Records
Chasing records before every deadline
Bank statements, receipts, P60s and rental figures arrive late and in pieces. Someone sends the first reminder, then the second, then the third, and keeps track of who has replied.
For accountants
Practice admin, handled. Accountants stay on accounts.
We build AI that answers enquiries and calls, books meetings, chases fees and collects records for your practice, while advice and sign-off stay with your accountants.
The problem
Where the hours go
Most practices are not short of accounting skill. They are short of time, because so much of it goes on asking clients for things.
Deadlines
The January rush
With the Self Assessment online filing deadline on 31 January, the same request goes out to most of your clients in the same few weeks, and the phones get busier as the date gets closer.
Enquiries
New enquiries that need sorting
Sole traders, landlords, limited companies and people with a one-off question all arrive through the same form. Each needs a reply and a route to the right person.
Onboarding
Engagement letters and due diligence
Before work starts you need a signed engagement letter and the ID and information your client due diligence requires. Getting them back is mostly chasing.
Phones
Did you get my documents? calls
Clients ring to check their records arrived or ask when their return will be ready. Each call is short, but together they pull staff off the work itself.
Billing
Overdue fees and failed payments
Unpaid invoices, failed direct debits and annual fee reminders need polite, repeated follow-up, and each payment needs matching against your records.
How it works
A new client, start to finish
How a new client moves from first enquiry to their first piece of work. The steps marked Waits for you are where your team decides.
- 01Automatic
Enquiry captured
A form, email or call comes in. The AI notes what the person needs, such as bookkeeping, a tax return or year-end accounts, along with their business type and any deadline they mention.
- 02Automatic
Facts gathered
It answers the practical questions you have approved, such as which services you offer and how you work, and asks for the details your team needs to quote. Tax questions go to an accountant.
- 03Waits for you
Quote and acceptance
Your team reviews the summary, decides whether to take the client on and sets the fee. The AI does not price new work on its own.
- 04Automatic
Engagement letter sent
It sends the engagement letter you approved for that service, tracks whether it has been signed and reminds the client until it has.
- 05Automatic
Records collected
It asks for ID and the records on your list, collects uploads, checks them against the list and files them to the client's folder in your system, chasing whatever is still missing.
- 06Waits for you
Due diligence, advice, sign-off
Your staff complete client due diligence under the Money Laundering Regulations. Your accountants prepare the work, give the advice and approve anything that goes to HMRC.
Workflows
What it handles
Five workflows, each built around how your practice already runs. Start with one, add the rest when you are ready.
New enquiry
Reads enquiry forms and emails, sorts them by service and business type, drafts a reply for your OK and passes anything needing a quote to your team.
Read more →Missed calls
Answers when your team is busy or the office is closed, says it is an AI, checks whether documents have arrived and books a callback or meeting.
Read more →Rescheduling
Moves client meetings and review calls when plans change, checks real availability in your calendars and sends the new time straight away.
Read more →Chasing payment
Sends polite reminders for overdue fees with a payment link and matches payments in your records. It never takes, moves or refunds money itself.
Read more →Collecting documents
Requests year-end records and tax return information, sends reminders on the schedule you set and files each upload to the right client.
Read more →Example
A call in the middle of January
A Self Assessment client rings to check on her records. The names are fictional.
ClientHi, I sent my rental income figures last week. Did you get them?
AI receptionistHello, I'm the practice's AI receptionist. I can check that for you. Can I take your name and the first line of your postcode?
ClientIt's Hannah, SE15.
AI receptionistThanks, Hannah. Your rental figures arrived on Tuesday. Sarah still needs your mortgage interest statement for the year before she can finish your return.
ClientRight. Do I claim all the interest, or has that changed?
AI receptionistThat's a question for Sarah, so I won't guess. I'll pass it to her with your message. Shall I email you a link to upload the statement?
ClientYes please. And can I speak to her? Thursday morning is best.
AI receptionistShe has 11am on Thursday free for a 15-minute call. I've booked it, and the confirmation and upload link are on their way by email.
Upload link sent · question passed to Sarah with the call notesThursday 11:00 call booked in Sarah's calendarClient data
Built around how accountancy practices work
Your clients send you bank statements, payslips, tax references and company records. We build on enterprise AI that does not train on that data, such as Microsoft Azure OpenAI, hosted in the UK or EU where you need it. For the most sensitive work, open models can run on your own servers or private cloud.
The system works inside the tools you already use, such as your practice management software, email and calendar, where they offer a way in. Accounts, logs and data stay in your practice's name, and we map where every piece of information goes before we build, so nothing ends up somewhere you did not expect.
Your professional and regulatory obligations stay with your practice, and the system is designed to support them. Client due diligence under the Money Laundering Regulations is done by your staff, engagement terms are set by you, and the AI does not file anything with HMRC. Its job is to keep the paperwork moving towards those decisions, not to make them.
- Says it is an AI from its first line
- No tax or financial advice
- Client due diligence done by your staff
- Never files returns or signs off work
- Models that do not train on client data
- Accounts and logs in your practice's name
The rules it works by
Hard limits for an accountancy practice
- It never gives tax advice.Questions about reliefs, allowances or what to claim go to an accountant, with the context already written up.
- It never files with HMRC.It collects records and chases deadlines. Preparing, approving and submitting returns stays with your team.
- It never moves money.It can send a payment link for your fees. It cannot take, transfer or refund payments.
- It never invents a fee.It only quotes prices your practice has approved. Anything else goes to the person who sets fees.
Questions from accountants
Can it answer clients' tax questions?
No. It is built to spot tax and financial questions and pass them to an accountant with the context written up. It answers only the practical questions you approve, such as which records you need or when the office is open.
Will it help with the 31 January rush?
It is designed for that kind of peak. It sends record requests on the schedule you set, reminds clients who have not replied, answers calls asking whether documents arrived and books time with your team. It does not prepare or submit returns.
Does it carry out client due diligence?
No. It can request ID and the information your procedures require, and file what arrives. Your staff complete client due diligence under the Money Laundering Regulations and decide whether to take the client on.
Where does client financial data go?
To enterprise AI that does not train on your data, hosted in the UK or EU where needed, or to open models on your own servers for the most sensitive work. Accounts and logs stay in your practice's name, and we map every data flow with you before we build.
Will it work with our practice management software?
We build on the tools you already use. Where your practice management, email and calendar systems offer a way in, such as an API, the AI works inside them. If one does not, the audit tells you what is and is not possible before you commit to a build.
What does it cost?
An audit is £1,500 and is credited against a build. Builds start from £8,000 with a fixed scope agreed up front, and running it costs £499 a month, month to month. The written proposal sets the final price.
Explore more
Thirty minutes. No obligation.
Human tired.Computer do it.
We will tell you honestly where AI will and will not save your firm time.