AI agents for accountancy and bookkeeping practices
AI for accountants and bookkeepers: stop chasing clients for their records.
An AI agent asks each client for what is still missing, reminds them until it arrives, checks what comes in and files it, all in wording you approved. Set up for UK practices with five to thirty staff, working through the email and software you already have.
A few minutes, free, and it is also your application for cohort one. See an example report first.
- Hi Sarah, we still need your P60 and the March bank statement for your self-assessment return. Reply with them attached and we will take it from there.
Sent in the wording you approved
- Just a nudge on the P60 and March statement, Sarah.
- Sorry, both attached! P60_2026.pdfStatement_March.pdf
- Both filed to Sarah Price / 2025-26. Marked complete for the accountant.
What eats the week in a practice
January is the month every practice knows. Self Assessment returns are due on 31 January, and the clients who were asked in October still have not sent their bank statements, their P60 or their dividend vouchers. Someone on the team sends the third reminder by hand, keeps a spreadsheet of who has sent what, and watches the inbox for attachments that arrive with no name on them. Multiply that by sixty clients, or two hundred, and the chasing is a job in itself.
It does not stop in February. Year-end accounts need the loan statements and the fixed asset additions. VAT quarters need the purchase invoices that never made it into Dext. Payroll needs the new starter’s P45 before the run. Making Tax Digital for Income Tax, from April 2026 for sole traders and landlords with income over £50,000, turns one annual chase into quarterly ones. Each is a short email that is easy to put off, and the client’s deadline becomes the practice’s evening.
The questions come in too: when is my deadline, what do I owe, have you had my statements, can you resend the engagement letter. Each takes a minute to answer and a few more to look up, and they land when the person who knows is in the middle of a return.
Jobs an agent can take
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Emailing the same client for the third time about the same missing P60.
Document chaser Asks, reminds, checks what arrives and files it.
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Answering "when is my self-assessment deadline?" all January.
Client questions Answers from your practice's own published answers.
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Copying the same figures from one system into another.
Admin Moves it between your software and flags what does not match.
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Knowing which clients are late before the partners ask.
Weekly report A Friday list of who owes what, written for the practice.
It works with Xero, QuickBooks and the practice software you already run
Your client list is in Xero Practice Manager, Senta, BrightManager, Karbon or a spreadsheet. The bookkeeping is in Xero, QuickBooks, FreeAgent or Sage, with receipts arriving through Dext or Hubdoc. None of that changes. An agent works through your practice’s own email and reads the list it needs: which client, which documents, which deadline. Your records stay where they are.
The first job is usually the document chaser
Set up with you on the phone, live in two weeks, every message in your words.
- 01 You give us the list: which clients, which documents each still owes, and the date you need them by. A spreadsheet is fine.
- 02 You approve the wording of the first request and each reminder, how many times to ask and how many days apart, and what happens when a client replies with a question instead of a file.
- 03 The agent sends the first request to each client, waits the days you set, and reminds the ones who have not replied. Nothing goes to a client until you have approved the wording.
- 04 What arrives is checked against what was asked for and filed where you tell it to, and the client is marked done. A reply that needs a person goes to one.
- 05 Every Friday you get the list: who has sent everything, who is still outstanding and who has gone quiet, so January is a list rather than a scramble.
Your agents, on one chart.
Hub Operations sets each agent up with you on the phone, hands work between them and your team, and shows what each one finished this week. Add an agent, pause one, or ask for a change in plain words. It is the same screen we run our own company from.
- Document chaserLive Asks, reminds, checks what arrives and files it. Finished, this week23 Last action Today 09:12 1 waiting for your approval
- Client questionsLive Answers from your practice's own published answers. Finished, this week14 Last action Today 08:40 Working
- AdminLive Moves it between your software and flags what does not match. Finished, this week9 Last action Yesterday 17:05 Working
- Weekly reportLive A Friday list of who owes what, written for the practice. Finished, this week6 Last action Fri 16:30 Next run Monday 09:00
How it starts, and every price.
- Today Free report, and your application. Four short steps, a few minutes. The report is yours whether or not you join.
- Within five working days We reply to everyone who applies. With the businesses we can help, a thirty minute call to agree the one job worth starting with.
- Two weeks on Your first AI agent is switched on, doing that job for real. Your first week is free.
- After that £149 a month for your Hub, with as many agents as you need. You see what each day cost and what your agents did for it.
What accountants and bookkeepers ask first.
- Will clients know they are talking to software?
- The messages come from your practice’s own address, in wording you approved, signed as you choose. You can say plainly in the first message that reminders are automatic; most clients are glad to be reminded by anything. A reply that asks a question goes to a person on your team.
- What about client confidentiality?
- The agent reads only the list you give it and the replies to its own messages, and files documents where you tell it, in your own systems. We agree exactly what each agent reads before it is switched on, and the Hub’s privacy policy names every company that processes anything and how long it is kept.
- Can it chase for payment as well?
- Yes. An invoice chaser works the same way: it reminds on the schedule you set, in your words, and tells you when each invoice is paid. Most practices start with documents or invoices and add the other once the first is running.
- How long before it is working?
- Two weeks from the call to the first agent switched on, set up with you on the phone. Your first week is free. Setup is free for the five businesses in cohort one; otherwise it is £1,500, refunded in full if you do not switch it on.
- What does it cost each month?
- £149 a month for your Hub, with as many agents as you need and £25 of AI use included. Above that you pay for the AI your agents use, in pounds, under a monthly limit you set, and nothing can spend past it.