AI assistant for accountants: source documents, reconciliations and deadline reminders without evenings at the office
Accounting decisions and reporting are yours. The assistant takes over the work where attention matters more than qualification: sorting incoming source documents, reconciling them with payments, requesting missing documents and keeping the deadline calendar.
What it does
- files incoming documents by counterparty and period
- reconciles invoices and delivery notes against payments and flags discrepancies
- drafts replies to routine document requests from counterparties
- reminds you of reporting and payment deadlines from the calendar
- writes up the figures for management in plain language
What it does not do
The limits are set in advance
- does not file returns and does not sign documents on your behalf
- does not replace professional advice on contested accounting questions
How much time it frees up
By our reviews, an accountant spends roughly
14 hours a week on the routine listed above — more than a third of the working week. The assistant does not take all of it: some tasks you will still be checking. But checking something finished is faster than doing it from scratch, and the gain lies in exactly that difference.
How it works
The assistant works with your own documents and exports rather than abstract examples. The checking rules are written once and then applied identically every time — which is exactly its advantage over a tired person at the end of a quarter.
How the assistant closes an accountant's tasks
Incoming source documents sorted by counterparty
Acts, invoices and delivery notes arrive by email, messenger and on paper in different formats. The assistant recognises the document, identifies the counterparty, amount, date and number, files it by folder and enters it in the register. A document without a signature or with an amount mismatch goes straight to the "check with counterparty" list.
Reconciling acts with payments, not just "it all adds up"
The assistant matches acts and invoices against the bank statement and shows a list of discrepancies: underpayment, overpayment, payment without an act, act without payment. For each — what exactly did not match and by how much. You check the discrepancies, not the whole ledger.
Requests for missing documents and polite reminders
Fifteen acts are missing for the month-end close. The assistant sends counterparties requests from your template, tracks what has arrived and follows up a week later. You see the status instead of keeping a list in a notebook.
A deadline calendar that reminds you in advance
Reporting, payments, document deadlines from departments. The assistant keeps the calendar and reminds you a week, three days and one day ahead. Nothing that was entered gets missed — and everything is entered during setup.
A summary for the manager without a separate hour
"How much we owe, how much we are owed, what is closed on paper" — the assistant compiles a short summary from its registers using your template once a week. You check the numbers and send it.
What the dialogue looks like
You: Sort today's incoming documents and reconcile them with the week's bank statement.
Assistant: 23 incoming documents: 19 filed by counterparty and entered in the register, 4 on the "check" list: two unsigned acts, one invoice whose amount does not match the contract (by 1,200 ₽), one document from a counterparty not in the database. Bank statement reconciliation: 3 discrepancies — a payment from Romashka of 48,000 without an act, an underpayment by Vektor of 3,500, an act from Alfa for 12,000 unpaid with the due date passed yesterday.
You: For Romashka and Alfa — templated requests. Add the new counterparty, I'll send the contract.
Assistant: The requests are prepared and sitting in drafts ready to send. The counterparty is added with the note "contract pending"; I'll remind you in two days if it hasn't arrived.
What an ordinary day looks like
An accountant's morning rarely starts with a task — it starts with the inbox folder. Acts, invoices and delivery notes arrive from different counterparties in different formats and in no particular order; before anything can be calculated, all of it has to be sorted. The assistant does that sorting before you arrive: documents are already filed by counterparty and period, duplicates are flagged, and anything it could not identify sits in a small separate pile with a note on what exactly confused it.
Then comes reconciliation. The assistant matches acts and invoices against payments and shows you not “everything agrees” but a list of discrepancies: where a sum differs by kopecks because of rounding, where a closing document is missing, where a payment went through twice. Your work comes down to a decision on each item — and that is a fundamentally different workload from pulling the same documents together from scratch.
By the end of the day the assistant puts together a short summary for the manager: what is closed, where documents from a counterparty are still awaited, which deadlines fall due next week. It is written in ordinary words rather than in the language of ledger entries, so it can be forwarded without translation.
What we need from you at the start
- Access to exports from your accounting system — standard reports are usually enough, and you do not need to change the software.
- A list of regular counterparties and the names you use for them internally: the assistant has to recognise “Romashka” and “OOO Romashka” as the same company.
- Your checking rules — the ones currently kept in your head: what counts as an acceptable discrepancy, which documents may be accepted without an original.
- Your reporting and payment calendar, if you already keep one; if not, we will put it together with you.
- One or two examples of what a properly closed month looks like: they explain the requirements better than words do.
How the rollout goes
- Working through the tasks: we look at where your time actually goes and pick five tasks where the gain will show immediately. This usually takes one exchange of messages.
- Setup: we write down the checking rules, connect the exports, build the first version of the assistant and run it over a period that is already closed — the answer there is known in advance, so mistakes show up at once.
- Testing on live documents: for a week the assistant works alongside you and you check its conclusions. Anything it got wrong is written into the rules.
- Handover: we show you how to change the rules yourself and leave you the instructions. From then on the assistant is yours — further work is by choice, not by necessity.
Frequently asked questions
Will the assistant get access to our accounts?
Only to what you export yourself. It works with files and reports, not with the accounting system directly, and it cannot change anything inside it.
Only to what you export yourself. It works with files and reports, not with the accounting system directly, and it cannot change anything inside it.
What if it makes a mistake in a reconciliation?
The mistake stays a suggestion, not a ledger entry: the assistant does not post documents and does not file reports. It sets every disputed item aside in a separate list precisely so that a human makes the decision.
The mistake stays a suggestion, not a ledger entry: the assistant does not post documents and does not file reports. It sets every disputed item aside in a separate list precisely so that a human makes the decision.
Our accounting is non-standard, a template will not fit.
There is no template. The rules are written around your practice during setup — that is the main part of the work, not installing software.
There is no template. The rules are written around your practice during setup — that is the main part of the work, not installing software.
How long does the rollout take?
From working through the tasks to handover we usually fit into a week or a week and a half, of which about a week is parallel working and refining the rules.
From working through the tasks to handover we usually fit into a week or a week and a half, of which about a week is parallel working and refining the rules.
Can we start with one task rather than five?
Yes, and it is often the more sensible way. Take the one that annoys you most — sorting incoming documents, or reconciliation — and look at the result before expanding.
Yes, and it is often the more sensible way. Take the one that annoys you most — sorting incoming documents, or reconciliation — and look at the result before expanding.
Does it recognise paper documents?
Yes, from scans and photos. Recognition quality depends on the quality of the image; doubtful figures the assistant flags rather than guesses.
Yes, from scans and photos. Recognition quality depends on the quality of the image; doubtful figures the assistant flags rather than guesses.
Will it work for an outsourced accountant with ten clients?
Yes, and that is exactly where the assistant pays off fastest: registers and reconciliations are kept separately for each client, and you get one summary across all of them.
Yes, and that is exactly where the assistant pays off fastest: registers and reconciliations are kept separately for each client, and you get one summary across all of them.
What it costs
Task review and configuration of one assistantfrom ₽12,000 (≈ $142)
An extra task beyond the basic fivefrom ₽3,000 (≈ $36)
Training for you or a member of stafffrom ₽5,000 (≈ $59)
Support and adjustments, per monthfrom ₽4,000 (≈ $47)
Build an assistant like this
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