Increasing your bookkeeping firm's capacity with AI

How do you increase a bookkeeping firm's capacity without extra staff?

You increase capacity without extra staff by automating the processing that needs no judgement, so your team only handles exceptions. In pre-accounting, a lot of time goes to entering invoices, reconciling bank lines and chasing clients for missing documents. That work is repetitive and well suited to AI that learns from each administration's history.

Autoboeker takes over those three parts: processing, bank matching and client questions. Invoices are booked automatically above your threshold, bank transactions are matched and reconciled (for Exact Online, Twinfield and SnelStart) and whatever is missing becomes a client question. With the ROI calculator on the website you can work out how much processing capacity that frees up for your firm.

Where does a bookkeeping firm's time go?

A bookkeeping firm's time mostly goes to work that repeats every period. Think of peaks around VAT deadlines, clients who submit receipts late, bank and invoices being processed separately and knowledge that lives in staff members' heads. Each of these costs time every period without requiring any real professional judgement.

On top of that, firms often work with different accounting software per client, so every staff member has to know several ways of working. If you want to free up capacity, start with the steps that recur for every document or bank line. That's where automation pays off most, because the saving repeats with every document.

• Peaks around VAT deadlines
• Clients who submit receipts late
• Processing bank and invoices separately
• Knowledge that lives in people's heads
• Different accounting software per client

How do you shift your team from data entry to exceptions?

You shift your team from data entry to exceptions with a confidence threshold: above it Autoboeker books automatically, below it your team reviews a proposal. Every booking shows a confidence score and an explanation, so your staff can see why something was proposed. Corrections are applied to similar bookings and improve later proposals.

You don't have to book fully automatically right away. Start per administration with suggestions, move to smart confirmation where you only look at deviations, and then switch to fully automatic at high confidence. With approval before or after booking you define who approves what, and you decide which amounts or GL accounts always require a human.

1. 1Connect your accounting software and choose a few administrations to start with
2. 2Start with suggestions and let your team review the proposals
3. 3Move to smart confirmation once the proposals are consistently right
4. 4Set a confidence threshold per administration for fully automatic booking
5. 5Expand to more administrations and follow the automation rate in team statistics

How do you make sure everyone in the firm books the same way?

You create one way of working with global rules for the whole firm and administration rules for agreements per client. You also record agreements as an AI instruction in plain language, the way you'd explain it to a new colleague, for example that fuel receipts always go to a fixed travel expenses account. Instructions apply per administration or firm-wide.

As a starting point, the prompt library offers 139 example instructions, covering VAT exemption, till receipts, collective suppliers, currencies and credit notes among others. Because agreements live in Autoboeker rather than in people's heads, a new staff member books the same way as an experienced colleague. That makes it easier to divide work and arrange cover.

How do you see where your firm's backlog is?

You see the backlog with team statistics: the number of bookings, the auto-booking rate and open client questions per team and per staff member. The firm cockpit and real-time firm insights give an overview across all administrations. That way you see where work piles up before a VAT deadline comes into view.

The configuration monitor shows straight away which administrations are missing settings or connections, so automation doesn't stall on a missing setting. Per client you see which client questions are still open. With those insights you can assign administrations to staff in a targeted way and adjust where the automation rate lags behind.

What does extra capacity cost, and when does Large firm fit?

The Firm plan costs €50 per month for the whole firm, including 200 bookings, with unlimited administrations, users and client portal. After that you pay €0.20 per extra booking. A booking is one processed invoice or receipt that is definitively booked into the accounting software. Extra administrations or colleagues therefore don't raise the price.

For firms from 25 FTE there is Large firm, with custom pricing and implementation, an SLA and DPA and a dedicated contact person. It also includes Atlas, the AI agent that reviews bookings, resolves client questions and matches bank transactions within your boundaries, and escalates whatever needs human judgement. The Firm plan can be cancelled monthly with a 30-day money-back guarantee.