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AI and automation by role

How Accountants / Bookkeepers (firm) can use AI and automation

Below are 14 common tasks for Accountants / Bookkeepers (firm), most common first. For each one you get the best fix (AI, automation, a feature in software you already have, or a simpler process), the steps to set it up and, for AI fixes, a prompt to copy.

Also called: Accountant, Bookkeeper, Staff Accountant, Client Accountant, Tax Preparer, Senior Accountant, CPA, Accounts Assistant

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Task 1 · typically 60 min, every day

Categorize bank transactions and fix coding

Software featureBest fix

Set up bank rules so recurring transactions code themselves

QuickBooks Online bank rules, Xero bank rules and their AI matching code recurring transactions automatically, so you only review the exceptions.

Typically saves about 50% of the time1 h to set up
  1. 1Look at the last three months for payees that come up again and again.
  2. 2Create a bank rule for each (payee contains X goes to account Y, with tax code).
  3. 3Turn on auto-add only for rules you trust; leave others as suggestions.
  4. 4Review new rules monthly and fix any that mis-code.

Tools: QuickBooks Online bank rules · Xero bank rules · Sage bank rules · FreshBooks

One more way to fix it
Software feature

Use AI bookkeeping features to suggest coding and flag issues

QuickBooks Intuit Assist and AI agents, Xero JAX, Booke AI, Keeper and Digits suggest categories, match transactions and flag uncategorised items and client questions.

Typically saves about 45% of the time1 h to set up
  1. 1Turn on the AI features in QuickBooks or Xero, or add Booke AI or Keeper for practice-wide review.
  2. 2Let it suggest categories and matches; accept in bulk where confidence is high.
  3. 3Use its client question lists to ask clients about unknown transactions in one go.
  4. 4Spot-check a sample each month.

Tools: QuickBooks Intuit Assist · Xero JAX · Booke AI · Keeper · Digits

How to automate this task

Task 2 · typically 45 min, every day

Key in bills, invoices and receipts

Software featureBest fix

Capture bills and receipts automatically instead of keying them

Dext, Hubdoc, AutoEntry, BILL and the receipt capture in QuickBooks and Xero read bills sent by email or photo and create the entry for you to approve.

Typically saves about 65% of the time1 h to set up
  1. 1Set up a capture tool for each client (Dext, Hubdoc, AutoEntry, BILL, or QuickBooks or Xero built-in capture).
  2. 2Give clients the forwarding email address and the mobile app.
  3. 3Set supplier rules so repeat bills code themselves.
  4. 4Review and publish in batches once a day.

Tools: Dext · Hubdoc · AutoEntry · BILL · QuickBooks receipt capture · Xero bills email-in

How to automate this task

Task 3 · typically 120 min, once a week

Reconcile bank and credit card accounts

Software featureBest fix

Set up bank rules so recurring transactions code themselves

QuickBooks Online bank rules, Xero bank rules and their AI matching code recurring transactions automatically, so you only review the exceptions.

Typically saves about 50% of the time1 h to set up
  1. 1Look at the last three months for payees that come up again and again.
  2. 2Create a bank rule for each (payee contains X goes to account Y, with tax code).
  3. 3Turn on auto-add only for rules you trust; leave others as suggestions.
  4. 4Review new rules monthly and fix any that mis-code.

Tools: QuickBooks Online bank rules · Xero bank rules · Sage bank rules · FreshBooks

One more way to fix it
Software feature

Use AI bookkeeping features to suggest coding and flag issues

QuickBooks Intuit Assist and AI agents, Xero JAX, Booke AI, Keeper and Digits suggest categories, match transactions and flag uncategorised items and client questions.

Typically saves about 45% of the time1 h to set up
  1. 1Turn on the AI features in QuickBooks or Xero, or add Booke AI or Keeper for practice-wide review.
  2. 2Let it suggest categories and matches; accept in bulk where confidence is high.
  3. 3Use its client question lists to ask clients about unknown transactions in one go.
  4. 4Spot-check a sample each month.

Tools: QuickBooks Intuit Assist · Xero JAX · Booke AI · Keeper · Digits

How to automate this task

Task 4 · typically 30 min, every day

Chase clients for documents and information

Software featureBest fix

Request documents through a portal with automatic reminders

TaxDome, Karbon, Canopy, Content Snare, SmartVault and Clio for Clients send clients a checklist, collect the files in the right place and chase them for you.

Typically saves about 55% of the time2 h to set up
  1. 1Turn your usual document list into a request template (by service: bookkeeping, tax return, new matter).
  2. 2Send it through your portal or Content Snare instead of email.
  3. 3Turn on automatic reminders every few days until it is complete.
  4. 4Files land in the right client folder, so you stop saving attachments by hand.

Tools: TaxDome · Karbon · Canopy · Content Snare · SmartVault · Clio for Clients

One more way to fix it
Automation

Set up automatic chasers for outstanding client items

If you have no portal, a simple automation sends polite reminders for open items and stops when they are received.

Typically saves about 45% of the time1 h to set up
  1. 1Keep outstanding items in one list (spreadsheet, Asana, Monday or your practice tool) with client email and due date.
  2. 2Build a flow in Zapier, Make or Power Automate: email the client when an item is overdue.
  3. 3Repeat every three days, stopping when the item is marked received.
  4. 4Escalate to a call after three reminders.

Tools: Zapier · Make · Power Automate · Asana or Monday automations

How to automate this task

Task 5 · typically 240 min, once a month

Run month-end close for clients

Software featureBest fix

Run close checklists in a practice management tool

Karbon, Financial Cents, Jetpack Workflow, TaxDome and Canopy create each client's close checklist automatically every month and show what is stuck.

Typically saves about 35% of the time3 h to set up
  1. 1Turn your close checklist into a template with due dates and owners.
  2. 2Set it to repeat monthly for each client.
  3. 3Connect it to client requests so missing items are chased automatically.
  4. 4Review the firm-wide status board instead of asking for updates.

Tools: Karbon · Financial Cents · Jetpack Workflow · TaxDome · Canopy

One more way to fix it
AI

Have AI draft the month-end variance notes

Paste this month's and last month's figures; AI points out the big movements and drafts commentary for the client pack, which you correct.

Typically saves about 40% of the time10 min to set up
  1. 1Export the P&L and balance sheet for this month, last month and the same month last year.
  2. 2Paste into an approved AI with the prompt below (remove client names if your policy requires).
  3. 3Check every explanation against the ledger.
  4. 4Add the corrected notes to the client pack.
Prompt to copy
Here is a P&L for [THIS MONTH], [LAST MONTH] and [SAME MONTH LAST YEAR]: [PASTE]. List every line that moved by more than [X% or $Y]. For each, give the change in dollars and percent and a one-line question I should check (do not guess the reason). Then draft a short commentary for the business owner in plain English, leaving [REASON] placeholders where I need to fill in the cause.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Copilot in Excel · Fathom or Syft reporting

How to automate this task

Task 6 · typically 180 min, once a week

Prepare tax returns and workpapers

Software featureBest fix

Let the tax software read and sort client documents

SurePrep, CCH Axcess with AutoFlow, Thomson Reuters UltraTax with source document processing, Lacerte and TaxDome can read W-2s, 1099s and K-1s and fill in the return for you to review.

Typically saves about 35% of the time4 h to set up
  1. 1Check which document scanning features your tax software includes or offers as an add-on.
  2. 2Collect client documents through the portal so they arrive in one place.
  3. 3Run the automatic data extraction and review the flagged fields.
  4. 4Keep a reviewer check on every return as you do today.

Tools: SurePrep · CCH Axcess AutoFlow · UltraTax CS · Lacerte · TaxDome

One more way to fix it
Software feature

Request documents through a portal with automatic reminders

TaxDome, Karbon, Canopy, Content Snare, SmartVault and Clio for Clients send clients a checklist, collect the files in the right place and chase them for you.

Typically saves about 55% of the time2 h to set up
  1. 1Turn your usual document list into a request template (by service: bookkeeping, tax return, new matter).
  2. 2Send it through your portal or Content Snare instead of email.
  3. 3Turn on automatic reminders every few days until it is complete.
  4. 4Files land in the right client folder, so you stop saving attachments by hand.

Tools: TaxDome · Karbon · Canopy · Content Snare · SmartVault · Clio for Clients

How to automate this task

Task 7 · typically 60 min, every day

Answer client emails and requests

AIBest fix

Have AI draft replies to routine email

Paste the thread and a one-line instruction; edit the draft instead of writing from a blank page. Most routine replies take a minute instead of five.

Typically saves about 35% of the time5 min to set up
  1. 1Open the AI assistant your company allows (or the one built into Outlook or Gmail).
  2. 2Paste the email thread, or use the built-in "draft reply" button.
  3. 3Tell it the point you want to make in one line.
  4. 4Read the draft, fix anything wrong, and send.
Prompt to copy
Draft a reply to the email below. My point: [WHAT YOU WANT TO SAY IN ONE LINE]. Keep it under 120 words, friendly and direct, and match the tone of the sender. Do not invent facts or commitments.

Email:
[PASTE THE EMAIL]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Gmail "Help me write" or Outlook Copilot

One more way to fix it
Software feature

Move routine client requests into a portal or shared board

A client portal (Clio for Clients, TaxDome, Karbon, Moxo, or a shared Asana, Monday or Notion board) lets clients see status themselves, which cuts the "where are we?" emails.

Typically saves about 30% of the time2 h to set up
  1. 1List the questions clients email most (status, next steps, where is my file).
  2. 2Set up a portal or shared board that shows those answers.
  3. 3Send clients the link and a short how-to at kickoff.
  4. 4Reply to status emails with the link until it becomes a habit.

Tools: Clio for Clients · TaxDome · Karbon · Moxo · Asana, Monday or Notion shared views

How to automate this task

Task 8 · typically 15 min, every day

Fill in timesheets and log billable hours

Software featureBest fix

Let a time tracker build your timesheet from your activity

Timely, Laurel, Clio's time capture, Harvest with calendar sync and Toggl record what you worked on, and AI suggests entries you approve instead of reconstructing your day.

Typically saves about 50% of the time30 min to set up
  1. 1Check what your firm already uses (Clio, Harvest, Productive, Karbon, Toggl) and whether it has automatic capture or calendar sync.
  2. 2Turn on capture for your calendar, email and documents.
  3. 3At the end of each day, review the suggested entries and approve them.
  4. 4Fix the client or matter code on anything it guessed wrong.

Tools: Timely · Laurel · Clio time capture · Harvest calendar integration · Toggl Track

One more way to fix it
Process fix

Log time at the end of each task, not at the end of the week

Reconstructing a week of time from memory is slow and loses billable hours. A timer or a two-minute end-of-day habit is faster and more accurate.

Typically saves about 35% of the time10 min to set up
  1. 1Start a timer in your time tool when you switch clients, or add a note after each task.
  2. 2Block five minutes at the end of each day to tidy entries.
  3. 3Keep a short list of standard descriptions for common work.
  4. 4Submit daily; managers stop chasing timesheets on Friday.

Tools: Harvest, Toggl, Clio or your time system

How to automate this task

Task 9 · typically 30 min, once a week

Prepare engagement letters and get them signed

Software featureBest fix

Send engagement letters from templates with e-signature and payment

Ignition, Anchor, Karbon, TaxDome and Clio send engagement letters from templates, collect signatures and payment details, and renew them automatically each year.

Typically saves about 60% of the time2 h to set up
  1. 1Turn each service into a template letter with standard terms and pricing.
  2. 2Send from Ignition, Anchor, TaxDome, Karbon or Clio with e-signature.
  3. 3Connect payment collection so billing starts on signature.
  4. 4Turn on automatic annual renewal.

Tools: Ignition · Anchor · TaxDome · Karbon · Clio · DocuSign

How to automate this task

Task 10 · typically 180 min, once a month

Prepare client invoices and review billed time

Software featureBest fix

Generate invoices straight from approved time entries

Clio, Harvest, Productive, Karbon, QuickBooks Time and Xero turn approved time and expenses into invoices in bulk, so billing is a review, not a rebuild.

Typically saves about 45% of the time2 h to set up
  1. 1Make sure time is logged to the right client and project with billable flags.
  2. 2Set rates and invoice templates once per client.
  3. 3At billing time, generate drafts in bulk and review exceptions only.
  4. 4Send with online payment links.

Tools: Clio · Harvest · Productive · Karbon · QuickBooks Time · Xero

One more way to fix it
AI

Have AI tidy time entry descriptions before billing

Clients question vague entries. AI rewrites rough notes into clear, consistent billing descriptions in your firm's style. Clio Manage AI and some billing tools do this built in.

Typically saves about 40% of the time5 min to set up
  1. 1Export the draft bill's time entries.
  2. 2Paste them with the prompt below.
  3. 3Check that every rewritten entry is true to what was done.
  4. 4Paste back or update in your billing system.
Prompt to copy
Rewrite these time entries as clear billing descriptions for a client invoice. Rules: start with a verb, say what was done and why it matters to the matter or project, under 25 words each, no internal jargon, do not add work that is not in the original. Keep the date and hours unchanged.

[PASTE ENTRIES]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Clio Manage AI

How to automate this task

Task 11 · typically 30 min, once a week

Chase clients for late payments

Software featureBest fix

Turn on automatic payment reminders and online payment

QuickBooks, Xero, Clio Payments, Chaser and most billing tools send polite reminders before and after the due date, and card or bank payment links get you paid faster.

Typically saves about 60% of the time30 min to set up
  1. 1Turn on invoice reminders in QuickBooks, Xero, Clio, FreshBooks or your billing tool.
  2. 2Set a schedule: three days before due, on the due date, 7 and 14 days after.
  3. 3Add an online payment link to every invoice, and offer autopay for retainers.
  4. 4Only call clients after the automated reminders fail.

Tools: QuickBooks invoice reminders · Xero payment reminders · Clio Payments · Chaser · FreshBooks

How to automate this task

Task 12 · typically 30 min, every day

Copy the same information between systems or spreadsheets

AutomationBest fix

Connect the two systems so data moves itself

A Zapier, Make, n8n or Power Automate flow copies new records from one system to the other the moment they appear.

Typically saves about 80% of the time2 h to set up
  1. 1Write down the trigger ("new row in", "new form submission", "deal marked won") and where it should go.
  2. 2Check if the two tools already have a built-in integration; turn it on if so.
  3. 3If not, build a two-step flow in Zapier, Make, n8n or Power Automate.
  4. 4Run it next to your manual process for a week, then stop copying by hand.

Tools: Zapier · Make · n8n · Microsoft Power Automate

One more way to fix it
AI

Have AI pull the details out into a table you can paste

Paste emails, PDFs or forms and get back clean rows in the exact columns your system needs.

Typically saves about 60% of the time5 min to set up
  1. 1Collect the source text (emails, PDFs, screenshots).
  2. 2Give the AI the column names you need.
  3. 3Paste the table into your spreadsheet or import file.
  4. 4Spot-check a few rows against the source.
Prompt to copy
Extract the following fields from the text below into a table with exactly these columns: [COLUMN 1], [COLUMN 2], [COLUMN 3]. One row per [ITEM]. Leave a cell blank if the value is not stated. Do not guess.

[PASTE TEXT OR ATTACH FILES]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Task 13 · typically 60 min, once a week

Build or update spreadsheet reports by hand

AIBest fix

Let AI build the formulas, pivots and summary

Copilot in Excel, Gemini in Sheets, or uploading the file to ChatGPT or Claude can build the pivot, the chart and the commentary in minutes.

Typically saves about 50% of the time10 min to set up
  1. 1Export or open the data.
  2. 2Ask Copilot in Excel or Gemini in Sheets, or upload the file to an approved AI assistant.
  3. 3Describe the report you want, including the breakdowns.
  4. 4Check the totals against the source before you share.
Prompt to copy
Here is [DESCRIBE THE DATA]. Build a summary that shows [THE NUMBERS YOUR MANAGER WANTS] by [BREAKDOWN], compared with [LAST PERIOD]. Give me the Excel formulas or pivot setup to reproduce it, and three sentences on what changed and why it matters.

Tools: Copilot in Excel · Gemini in Google Sheets · ChatGPT or Claude with file upload

One more way to fix it
Automation

Build the report once so it refreshes itself

Connect the spreadsheet or dashboard straight to the source so next week's report is already done.

Typically saves about 80% of the time4 h to set up
  1. 1List where each number comes from.
  2. 2Use Power Query (Excel), a connected sheet, or a Google Data Studio or Power BI dashboard pulling from the source.
  3. 3Schedule the refresh and send the link instead of an attachment.

Tools: Excel Power Query · Power BI · Google Data Studio (formerly Looker Studio) · Google Sheets connectors

How to automate this task

Task 14 · typically 45 min, every day

Sort through and reply to email

AIBest fix

Have AI draft replies to routine email

Paste the thread and a one-line instruction; edit the draft instead of writing from a blank page. Most routine replies take a minute instead of five.

Typically saves about 35% of the time5 min to set up
  1. 1Open the AI assistant your company allows (or the one built into Outlook or Gmail).
  2. 2Paste the email thread, or use the built-in "draft reply" button.
  3. 3Tell it the point you want to make in one line.
  4. 4Read the draft, fix anything wrong, and send.
Prompt to copy
Draft a reply to the email below. My point: [WHAT YOU WANT TO SAY IN ONE LINE]. Keep it under 120 words, friendly and direct, and match the tone of the sender. Do not invent facts or commitments.

Email:
[PASTE THE EMAIL]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Gmail "Help me write" or Outlook Copilot

One more way to fix it
Process fix

Batch email twice a day and let rules file the noise

Rules move newsletters, notifications and CCs out of your inbox, and checking at set times stops email from cutting your day into pieces.

Typically saves about 25% of the time20 min to set up
  1. 1Create rules that move notifications, newsletters and emails where you are only CC'd into folders.
  2. 2Turn off desktop and phone notifications for email.
  3. 3Pick two or three set times a day to process the inbox to zero.
  4. 4Tell your team that anything urgent should come by phone or chat.

Tools: Outlook or Gmail rules

How to automate this task

Quick wins

Have you tried…

Have you had AI draft a reply to a tricky or routine email?
You paste the email and say the point you want to make; the AI writes a draft you edit. Outlook and Gmail now have this built in.
Have you connected two apps so information copies itself between them?
Tools like Zapier, Make or Power Automate watch for something new in one app and create it in the other, so nobody retypes it.
Have you asked AI to build a spreadsheet formula, pivot or chart for you?
You describe the result you want in plain words, and Copilot in Excel or Gemini in Sheets builds it. ChatGPT or Claude can also analyze an uploaded file.
Have you used a time tracker that suggests your timesheet from your calendar and files?
Tools like Timely, Laurel or Clio's time capture record what you worked on in the background. At the end of the day you approve the suggested entries instead of reconstructing them.
Do clients upload documents through a portal that chases them for you?
Portals like TaxDome, Karbon, Content Snare or Clio for Clients send a checklist, collect files in the right folder and send reminders until everything is in.
Have you set up bank rules so recurring transactions code themselves?
In QuickBooks or Xero, a bank rule says "anything from this payee goes to this account". Once set, those transactions are coded automatically and you only check exceptions.
Do bills and receipts get read and entered automatically by a tool like Dext or Hubdoc?
Clients email or photograph their bills, and the tool reads the supplier, date, amount and tax and creates the entry for you to approve.
Do your invoices send their own payment reminders?
QuickBooks, Xero, Clio and most billing tools can email polite reminders before and after the due date and include a pay-online link.

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