AI and automation for accounting and bookkeeping firms: stop asking for the same documents every month.
Month end and quarter end look the same every time: ask each client for their statements, receipts and invoices, ask again, then key in what finally turns up. We give clients one place to send things, have AI read and sort what arrives, and move it to where it belongs. Your accountants and bookkeepers sign off each step.
Where the month goes in an accounting or bookkeeping practice
The same request, again
The list of what each client owes you barely changes from month to month, yet someone still writes the email and the reminder by hand.
Documents from everywhere
Receipts come as phone photos, statements as attachments, payroll details in a WhatsApp message. Staff rename them and file them one at a time.
Keying it in twice
A figure is read off a document, typed into a worksheet in Excel, then typed again into the ledger, with a check afterwards to catch slips.
Where most practices begin
- Step 1
One place to send things
Each client gets a simple upload page with their own list of what is due this period. What they send is recorded against that list.
- Step 2
Reading and sorting what arrives
AI works out what each document is, which client and period it belongs to, and pulls out the figures. Anything it is unsure of goes to a person.
- Step 3
Sign-off, then the rest
A staff member reviews the sorted work and approves it before it moves into Xero or MYOB. Reminders, client records and reporting come after.
What we can build for an accounting or bookkeeping practice
- AI agents and assistants that read receipts, statements and invoices, name and file them, and draft the query to the client when something is missing.
- Client portals that show each client what is due this period, what has been received and what is still outstanding.
- Workflow automation that sends the monthly request, follows up on a schedule you set, and passes approved figures on so they are entered once.
- CRM setup that holds every client's entities, contacts, due dates and the staff member who looks after them.
- Dashboards and reporting that show which clients are complete, which are waiting on documents and which are sitting with a reviewer.
One system across the whole practice
The upload page, the sorting, the reminders and the review screen share the same client list and the same period dates, so a document sent on a Sunday night is already filed and waiting for review on Monday. We build AI, automation, custom software and websites to work as one. A new client who signs up through your website can be given a portal login and a first document list in the same step.
Questions
What is AI and automation for accounting and bookkeeping firms?
It is software that takes over the collecting, sorting and re-entering that fills each period. Clients send documents to one place, AI reads and files them, and your staff review the result. The accounting itself is still done and approved by qualified people in your practice.
What does it cost for a practice?
There is no published figure, because it depends on the practice: how many clients, which ledgers and how documents reach you now. We go through how you work, then write a scope with the cost and the time in it. No work begins until you agree to that scope.
How long before we can use it?
An upload page with reminders is quicker to build than one that also reads documents and feeds the ledger. We put the time in the written scope beside the cost, so you know both before deciding.
Does AI post entries to the ledger by itself?
No. AI reads the document and suggests where it goes. A member of your team checks the figures and approves them before anything is entered in Xero or MYOB, and the record shows who approved it and when.
Where are our clients' financial records kept?
In accounts that belong to your practice. We set everything up there and it stays yours. Where AI reads a document, the model runs under business terms and does not train on your data or your clients' data. Access is set per staff member, so people see only the clients they work on.
What if a client keeps emailing documents instead of using the upload page?
That is common, so we plan for it. A shared inbox in Gmail or Outlook can be read the same way, and attachments sent there are sorted and matched to the client's list. Clients can change their habits at their own pace.
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