Clients stop calling to ask “which documents do you already have from me” and “by when do I need to submit them.” They get an answer right away, and accountants get back time for substantive work.
Accounting, tax and legal decisions always remain with an authorized person. The system does not make them in any respect.
When client service starts competing for time with bookkeeping
Accounting firms, finance and accounting departments, tax advisors and law firms. We aim this solution at firm owners and people responsible for organizing the team’s work, not for bookkeeping itself.
Answers only from materials you approve yourselves
The knowledge base is built from your procedures, lists of required documents, deadlines and FAQs. The assistant answers only on that basis. It does not interpret regulations, does not give advice, and does not improvise. When a question falls outside the knowledge base, it says so directly and hands the matter to a person.
Instead of guessing, it states plainly that it doesn’t know the answer, because that’s how it’s designed. For matters requiring certainty, every answer points to its source document, so the accountant has something to check it against.
Documents from clients
Organizing the flow of documents from clients is a separate solution, designed for the specific process in your firm. It is not a feature to switch on; scope and pricing follow an analysis of the process.
Reminders about documents, not about tax deadlines
This distinction is deliberate. Reminders concern delivering documents and information by the deadline agreed between the firm and the client, not statutory deadlines.
“The deadline we agreed for submitting your November documents is in three days. Missing: bank statements, two purchase invoices.”
The wording of every reminder sent to a client is set and approved by the firm. A reminder informs about the status of documents; it contains no advice, interpretation or commitment.
A case goes to the person who handles that client
Routing cases to the right accountant or account manager, also as part of a dedicated implementation.
In practice this means a request or document from a client goes to the person who handles them, together with context: what it concerns, which period, what has already arrived. Instead of a shared inbox where everyone checks whether it’s their case.
The firm sets the assignment of clients to account managers and the substitution rules. The system applies these rules; it does not create them on its own.
The system prepares the work. An authorized person decides
Approval and responsibility always remain with the accountant. What this means in practice:
Not in any respect, in any implementation variant.
Neither on accounting nor on tax grounds.
It only determines whether it has arrived and whether it contains the data you have set as required.
For questions beyond the knowledge base, it states that it does not know the answer and passes the matter to the accountant.
Making such a decision requires the involvement of a human, a competent, authorized person.
The accountant sees which procedure or arrangement the answer comes from and can verify it.
If the audit shows that the expected scope would require crossing any of these boundaries, we will say so directly and will not deliver that scope.
Data security
An accounting firm processes some of the most sensitive data that exists in business transactions, including its clients’ financial data, the personal data of their employees, and information covered by professional secrecy.
The assistant uses only the materials you upload yourselves. It does not reach into the internet or other sources.
Each client's data is kept separate.
A variant in which the content of documents and conversations does not go out to an external language model provider.
Everything runs within the firm's own environment; data does not leave your network.
In the cloud variant, the content of the questions and documents the assistant works on is processed by an external language model provider. For most businesses this is acceptable. For data covered by professional secrecy, clients' financial documentation and the personal data of their employees, it usually is not, and this is not a question of trust in the provider but of whether you can demonstrate to your own clients where their data is processed.
For accounting firms we recommend the local variant, not as a premium option but as the default choice for this category of data. We deliver it together with GOTOMA GENERAL. We establish the scope of processing, roles, permissions and access rules before implementation, along with the documentation you need to demonstrate compliance to your clients.
We check whether a specific system can be connected during the audit, before any pricing; we do not assume it in advance.
Clients get an answer about documents and deadlines right away.
Arrangements with a client are not held in a single person’s head.
In the part covered by the implementation, reminders go out automatically once the wording has been approved.
Missing items surface earlier, not shortly before the deadline.
How many of them the assistant resolves without involving the accountant.
How long a client waits today for an answer about documents, versus after implementation.
What share of clients submit a full set of documents by the agreed deadline.
Unanswered questions, that is, what is missing from your procedures and materials.
We start with one process
We start with an audit of one process. Usually collecting documents from clients for one settlement period, or handling questions from one group of clients.
We check where documents and questions flow today, where manual work is created, and at what point missing items surface. Very often this stage reveals the most important thing: that the list of required documents for some clients does not exist anywhere in written form, and exists only in the account manager’s head.
On this basis we propose a pilot scope with success criteria set in advance and a clear record of what remains with the accountant.
We will check where the most time disappears in your firm outside of bookkeeping.
