jEM)