Automation for accountancy practices

The problem

A practice runs on a small number of jobs done an enormous number of times. Chase the records. Remind the client the deadline is coming. Set up the new client. Re-run the AML check. Ask the same questions on every job, all year.

None of it is hard, and all of it is relentless, which is why it slips. The partner does it at ten at night, or it waits until January and the queue gets longer.

This is the work to automate first. A mistake here is small and easy to spot, and nothing reaches a client until somebody in the firm presses send.

What we build

Records chasing

A list of who has not sent what, ordered by how close the deadline is. Each client gets a chase with their outstanding items attached, sent on the schedule you set, and the chasing stops the moment the records arrive.

Deadline reminders with the detail in

A message that names what is due, what you still need from the client and what happens if it is late, written from that client's own filing history.

New-client set-up

Engagement letter, AML check, HMRC authorisation, software access and the letter to the previous accountant, done in order, with what is outstanding visible to the whole team.

AML re-checks

Re-screening on a fixed schedule, with the evidence filed where an inspector would look for it.

Query lists

One list of queries per job, with a due date and a reminder when it passes, in place of a stream of separate emails.

Companies House watching

Confirmation statements, accounts dates, officer changes and charges on every client, picked up on the day they change.

Proof

Built inside a practice

Buzz OS is the practice system Andy is building for their own firm: new-client set-up, deadlines, client records, messages and reporting in one place. It is in testing now and goes live in the firm after ISO 27001 certification.

os.buzzaccounting.co.uk — job planner

Case study

The practice operating system

Twenty-plus modules, six AI agents and full HMRC Making Tax Digital filing, built to replace the separate tools an accountancy firm usually runs on. In testing ahead of ISO 27001 certification.

Read the case study →

Straight answers

Questions about practice automation.

Will it email my clients without me seeing it?

Not unless you decide it should. Out of the box, every message waits in an approval queue and a person presses send. Some firms switch that off for the plainest reminders, and that is their call.

Does this replace our practice management software?

No. We read from what you already run. If a system cannot be read, the technical check at the start says so, before you have paid for a build.

What about client confidentiality?

The work runs against your own systems, using keys you create and can cancel. Nothing is copied into a shared database, and every automated action is logged against who or what did it.

How much does it cost?

A fixed price for the build, agreed before anything starts, plus a small monthly fee for hosting and AI usage. A single automation usually takes days. We quote after a short technical check.

We are five people. Is this for firms our size?

Yes. In a small firm the owner does more of this work personally, so the time comes back to the person who can least spare it.

Tell us what's eating your week.

Tell us the job that keeps not getting done. We'll tell you if software can take it off you, and what it costs.

Automating the jobs a practice repeats all year