1. Set up from your own practice
You give it your client list, exported from your practice software or pasted as company numbers, and your written processes. Nothing is borrowed from another practice, and nothing is assumed from our own documents.
We set it up with you, on a call.
2. Deadline watch
For each client company it reads Companies House: the next accounts date and the next confirmation statement date, and what each is made up to.
It prepares the reminder. A person sends it or approves it. It never marks anything as filed: only a person does that.
3. The inbox: the matching rule
A practice inbox takes post from hundreds of clients. This is how each item is put with a client, in this order.
- 1
The sender's address matches a contact you hold for that client.
- 2
A reference from your list appears in the subject, the message or the attachment's text: a company number, a tax reference or your own client code.
- 3
The client's name or trading name appears.
- 4
If two or more clients match, or none do, it goes to the unsure pile. It never guesses between two clients.
4. The unsure pile
A short list a person clears, with the reason each item is unsure. Every clearance teaches it that sender or reference for next time, inside your practice only.
5. Messages that look wrong
It never runs attachments, never opens links and never enables macros. It reads the text out of documents in a separate step.
A message that fails the sender checks your mail provider already records, or carries a program or macro file, or whose sender does not match the client it claims to be, goes to a held pile, untouched, for a person to decide.
It relies on your mail provider's own filtering first. It does not claim to be better than a careful person.
6. Which companies, which jobs
Year ends differ, so there is no one button. Here is what each kind of client gets today.
| Kind of client | Deadline watch | Inbox sort | Reminders | Bank statement files | Year-end pack |
|---|---|---|---|---|---|
| Trading company on bookkeeping software | Yes | Yes | Yes | Yes | Not offered |
| Trading company under the VAT threshold, bank statements only | Yes | Yes | Yes | Yes | Not offered |
| Registered but not trading, with costs | Yes | Yes | Yes | Yes | Not offered |
| Dormant company | Yes | Yes | Yes | n/a | Not offered |
| Sole trader (no company) | No (not on Companies House) | Yes | Yes | Yes | Not offered |
For a client with only bank statements: it watches their dates and sorts their post. It does not prepare their year end.
7. What it cannot automate
- Filing a confirmation statement. A person files it on the Companies House service. It prepares and reminds.
- Judgement on a client's figures.
- Anything that needs your professional sign-off.
- Talking to a client who is upset.
Enterprise-level tax AI workflow
£999 a month, or £9,999 a year, plus VAT. Everything included.