Client document collection
Today
Staff send reminders and track what's missing in a spreadsheet.
Automated
Personalized requests go out automatically, uploads are checked for completeness, reminders follow up, and the job status updates itself.
AI Automation for Accounting Firms
Accounting workflow automation for firms buried in client admin
Chasing clients for documents. Keying in bank lines and receipts. Onboarding new clients. Preparing the same reports every month. We automate the admin around your accounting work, connected to the software your firm already uses, so your team spends its time on work that needs an accountant.
Built for firms of 10–100 people. Your data, your software, your review process.
Client job, automated
- Document request sentPersonalized, with remindersChased
- Receipts and bills readDetails extracted, coding suggestedPre-filled
- Practice system updatedJob status changes itselfTracked
- Management report draftedReady for reviewReview
Anything unusual goes to your team to review first.
Your firm's capacity problem is really an admin problem
You can't hire qualified people fast enough, and the ones you have spend a surprising part of their week on work that isn't accounting:
Every hour spent here is an hour of capacity you're paying for and not billing for.
- Sending the fourth reminder for last quarter's bank statements
- Downloading receipts from email and matching them to transactions
- Retyping client details from onboarding forms into three different systems
- Sorting a shared inbox full of client questions, documents and "just checking in"
- Rebuilding the same management report for each client, every month
- Updating the practice management system so everyone knows where each job is
Which accounting workflows can be automated?
Bank, receipt and bill processing
Today
Receipts and bills are downloaded, read and entered by hand.
Automated
AI reads receipts and bills from email or uploads, extracts the details, suggests coding and prepares them for review in your accounting software. See invoice processing automation and reconciliation automation.
Client onboarding
Today
Details are copied from forms and IDs into several systems, and engagement admin is chased manually.
Automated
Form data flows into your practice management, CRM and accounting systems; missing items are chased automatically; the onboarding checklist tracks itself. See client onboarding automation.
Inbox triage
Today
Everyone reads the shared inbox and decides who should deal with what.
Automated
Each email is read, categorized, linked to the right client and job, and routed to the right person, with a suggested reply for routine questions. See inbox automation.
Month-end and management reporting
Today
Data is exported, pasted into a template and commented on for each client.
Automated
Figures are pulled directly from the ledger into your report template, with a first-draft commentary for review.
Job and deadline tracking
Today
Statuses are updated by hand, and deadlines live in people's heads.
Automated
Status updates are triggered by real events (documents received, reviewed, filed), and overdue work is flagged automatically.
Every firm runs these slightly differently. We map your version before building anything.
Client story / Accounting
Automated client document collection for AZ & Partners
We automate the repetitive work around collecting client records for accounting jobs: request what is needed, recognize each upload, keep the checklist current and alert the accountant when the file is ready.
- Client
- AZ & Partners
- Service
- Client document collection
- Example job
- BAS preparation
AZ & Partners’ public website, captured October 6, 2026. The firm lists accounting and business services, bookkeeping and payroll, and BAS preparation support. The screenshots show the client’s website, not the automation interface.
The recurring admin
The accounting work cannot start until the documents arrive.
“Please send your bank statement.”
“We’re still missing your payroll report.”
“We need the following documents for your BAS.”
Illustrative client file
ABC Pty Ltd
BAS preparation · July–September
- Bank statementsReceived
- Sales invoicesReceived
- Expense receiptsMissing
- Payroll reportReceived
- Vehicle expensesMissing
Documents needed for your BAS
Hi John, we’re preparing your BAS. We’re still missing:
- Expense receipts for July–September
- Vehicle expense records
You can upload both using your usual secure link. Once they arrive, your checklist will update automatically.
AZ & Partners
The company name, period and checklist above are illustrative. They are not actual client records or measured project results.
What happens after upload
One file arrives.
The whole job moves forward.
The workflow does more than send reminders. It understands what arrived and changes the job status around it.
- 01
Receives
Accepts files from the client’s normal upload channel or reply.
- 02
Identifies
Recognizes the document type and the client job it belongs to.
- 03
Files
Saves it in the agreed folder with a consistent name.
- 04
Updates
Marks the BAS checklist and follows up only on what is still missing.
- 05
Notifies
Tells the accountant when the file is ready for review.
Chasing runs in the background
The accountant sees what is missing, then gets the complete file.
Staff do not need to check every upload, rename every document or send the same reminder again. The accountant steps in when the records are ready for professional review.
What changes for your team?
BeforeStaff chase clients for documents
AfterClients are chased automatically; staff see only what's still missing
BeforeReceipts and bills are keyed by hand
AfterReceipts and bills arrive pre-filled for review
BeforeNew client details are entered three times
AfterNew client details are entered once
BeforeThe shared inbox is everyone's job
AfterEmails are sorted and routed before anyone opens them
BeforeReports are rebuilt each month
AfterReports are drafted and ready for review
Professional judgment stays with your team
Automation handles the admin. Your accountants still review, approve and sign off. Nothing is filed, posted or sent to a client without the checks you decide on.
Human review where it matters.
When the AI isn't confident, or the stakes are high, the item goes to a person to check before anything is posted.
Rules, not guesswork.
We add validation checks (totals, formats, duplicates, matching against your records) on top of the AI.
A clear audit trail.
Every automated action is logged: what came in, what was extracted, what changed, and who approved it.
Your data stays protected.
We sign an NDA before we see your data (plus a BAA or DPA where you need one), access is limited to what the automation needs, and we never use your data to train AI models.
Built for confidential client data.
We sign an NDA with your firm (plus a BAA or DPA where you need one), access is limited to the systems and clients each automation needs, and your clients' data is never used to train AI models.
Security and compliance, in writing
Your data is the one thing we can't get wrong. Here are the standards we meet and the agreements we sign before we work with it.
Standards
SOC 2
Independently audited security controls. The report is available on request, under NDA.
ISO 27001
Certified information security management, covering how we protect your data.
HIPAA
HIPAA-compliant processes for protected health information, backed by a signed BAA.
GDPR and UK GDPR
GDPR- and UK GDPR-compliant processing, backed by a signed DPA.
Agreements we sign
- NDANon-disclosure agreement
- Signed before we see any of your data.
- BAAHIPAA Business Associate Agreement
- For US healthcare clients whose data includes protected health information.
- DPAData Processing Agreement
- For GDPR and UK GDPR: what we process, why, where, and how it's protected.
- MSAMaster Services Agreement
- One set of commercial terms that covers every project.
- SLAService Level Agreement
- Response and support commitments for Automation Care.
Reports, certificates and agreement templates are available on request, under NDA. We'll confirm which ones apply to you during the assessment.
Works with the software your firm already uses
We connect to your existing tools, including:
Works with
Accounting software
- Xero
- QuickBooks Online
- Sage
- NetSuite
- MYOB
- FreeAgent
- Zoho Books
Practice management
- Karbon
- TaxDome
- Canopy
- Ignition
- FYI
- Xero Practice Manager
- CCH iFirm
Receipts, documents and storage
- Dext
- Hubdoc
- Suralink
- SharePoint
- Google Drive
- Dropbox
- Microsoft 365 / Outlook
- Google Workspace
Spreadsheets and reporting tools
Excel, Google Sheets and others
Using something not listed? If it can be reached, we can usually connect to it.
How it works
Audit
We learn how your firm handles a client job today, from onboarding to sign-off, and where your team's time goes.
Identify
We pinpoint the processes where automation will realistically pay for itself, and tell you which ones won't.
Build
We build the AI-powered automation, with checks and human review where the stakes are high.
Integrate
We connect it to the software your team already uses, so nobody has to learn a new tool.
Improve
We monitor it, fix issues, and expand it as your business changes.
Accounting workflow automation: common questions
What is accounting workflow automation?
Accounting workflow automation uses software to handle the repetitive steps around accounting work, such as collecting client documents, processing receipts and bills, onboarding clients, sorting email and preparing reports, so that accountants can spend their time on review and advice. Workflow automation in accounting firms works inside the practice and accounting software you already use.
Is this accounting workflow automation software?
No. It's automation built and connected for your firm, working inside the accounting and practice management software you already use. You don't have to adopt, configure or maintain another platform.
Will AI make accounting decisions?
No. AI prepares, suggests and flags. For example, it can suggest how a transaction should be coded, but your team reviews and approves. You decide where the review points sit.
Will our clients notice a difference?
Only in a good way: faster responses, clearer document requests and fewer "can you send that again?" emails. Client-facing messages can be written in your firm's tone and sent from your usual address.
How do you handle client confidentiality?
We sign an NDA before we see any client data (plus a BAA or DPA where you need one), only access the systems each automation needs, log every action, and follow your firm's data policies. Your clients' data is never used to train AI models.
Is busy season a bad time to start?
Starting just before busy season is often the best time, because that's when the admin hurts most. But we'd rather build carefully than rush. We'll agree on a timeline that doesn't add risk during your busiest weeks.
Let's find the first process to automate at your firm.
Tell us where your team loses the most time: chasing, keying, onboarding or reporting. We'll tell you what AI can realistically take off their plate.
Find What You Can AutomateFree assessment. No commitment. If something isn't worth automating, we'll say so.