The difference between explaining and doing
If you ask, “How do I make an invoice spreadsheet?”, it will explain the steps for you to follow. But if you say, “Here are photos of 40 invoices. Make me a spreadsheet with the customer, amount, and date,” you need someone to do the work and deliver the file.
This is carrying out a task: it reads your files, opens the websites and apps it needs, and prepares the file, spreadsheet, or presentation while you follow along.
Task mode in each tool
The three major tools now have two modes. You switch between them above the text box:
| Tool | Chat mode | Task mode |
|---|---|---|
| ChatGPT | Chat | Work |
| Gemini | Chat | Task |
| Claude | Chat | Cowork |
Task mode is usually on paid plans. The idea is the same in all three: you hand over a task with an endpoint, not a question. If this is your first time using these tools, start with the getting started with ChatGPT guide or the getting started with Claude guide.
Hand over the task as you would to a new colleague
Imagine a new colleague on their first day at work. You would tell them what you need, where the files are, what the result should look like, and what they should check with you before doing. The same applies here.
- Task: An invoice spreadsheet for October.
- Files: The attached invoice photos, or a specific folder in Drive.
- Output format: A spreadsheet with the customer, amount, date, and payment status, with overdue items marked.
- What to check with you: If a number is unclear in a photo, or before sending any email.
Copy the prompt as it is, or tailor it with your details first.
Tailor the prompt to your workOptional: add your details and the prompt adjusts itself
View full prompt
Follow it as it works
As it works, you will see the steps it takes. If you notice it going in the wrong direction, stop it and redirect it. You do not have to wait until the end.
When it finishes, open the file yourself. Compare a sample of numbers with the original invoices and make sure the total is correct. “Done” at the end of a response does not mean the work is accurate.
Tasks to start with
- A spreadsheet from photos of invoices or receipts.
- Customer inquiries from email in a table, with a draft reply for each.
- A long report turned into a meeting presentation and a one-page summary.
- Conferences or courses in your field this year, in a table with requirements, dates, and links.
If the information is in Gmail or Drive, connect them first. See the guide to connecting your apps for details.
If the task worked and will repeat
Save the prompt that worked. If the task repeats, have it run on its own at the right time as a scheduled action (Scheduled action), covered in the scheduling guide. If you use Claude and the task follows a fixed method, save it as a skill using the projects and skills guide.
Hand over your first task
Choose a small task with a clear endpoint, such as a spreadsheet from two photos or a summary of three emails. Run it in task mode, follow its progress, then open the result and review it yourself.