Accountants
Records, client emails and tax reminders. Off your team's desk.
AI hooked up to your inbox, document store and practice software does the chasing and drafting in your firm's style. Nothing goes out until your team says so.
1. Year end closes
2. What is still missing
Records still to come Example
| Tui Plumbing Ltd | Loan statement, fixed-asset invoices |
| Ruahine Rentals | Rates notices, insurance |
| M & J Patel | KiwiSaver statements |
3. Requests in your words
To: Tui Plumbing Ltd
Hi Aroha, we're starting your year-end accounts. Could you send your loan statement to 31 March and the invoices for the new van? Thanks, Sam
4. You approve, it chases
41 requests ready to sendGentle reminders after 7 and 14 days, in your words.
The work that fills busy season.
Not the advice. The chasing and admin around it.
Year-end records
Request lists and polite chasers.
See it →Client emails
Routine questions answered in your words.
See it →GST and provisional tax
Every client reminded before the date.
See it →Onboarding
Engagement letter and AML/CFT checklist.
See it →Working-paper packs
Last year's file, ready for the reviewer.
Meeting notes
Into actions, owners and follow-ups.
See each workflow
Busy-season admin, one step at a time.
Every missing record, chased politely.
Information request lists and reminders, built from last year's file.
1. Last year's file
2. This year's request list
Ruahine Rentals Ltd Example
| Rates notices | Both properties |
| Insurance | Renewal schedules |
| Repairs over $1,000 | Invoices |
| Bank | Loan statement to 31 March |
3. Sent in your style
To: Ruahine Rentals
Hi Mere, it's that time again. Here's the short list we need for your 2026 accounts. Reply with photos if that's easiest.
4. Chased until complete
- Rates notices received
- Insurance received
- Loan statement: reminder sent day 7
5. Filed to the client
Your team sees a complete file before the work starts
Always yours: what you ask for, and every word that goes out.
Client questions, answered in your words.
Routine questions drafted from the client's own file. The tricky ones come to you.
1. A client emails
From: Tui Plumbing Ltd
Hi, when is our next GST payment due, and did you get the van invoice?
2. Looks up their file
- GST: two-monthly, period ends 30 November
- Van invoice received 2 October
3. Drafts the reply
Reply draft
Hi Aroha, your next GST return and payment are due 15 January. Yes, we have the van invoice, thanks. Sam
4. Advice goes to a person
Should we buy the van through the company?Questions that need advice are flagged for your team.
Always yours: advice, and anything that needs judgement.
Every client reminded before the due date.
Reminders from your client list and IRD due dates, in your words.
1. Due dates ahead
Coming up Example
| GST, period ending 30 November | Due 15 January |
| Provisional tax, 2nd instalment | Due 15 January |
2. Who needs what
Clients affected Example
| GST filers, two-monthly | 34 |
| Provisional tax, standard option | 22 |
| Records still missing | 6 |
3. Reminders drafted
To: M & J Patel
Hi Jas, a reminder that your provisional tax instalment of $2,140 is due 15 January. Payment details are below.
4. You approve, they go
56 reminders readyAmounts come from your working papers, checked by your team.
Always yours: the amounts, and every filing.
New clients, set up in a day.
Engagement letter, document requests and the AML/CFT checklist, assembled for your team to check.
1. New client enquiry
From: Kauri Café Ltd
Hi, we'd like to move our accounts to you from April.
2. Pack assembled
3. Missing items chased
- Engagement letter signed
- Director ID received
- Proof of address: reminder sent
4. Your compliance officer decides
File ready for your AML/CFT reviewRisk rating and verification stay with your firm.
Always yours: the risk rating, verification and every AML/CFT decision.
Busy season. Before and after.
Missing records
Client emails
Tax reminders
More than a chat window. Plugged into your practice.
A chat tool sees only what you paste. Ours works from client folders, emails and your firm's templates.
Pasting into a chat tool
- Every client detail typed in
- No view of the client file
- You still save everything
AI connected to your practice
- Reads client folders and the inbox
- Matches your firm's tone
- Saves to the client file once approved
Runs alongside Xero, Xero Practice Manager, FYI, Karbon and your other tools. Connections are confirmed in the free consultation. AI and the Privacy Act →
Due dates, never missed.
The AI watches the calendar and prepares reminders. Advice, filing and sign-off stay with your team.
| The rule | What it means |
|---|---|
| GST returns and payments | Due the 28th of the month after the period ends; a period ending 30 November is due 15 January, and one ending 31 March is due 7 May |
| Provisional tax, 31 March balance date | Standard and estimation options: instalments due 28 August, 15 January and 7 May |
| AML/CFT | Accountants doing certain activities are reporting entities: customer due diligence and risk rating are the firm's responsibility |
| Privacy Act 2020 | Your firm stays responsible for the client information any AI tool uses |
Sources: IRD: filing GST, IRD: provisional tax dates, DIA AML/CFT and Privacy Commissioner, checked 7 October 2026. General information, not tax or legal advice.
Accountants we can visit in person.
We're based in Palmerston North and work with practices throughout New Zealand.
Pick one workflow, prove it, then add more.
Discovery call
We map where staff hours go in busy season.
Written proposal
Scope and fixed fee set out first.
Set-up and training
Connected to your tools, trained on your letters.
Review before send
Your team approves every draft.
Questions from accounting practices.
Will it send anything to clients without us checking?
Not by default. Every email, reminder and request waits for a team member to approve it. Later, once a step has proven itself, you can let it run automatically.
Does it give tax advice or file returns?
No. Tax advice, preparing and filing returns, and anything submitted through myIR stay with your qualified team. The AI drafts the emails, lists and reminders around that work.
Does it make AML/CFT decisions?
No. Your firm's risk assessment, customer risk ratings, verification decisions and any suspicious activity reports stay with your compliance officer. The AI collects documents, lists what is missing and drafts the file note for you to check.
Does it replace Xero Practice Manager, FYI or Karbon?
No. Your practice software stays. We work across your inbox, document store and those tools, and confirm what connects before quoting.
How does it match our firm's tone?
We study a set of your real client letters and emails, then set up your phrasing, tone and sign-offs.
How is client information protected?
Before anything is switched on, we explain each AI provider's data handling. We connect only the folders a workflow needs and keep sensitive records restricted. Privacy Act responsibility stays with your firm, and the set-up lets you show how you meet it.
How is it priced?
We give a fixed written quote after a free discovery call, usually for one workflow first. AI subscriptions such as ChatGPT or Claude are billed to you by the provider.
Free consultation
Let's start with one workflow.
Tell us which admin task your team dreads most. We'll show it drafted in your firm's voice.