Professional services
Client portals and AI for accounting firms
For accounting firms, we build a portal where each client uploads invoices and paperwork, with document reading that pulls out the figures and private AI that works on the firm's files without sending them to public services. Your team stops digging for attachments in inboxes and keying in numbers by hand. Clients always know what is still missing.
Typical problems
- Paperwork arrives by e-mail, WhatsApp and post, and someone has to gather and file it by hand
- At every month or quarter end, staff spend days chasing the same missing invoice from different clients
- Typing dates, tax numbers and totals from scanned invoices takes hours that should go into advice
- Pasting clients' tax data into public AI tools raises real GDPR and confidentiality concerns
Suggested bundle
Month end, with less chasing
On the second of the month, the portal e-mails each client a checklist: purchase invoices, bank statements, payroll slips. A café owner opens the link on their phone, snaps three paper receipts and drops in a PDF a supplier sent them. There is nothing to install and no guessing which address to send things to.
As files arrive, document intelligence picks out the supplier, tax number, date, net amount and VAT on every invoice. The bookkeeper in charge works through a queue of pre-filled documents and only confirms or corrects. When a client falls behind, the portal sends the reminder again, so nobody at the firm has to make that phone call.
What a firm's portal can include
- One folder per client, with history sorted by year and by filing
- An outstanding-items list that both the client and the team can see
- Messaging inside the portal, so questions don't vanish into one employee's inbox
- E-signature for documents and acceptance of engagement letters
- Deadline reminders for tax returns and VAT filings, set by the firm
- Staff logins with different permissions for partners, accountants and admin
AI that keeps client confidentiality
Plenty of firms have tried pasting text into a public AI assistant and then stopped, to be safe. With private AI, the model runs in an environment the firm controls and only sees the documents it is given. An accountant can ask in plain language which clients have invoices from a particular supplier, or get a summary of a file before a meeting.
The tool doesn't make tax decisions. It finds and organises information; professional responsibility stays with the certified accountant.
Start with one piece
You don't have to change everything at once. Many firms begin with the client portal for a small group of clients, add automatic reading once volume justifies it, and only then look at private AI.
Frequently asked questions
Does the portal replace our accounting software?
No. The portal handles the client relationship, document collection and requests, while the books stay in the software you already use. Where that software allows it, we connect the two through an integration so nobody has to export and re-import files.
Is automatic reading always right about the figures?
It gets the vast majority of legible documents right, but it is not meant to run unchecked. Every document shows the extracted fields next to the original image, and low-confidence results are flagged for a team member to confirm before they move on.
Where are client documents stored?
On hosting we choose together, with servers in the European Union, or on the firm's own servers. Each client sees only their own folder and every access is logged. What GDPR requires for this kind of data is part of the conversation before work starts.
What is private AI, and what would a firm use it for?
It is a language model running on a server the firm controls, so content is never sent to public AI services. It can summarise a client file, find one detail across hundreds of documents or draft a reply to a client. Anyone using it can always see that the text was generated by AI.
How much does a portal for an accounting firm cost?
We quote every project by hand, based on the number of clients, the document types and the connections you need. A short call is enough to understand the scope. Request a quote
Shall we talk about your project?
Tell us what you have in mind and what you want to achieve.