Where the time goes in an accounting firm
The hard work in a firm is rarely what fills the day. What fills it is chasing paper: asking for the quarter's invoices, typing them in, reminding people of deadlines and answering the same questions. All of that repeats the same way with every client, follows a rule and can be checked. Those are the three conditions for automating something.
1. Client invoices
The client sends a photo or a PDF by WhatsApp or email. The system reads the supplier, date, base amount and VAT and shows it to you to check. Nothing is saved until someone confirms it. The biggest gain is not only skipping the typing: it is having invoices during the quarter instead of all together on the last day.
2. Deadline reminders and missing documents
Before each deadline, the system tells each client what is missing and reminds them again if it does not arrive. The adviser sees who has delivered and who has not, without calling them one by one.
3. The usual questions
"What do I need to register", "when is this form due", "did you get my email". A WhatsApp assistant answers the general ones with the firm's own information and passes on anything that depends on the case. It must never give a specific tax answer on its own.
4. Onboarding a new client
The engagement letter goes out with the client's details, is sent for signature, gets filed and their record is opened. It is simple work, but it is done by hand far too often.
The order, in a table
| Order | What gets automated | Piece | Zerolagia price |
|---|---|---|---|
| 1 | Reading invoices | The invoice, read from a photo | €690 + €49/month |
| 2 | From invoice to draft tax form | From the invoice to the tax return | €1,290 + €129/month |
| 3 | WhatsApp questions | WhatsApp receptionist with AI | €990 + €79/month |
| 4 | Deadline reminders and engagement letters | Custom, depending on your software | Quoted separately |
Prices are setup plus monthly maintenance, fixed, with no minimum term and VAT on top. What third parties charge, such as WhatsApp messages billed by Meta, is invoiced by them.
What does not get automated
- Tax judgement. Whether an expense is deductible is the adviser's call.
- Filing. A return is always reviewed before it goes in.
- Bad news. An inspection or a fine is explained in person.
Data and confidentiality
An accounting firm handles its clients' financial and personal data. Before starting, find out where it is stored, who has access and what data processing agreement is signed. If a provider cannot answer that, they are not the right one.
Where to start
With the invoices of five clients, for one quarter. Measure the hours saved and the corrections needed, then expand. What gets built in a firm is in automation for professional services, and the pieces are in the catalogue.
Frequently asked questions
Do I have to change software to automate an accounting firm?
No. Automations connect to what you already use, such as A3, Sage or Holded. If something cannot be connected, we say so before charging.
Does the system file the taxes?
No. It prepares and organises the data, and the adviser reviews and files the return.
What if an invoice is misread?
Every reading is checked before it is saved. Nothing goes into the accounts until someone confirms it.
Does it work for a small firm?
Yes, if the invoice volume justifies it. With few clients and few invoices it may not pay off.
Does the WhatsApp assistant give tax advice?
No. It answers the general questions and passes on anything that depends on the client's case.
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