After the 10th, accountants write to clients about missing invoices, bank statements and expense reports. The agent sends reminders from Outlook following the close calendar, files documents into client folders in SharePoint, checks them against SAF-T data and gives the accountant a list of gaps.
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Month-end close in an accounting firm starts with what is missing. The accountant opens the client's folder in SharePoint or their Outlook mailbox and tries to work out what is absent: a supplier invoice that appears in the SAF-T data but whose original never arrived, the bank statement for the last week, the director's expense report with receipts. Then they write the client an e-mail, a second one three days later, and the client sends everything in one message with twenty attachments that have to be sorted. Ten clients are still manageable, a hundred are not: reminders go out late, the VAT return is filed on the last day, and some invoices turn up after the deadline and end up as amendments.
The agent takes over the chasing. The firm's month-end close calendar and each client's list of expected documents are described in SharePoint. Following it, the agent sends the client an e-mail from the accountant's Outlook with a concrete list: which invoices are missing, which period needs a statement, whose expense report has not arrived. It builds the invoice list not from memory but by comparing what suppliers reported in the e-invoicing and SAF-T data on that client's behalf with what is already in the client folder and in SAP Business One or Sage. The agent reads incoming files, sorts them into the client's SharePoint folders by document type and period, renames them according to the firm's convention and marks what has arrived. The remaining gaps go into a list for the accountant in Teams, with each client's status and the next reminder date. The chief accountant approves the wording and frequency of the reminders, e-mails to clients go out only from an approved template, and the agent does not answer tax questions but passes them to the accountant. We build the agent in Copilot Studio in your Microsoft 365 tenant, and the content of e-mails and attachments, which contains clients' financial data, is processed by a model in MDP CLOUD's private GPU cloud in Lithuania (EU), with no training on your data and with a GDPR-compliant log.
Four steps from input to a record in your system, with human approval wherever there is risk.
Together with the chief accountant we describe the firm's close calendar in SharePoint: when invoices are needed for the VAT return, when statements and expense reports are needed, and which documents apply to which clients. Each client gets a contact person and a reminder template.
The agent compares the invoices suppliers reported in SAF-T and e-invoicing data with the client's SharePoint folder and the entries in SAP Business One or Sage, and builds a list of missing invoices. Following the calendar, it sends the client an e-mail from the accountant's Outlook with that concrete list, using an approved template, and notes when to remind again.
The agent reads incoming attachments, sorts them into the client's SharePoint folders by document type and period and marks them as received on the list. In Teams the accountant sees each client's status: what has arrived, what is still missing and when the last reminder went out, and decides what to do about late clients.
If a client replies with a tax question, sends a file that cannot be read or does not respond after two reminders, the agent hands the situation to the accountant and does not write further on its own. Every month we review the log for how many documents arrived before the deadline and tune the templates and the calendar with the chief accountant.
The agent runs in your Microsoft 365 tenant, connected to the accountants' Outlook, the client folders in SharePoint and Teams, with the least privileges it needs.
The list of missing invoices is built by comparing SAF-T and e-invoicing data with the client's folder and the entries in SAP Business One or Sage through an API or export.
Received documents are read, renamed and placed in the client's folders by type and month, following the firm's convention that we agree on during implementation.
Every reminder, received file and list of gaps is recorded in the log. Training for accountants and support during the first close cycle are part of the implementation.
Copilot Studio agent + Outlook, SharePoint, SAF-T data. We choose the platform by the task and by where your data may be located. Read more about this service and its limits on the service page.
Reminders are sent only from a template approved by the chief accountant and only with a list of documents, with no explanations of taxes or amounts. If you prefer, in the first month the agent only prepares the e-mails and the accountant sends them from Outlook. The agent does not answer client questions, it passes them to the accountant.
From the tax authority's e-invoicing and SAF-T data: suppliers report the invoices issued to your client, and the agent compares that list with what is already in the client's SharePoint folder and in SAP Business One or Sage. Periodic documents from the calendar, such as bank statements and expense reports, are added to that.
E-mails and files stay in your Microsoft 365 tenant in the EU, and their content is read by a model in MDP CLOUD's private GPU cloud in Lithuania (EU), with no training on your data. The agent uses only the access to tax authority data that the firm already has as the client's representative, and you keep the log yourself, in line with GDPR.
Clients ask in Outlook every day how much VAT and payroll tax to pay, by when and where their invoice is, and the accountant opens SAP Business…
Clients send invoices as phone photos, supplier PDFs and forwarded e-mails, and the accountant keys them in by hand.
A question about VAT deduction or a personal income tax relief costs half an hour of searching tax authority rulings, and the firm's procedures…
Bank statements are downloaded as XML or CSV and matched to invoices by hand, line by line, and unclear references are chased with the client.
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