For your small business or professional activity, you need an accounting inventory of your equipment. The computer, the camera gear, the tools, the office furniture. You photographed each item with KontexVoX, dictating its description out loud. Now you need to structure those descriptions into a file your accountant can import.
An accounting inventory is a list of items with their designation, category, acquisition date and value. The standard format is CSV, importable into any accounting software. If every photo already carries a description, the AI agent can do the structuring automatically.
Prerequisites
Before you start, you need:
Description field — ideally with the item's name, purchase date and price if you know them. See What is an EXIF file?.What you dictated: an example
Here's what the EXIF of four photos of professional equipment contains:
These descriptions, you dictated while photographing your equipment. KontexVoX transcribed and engraved them into the file. The AI agent will extract the structured information — designation, date, value, category — and lay it out in a CSV that follows accounting conventions.
The prompt
What the AI produces with this prompt
A CSV file with one row per item. The columns: Designation (the item's name), Detailed description (your full description), Acquisition date, Estimated value, and Accounting category (inferred by the AI: tools, equipment, furniture, stock).
The file imports into any accounting software — QuickBooks, Sage, Xero, or a Google Sheet for your accountant. You can hand it over as-is, or adjust it first (fill in missing values, fix a category).
The category is inferred by the AI from your description. "MacBook Pro" gets classified as IT equipment. "DeWalt drill" as tools. "Adjustable desk" as furniture. If the AI hesitates, it flags the category for review — you validate.
Recommended tool: Codex CLI
Codex CLI is particularly well suited to data structuring and CSV/Excel export. For accounting formats, Codex understands the structuring conventions.
Frequently asked questions
Is the CSV accepted by all accounting software?
CSV is the most universal exchange format. QuickBooks, Sage, Xero, Google Sheets, Excel — they all import CSV. If your accountant expects a specific format (Excel with tabs, a local statutory format), ask the AI agent to generate that format directly by adjusting the prompt.
Do I have to estimate the value of every item?
If you know the purchase price, dictate it in the description ("2400 euros"). The AI extracts it. If you don't, leave the value empty — your accountant will estimate. For recent purchases, the invoice is the reference. For second-hand items, market value.
Does it work for a stock inventory?
Yes. If you photograph your products while describing quantity and price ("Batch of 12 t-shirts, 8 euros each, September stock"), the AI generates a stock CSV with the matching columns. The prompt is the same, the description is what changes.
Can I do the same thing without KontexVoX?
Yes — you can type your inventory by hand into Excel. For 50 items, that's an evening of data entry. Voice changes the method: you photograph and describe while walking through your workshop, in 15 minutes. The CSV is generated afterwards, by the AI. That's why I created KontexVoX: not for accounting, but so the inventory happens at the moment you're looking at the items, not at night in front of a spreadsheet.