Solutions / Accounting firms

Automation for Accounting Firms

Cut costs, lift margins, and free your team for advisory work – with intelligent automation built on the systems your firm already runs. No new platforms to buy, no retraining.

We guarantee at least 50% time or cost savings – or it's free.

Schedule a free audit Explore solutions

Smarter, end-to-end automation for your accounting firm

/ Financial advantages

Financial Advantages of Automation for Accounting Firms

Boost Your Margins by 10%

The average accounting firm has just a 13% operating margin.

Automation typically cuts costs or boosts capacity by ~10% – a game changer for profits.

A 10% margin lift (from 13% to 23%) nearly doubles your bottom line.

It also frees your team to offer higher-value services like tax planning and advisory – with better pricing and margins.

According to a Thomson Reuters study involving over 1,400 accounting firms

Higher Firm Valuations

Traditional accounting firms often rely heavily on founders, limiting their resale value.

Cloud-based or automated firms are more scalable, independent – and sell for 1.7x revenue, vs. 1.2x for traditional firms in Texas.

Automation and cloud tools boost your firm's valuation and marketability, setting you up for a more profitable exit.

Based on data from AccountingPracticeSales.com

More Time for High-Value Activities

Automation frees up time spent on paperwork, data entry, spreadsheets, and routine client communication.

This reclaimed time can be redirected to high-impact areas – growing your practice, recruiting top talent, connecting with prospects, and improving internal processes.

Your team can shift focus to analysis, client advisory, and strategic planning – the work that truly drives value.

(01) Overview

Intelligent Automation, Built for Accounting Firms

Intelligent automation uses software robots – bots – to handle the repetitive, rule-based work people normally do, and to learn and make data-driven decisions along the way. The bots interact with your systems and applications much like a person would, only faster and without errors.

It spans everything from simple tasks like invoice processing, journal entries, and invoice creation to advanced work like financial reporting, budgeting, forecasting, and tax compliance. By integrating with AI, OCR, and your ERP, it raises efficiency and accuracy across the whole practice – without replacing the tools you already use.

What sets us apart

We start where it matters most – with your people, processes, and everyday challenges.

Instead of pushing new systems from the top down, we make the most of your existing IT. Deep accounting expertise plus a future-oriented mindset means practical solutions that deliver immediate results.

Deep accounting expertise Trusted partner Holistic approach

/ See it in action

Watch it work

See how our technology transforms accounting operations in minutes.

Achieve rapid ROI by automating just 20 hours of manual work per month.

/ The proof is in the numbers

Additional programs or apps to learn

50%+

Time and cost savings guaranteed

100%

Money back if we don't deliver results

Average ROI (months)

(02) All solutions08

All Accounting Automation Solutions

Every process we automate has its own page – the systems it touches, how it works, and the results. Pick where to start.

01 Automation for Accounting Firm View → 02 Billing Automation Services View → 03 Accounts Payable Automation Solutions View → 04 Expense Management Automation View → 05 Accounts Receivable Automation View → 06 Journal Entry Automation View → 07 Financial Close Automation View → 08 General Ledger Automation View →

(03) Our expertise

How Automation Improves Your Accounting Office

Automation reaches into the everyday work of a firm – client communication, dealing with authorities, internal coordination, and the accounting itself. Each area carries repetitive, deadline-driven tasks that bots handle quietly and accurately in the background.

Because the robots run on your existing infrastructure, there's no expensive software to buy and no disruption to your team. They monitor deadlines, verify documents, capture receipts, and keep everyone informed – so your people spend less time coordinating and more time advising clients.

The result is a firm that scales without adding headcount, responds faster to clients and authorities, and stays compliant by design – a decisive edge as the profession digitalizes.

What we automate Scope6

✓Client collaboration – reminders, deadline monitoring, document checks, and receipt capture

✓Collaboration with authorities – data submission, validation, and status tracking

✓Internal collaboration – task distribution, dashboards, and document management

✓Automated bank statement posting on defined rules

✓Payroll – working hours, wage and tax calculation, payslips and payments

✓Data entry and synchronization across systems

(04) FAQ

Frequently asked questions

Do we need to buy new software?

No. The robots make efficient use of your existing IT infrastructure – there's no investment in expensive new systems required. Automation layers on top of the tools your firm already runs.

Systems

What can be automated in an accounting firm?

Client communication and deadline monitoring, submissions to authorities, internal workflows, bank statement posting, payroll, and bulk data entry – plus core accounting work from invoice processing to financial reporting.

Scope

Will automation replace our accountants?

No – it frees them. By taking over repetitive, rule-based tasks, automation lets your team focus on analysis, client advisory, and strategic planning: the work that truly drives value.

Team

How quickly does it pay off?

McKinsey reports payback periods as short as one year for firms automating finance and accounting. We back our work with a guarantee: at least 50% time or cost savings, or it's free.

ROI

Is it worth it for a smaller firm?

Yes. A scalable solution that works across most of your clients is a worthwhile investment – smaller teams gain the most from reclaiming routine hours and scaling without new hires.

SMB

(05) Next step

Schedule a free automation audit for your firm

Let our experts review how your firm handles client communication, authority submissions, and daily accounting – and show you, at no cost, exactly what can be automated to cut costs and free your team.

✓

PrepareGather the process, monthly hours, systems, data sources and exceptions.

✓

AnalyzeWe assess how standardizable it is, the risk, and the ROI potential.

✓

DecideYou get a clear recommendation: pilot, outsource, tooling or process change.

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Automated Bank Reconciliation

Context

Our Swiss client utilizes a cloud-based accounting platform for their bookkeeping and maintains multiple bank accounts with PostFinance. Accurate and timely recording of bank statements in the accounting system is a critical component of effective cash management. Currently, this process is performed manually: an accounting clerk downloads the bank statement from the e-banking system in CSV or Swiss-standard formats (camt.053/camt.054), uploads it into the cloud accounting tool, and manually assigns the transactions to the appropriate accounts in the general ledger, customer ledger, or AP ledger.

Proposed Solution

To optimize this workflow, we propose the implementation of a intelligent automation solution to fully automate the bank statement integration and reconciliation process. The robot will:

Automatically download bank statements from the e-banking platform and upload them to the cloud accounting system.
Match incoming payments to customer invoices using structured reference numbers. In cases where a reference number is missing, the robot cross-verifies the payer’s name against the customer ledger to determine the correct posting.
Process outgoing payments based on the accounts payable (AP) payment run, assigning them to the corresponding entries in the AP ledger.

Post all remaining transactions appropriately to the general ledger in accordance with the organization’s accounting structure.
Reconcile the closing balance recorded in the accounting system with the bank statement balance.
Upon completion of the reconciliation, the robot generates a verification report highlighting any discrepancies, which are then routed to the accounting team for manual validation.

At month-end, a comprehensive reconciliation report is delivered to the accounting department. This includes monthly bank statements, detailed reconciliation to the general ledger, customer ledger, and AP ledger. All supporting documents are archived in a secure repository for audit and compliance purposes.

Key Benefits

Up to 80% reduction in processing time and a significant decrease in error rates.
Human oversight limited to exceptions – typically fewer than 10% of transactions.
Reconciliation backup and bank statement copies are automatically archived as PDF files for audit readiness and future reference.

Systems Automated

Optimizing Order-to-Cash

Context

Our client distributes a wide range of wood products—including pallets, crates, and building and truss materials—across nearly all states in the U.S. Currently, the invoicing process is manual: invoices are created based on “completed load” reports from the dispatching system (Aljex) and sent to customers via email along with supporting documentation.

This manual workflow is time-intensive and prone to delays and errors. Moreover, data from the dispatching software (Aljex) must be manually reconciled with the accounting system, significantly increasing administrative workload.

Proposed Solution

To streamline operations and reduce manual effort, we implemented an automation solution using n8n, a flexible, cost-effective, and easily deployable automation platform. Key components of the solution include:

Automated Invoice Creation: Invoices are automatically generated in QuickBooks based on data received from Aljex via API integration.
Daily Confirmation Report: A bot generates a daily summary confirming that invoices have been successfully created for all completed loads.
Automated Email Dispatch: Invoices are automatically sent to customers. The system monitors for bounced emails and verifies that all messages have been successfully delivered.
Automated Reconciliation: Dispatch data from Aljex is automatically exported and reconciled with the accounting system to ensure completeness and accuracy.
Exception Reporting: A discrepancy report is produced, identifying any mismatches for further investigation.

Key Benefits

Up to 90% reduction in processing time with a significant drop in errors
Scalable and always-on solution – automation operates 24/7 without the need for manual intervention
Human oversight only where needed – employees focus solely on exceptions, typically less than 10% of the total volume

Systems Automated

Invoicing automation

Initial context

Our client processes between 80 and 100 invoices each month as part of their standard billing operations. The current process involves manually retrieving data from Abacus system (including billable hours, payroll counts, and fixed fees), preparing individual invoices in Excel, posting them into the Sage accounting system, and emailing them to clients. This repetitive and manual process consumes two full working days each month, carries a high risk of human error.

Proposed Solution

To streamline and optimize this process, VirtuDesk proposed the implementation of an attended solution that automates the end-to-end invoice workflow while maintaining human oversight at key control points. The robot will:

Retrieve relevant input data from Abacus and contract files to generate monthly Excel invoices and store them in a shared folder.
Post invoice entries directly into Sage, updating the customer ledger accounts and generating an activity log.
Create a reconciliation report comparing recorded invoices to posted entries, allowing for immediate review and validation.
Generate PDF versions of all invoices and send them to customers via a monitored functional mailbox.
Produce a report showing all sent emails, flagging any delivery issues such as bounced messages.
Provide intelligent insights, including revenue trends and variance analysis across periods, to support financial decision-making.

Key Benefits

The automation reduced manual effort by up to 80%, cutting the invoicing process from two full working days to just a few hours per month. It ensures improved accuracy and consistency, as all key actions are logged and reconciled. Human oversight is focused on reviewing discrepancies and validating outputs, allowing staff to shift attention to more strategic tasks. Additionally, the solution is fully scalable and audit-ready, with all documents and reports archived for compliance and future reference.

Systems Automated