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 One each time and retypes the amounts. The assistant drafts a reply from SAP Business One or Sage data and filing deadlines, plus a monthly summary. The accountant sends.
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Most client e-mails in an accounting firm repeat. "How much VAT do I pay this month and by when?", "What is the payroll tax and social security amount for the staff?", "Send me the invoice for April", "Have you filed the return yet?". The accountant opens the client's data in SAP Business One or Sage, looks at the VAT return and the payroll filings in the tax and social security portals, retypes the amounts into an e-mail and adds the deadline from memory. For ten clients that is manageable, for a hundred it is several hours a day, and under time pressure the wrong amount gets typed or the wrong client gets the answer. At the end of the month each client still needs a summary of what to pay and what is missing, and often it never gets written.
The assistant prepares the draft and the accountant sends it. It reads the accountant's Outlook mailbox, recognises recurring client enquiries and, before the accountant opens the e-mail, prepares a reply from that client's data in SAP Business One or Sage: the VAT payable according to the approved return, payroll tax and social security contributions from the payroll register, a copy of the invoice for the firm's services, and it takes the deadlines from the filing calendar for VAT returns and payroll filings, not from memory. If a client asks something that is not in the data, for example whether it is worth registering for VAT, the assistant writes no draft and flags the e-mail for the accountant. On close day it prepares a summary e-mail for each client: amounts due and deadlines, returns filed, documents missing. The accountant sees all drafts in Outlook as unsent, reviews the amounts, corrects them and sends; nothing goes to the client without them. We deploy with Claude through Amazon Bedrock in an EU region: clients' accounting data is processed in the EU, is not used to train models, and every draft and accountant decision is logged in line with GDPR. We connect to SAP Business One and Sage through an API or export, but not to the tax authority's or the social security authority's portals: deadlines come from a public calendar, and the returns and filings are submitted by the accountant.
Four steps from input to a record in your system, with human approval wherever there is risk.
The assistant reads the accountant's Outlook mailbox, recognises recurring enquiries (amounts, deadlines, invoice, return status) and identifies the client from the sender using the firm's client list. E-mails with other questions are left for the accountant without a draft, only with a flag.
From the client's data in SAP Business One or Sage the assistant takes the VAT payable according to the approved return, payroll tax and social security contributions from the payroll register and the status of the invoice, and the deadlines come from the filing calendar for VAT returns and payroll filings. If the return is not yet approved, it does not write an amount and flags that the e-mail is waiting for the accountant.
The reply appears in Outlook as an unsent draft following the firm's template: amounts, payment details, deadlines, the invoice attached. The accountant reviews the amounts, corrects them and sends. On close day, summary e-mails for all clients are prepared in the same way.
If a client asks for advice, the data in SAP Business One and in the return do not match or the client is not assigned, the assistant writes no draft and flags the e-mail for the accountant. Every month we review how many drafts were sent without corrections and tune the templates with the chief accountant.
Replies and monthly summaries appear in your Microsoft 365 tenant as unsent e-mails following the firm's templates, which the chief accountant approves.
Amounts payable, payroll registers and invoice statuses are taken through an API or export, only from the data of the client the accountant has access to.
The deadlines for returns and payments are kept in one calendar that the assistant uses for replies and summaries and the accountant uses as a reminder.
Every draft, correction and sent e-mail is logged with a time and a user. Training for accountants and support during the first close cycle are part of the implementation.
Claude via Bedrock in an EU region + SAP Business One / Sage data + Outlook. 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.
No. All replies and monthly summaries stay in Outlook as unsent drafts until the accountant checks the amounts and clicks send. If the firm later decides to allow simple replies, such as a copy of an invoice, to be sent automatically, that is a separate decision and a separate rule in the log.
Amounts come from the client's data in SAP Business One or Sage: VAT according to the approved return, payroll tax and social security contributions from the payroll register. Deadlines come from the filing calendar that we maintain together with you. The assistant does not connect to the tax authority's or social security systems and files nothing; the accountant does that.
The accountant sends the e-mail from their own Outlook using the firm's template, so for the client it is an ordinary e-mail from the firm, and the accountant is responsible for it. Clients' data is processed by Claude through Amazon Bedrock in an EU region, with no training on your data, and how to inform clients about the use of AI under GDPR we agree during implementation.
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.
After the 10th, accountants write to clients about missing invoices, bank statements and expense reports.
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