Automation for accounting firms
Since 2026 invoices in Poland go through KSeF, the national e-invoicing system, so the data for bookkeeping is in one format and one place. It's a good moment to automate what is still done by hand: fetching invoices, collecting documents from clients, reminders and reports. I don't replace the accounting software. I connect it with the rest.
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What usually gets in the way
The things I hear most often. If you recognise even two, it's worth talking.
- Before every deadline you have to chase clients for documents: by email, phone and text message.
- The same data is retyped between the inbox, a spreadsheet and the accounting software.
- Clients call to ask whether their invoices arrived and what else they need to send.
- Access to KSeF for many clients needs watching: who has which permissions and where they are stored.
- Deadline reminders and reports for clients are prepared by hand.
What I can do
Each of these solutions can work on its own. We start with the one that gives the most.
Invoices from KSeF without clicking
Automatic fetching of purchase invoices from KSeF for clients who have granted the firm permissions, and passing them on: to the accounting software if it accepts imports, or to an organised folder.
Process automationClient documents in one place
A simple form or portal where clients upload documents and the firm sees what's still missing. No more hunting for attachments in the inbox.
Web and mobile appsReminders that send themselves
Email and text reminders before deadlines, only to the clients who still owe something.
Process automationAI for sorting documents, locally
Recognising document types and extracting data can run on the firm's own server, without sending clients' documents to outside services.
AI implementationWhat it can look like
In the morning the automation fetches clients' new purchase invoices from KSeF and saves them in each client's folder. In the middle of the month, clients who still owe a bank statement or sales documents get a reminder with a link to the form. The accountant sees a list: who sent everything and who needs a call. This is an example, not a deployment at a specific client.
Where to start
A suggested process. We'll fit the details to the company. How I work
- 01Conversation
We go through a month of the firm's work and look for the step that takes the most time.
- 02Checking the accounting software
We find out what your software accepts (import, API, a folder) and what doesn't need building from scratch.
- 03The first automation
One, for example fetching invoices from KSeF or reminders, on a few test clients.
- 04The rest of the firm
Once it works, we extend it to all clients and add the next steps.
Questions and answers
Don't see your question? Write to me.
Will this replace the accounting software?
No. The accounting software stays. The automations deal with what happens around it: fetching invoices, collecting documents, reminders and reports.
Is KSeF access in an automation secure?
It can be, if it's done properly: separate permissions limited to what's needed, credentials in an encrypted place, a log of downloads and a way to revoke access quickly. That's how I design it.
Will clients' documents go to the cloud?
They don't have to. The automations and AI can run on the firm's server. If you choose a cloud service, I tell you plainly where the data goes, so it can be described in your contracts with clients.
Where should we start?
With the step that hurts most before a deadline. Usually that's collecting documents from clients or fetching purchase invoices.
How much time does retyping documents take you?
Describe how documents and invoices flow today. I'll tell you what can be automated.Services that help here
Business process automation
I automate tasks you do the same way every time: moving data, sending reminders, preparing reports.
More about the serviceAI implementation on your own server
I run a language model on the company's own infrastructure: for searching documents, drafting replies and sorting requests.
More about the serviceIT infrastructure and server administration
Servers, backups, access control and monitoring.
More about the service