📊 Accounting Firm AI Assistant · Live

An accountant's time shouldn't go on
chasing documents, racing deadlines, juggling clients and rewriting the same messages.

An AI system built for New Zealand accounting firms. GST cycles, PAYE dates and income tax deadlines all run at once, with the same actions repeating across dozens of clients — 8 workflows take over document chasing, reconciliation checklists and multi-channel client comms. It files nothing with IRD.

Book a Demo See the 8 workflows

✓ Drafts first, you send

✓ IRD compliance logic built in

✓ Bilingual support

✓ Read-only Xero integration

DEADLINE MONITOR · next 30 days Live

GST monthly due 28 Jul · in 3 days

12 clients

PAYE date 20 Jul · passed

8 clients ✓

Provisional Tax P1 28 Aug · in 34 days

3 clients

GST two-monthly due 28 Sep · in 65 days

7 clients

Annual accounts due 31 Aug · in 37 days

5 clients

Urgent (within 3 days)

This week

Within 30 days

Everything needs accountant approval · never files with IRD automatically

Three compliance tracks running in parallel

Three compliance tracks,
running at once every month

In real estate and mortgages the pressure is per-deal — one client, one thread. Accounting is different: GST cycles, PAYE dates and annual accounts all move forward at once, every month, across dozens of clients. The workload is structural.

📊

GST returns track

Monthly · two-monthly · six-monthly · every cycle repeats

Some clients file monthly, some two-monthly, some six-monthly — different cycles, different due dates, but the same actions every time: chase bank statements, reconcile Xero, send reminders, wait for replies, confirm again. The loop never stops.

Manually working out each cycle which clients are due and which documents are missing

Chasing emails written from scratch, with tone and format varying by person

Xero reconciliation relies on experience, with no structured checklist

Easy to mix up GST Basis handling (Invoice / Payments / Hybrid)

💼

PAYE + income tax track

Monthly PAYE · Provisional Tax P1/P2/P3 · Terminal Tax

PAYE comes round every month, with Holiday pay and Leave balances liable to change at any time; income tax lands at three different points for each client. Stack up dozens of clients and an Outlook calendar can't keep on top of it.

Holiday pay calculations and IR330 status checked by hand, where mistakes are costly

Provisional Tax P1/P2/P3 — three dates, with a different timeline per client

Miss one Extension of Time deadline and it means IRD interest and penalties

Multi-client, multi-date alerting that a calendar tool simply can't handle

📂

Annual accounts + client comms track

Year-end crunch · multi-channel · all year round

Annual accounts material always arrives in dribs and drabs, and the accountant has to remember where each client is up to and what's still missing. Add clients on email, WeChat and WhatsApp, and the same message gets written three times over.

Year-end completeness tracked entirely from memory, with no structured tool

Messy Google Drive folders, version confusion, and no certainty which file is current

Chinese-speaking clients on WeChat, local clients on email — the same message written several times

No standardised AML/CFT onboarding process, so things are easily missed

All three tracks run at once every month, with nothing linking them — the same accountant has to hold three sets of status in their head across dozens of clients. It isn't an efficiency problem; there's just no tool catching this parallel work for you.

Workflows

8 workflows, covering the accounting firm's entire chain

From new-client onboarding and document library tidy-up, through GST / PAYE / income tax execution, to annual accounts coordination and multi-channel client comms — 8 workflows across four functional layers, each usable on its own or working together.

Foundation

Filing

Annual accounts

Comms

🗂️ Foundation

SK-AC-01

Client Context Builder
Client onboarding record

Builds a structured master record for each client: entity type, GST filing cycle, PAYE status, income tax dates, communication channel and language preference. Every workflow downstream reads from it.

📁 Foundation

SK-AC-02

Drive Document Indexer
Document library indexing

Scans Google Drive and builds a metadata index by client, document type and period. Flags duplicate files, version conflicts and missing items. Read-only — it never changes any source file.

📊 Filing

SK-AC-03

GST Workflow Assistant
GST workflow assistant

Generates a GST work pack per period: document completeness check, draft requests for missing items, Xero reconciliation checklist. NZ GST filing-cycle logic and IRD deadline tracking are built in. It doesn't file returns.

💼 Filing

SK-AC-04

PAYE Workflow Assistant
PAYE workflow assistant

Generates a PAYE work pack per period: employee tax-code checks, Holiday pay prompts, IR330 status for new staff, and a missing-items list. NZ public-holiday rules are built in. It doesn't file returns.

📅 Filing

SK-AC-05

Income Tax Reminder System
Income tax reminders

Tracks Provisional Tax (P1/P2/P3), Terminal Tax and Extension of Time deadlines across clients, builds a prioritised alert queue, and prepares multi-channel reminder drafts ahead of time.

📂 Annual accounts

SK-AC-06

Annual Accounts Coordinator
Annual accounts coordination

Tracks each client's annual accounts progress: material completeness, unresolved accounting questions, Xero anomaly prompts, and coordination points with the auditor. Produces chasing drafts and an internal progress summary.

💬 Comms

SK-AC-07

Client Communication Drafter
Client comms drafting

Drafts messages by each client's channel and language preference — email / WeChat / WhatsApp — covering chasing, filing notices, tax reminders and annual accounts updates. Every draft goes only after accountant approval.

✅ Foundation

SK-AC-08

Client Onboarding Flow
New client onboarding

New-client setup: collects AML/CFT due-diligence information, generates a document-collection checklist, drafts a welcome message, and suggests a Drive folder structure. Every message goes only after accountant approval.

You can start with whichever workflow hurts most — just the GST workflow, say, or just income tax deadline tracking — or run them together so the whole chain moves into the system.

NZ tax compliance calendar

Every IRD deadline the system tracks

A generic AI tool doesn't know when a GST return is due, or that Provisional Tax has three dates. This system writes the New Zealand accounting compliance calendar straight into its workflow logic — no deadlines to maintain by hand.

GST

GST returns

Monthly 28th of the following month

Two-monthly 28th of Jan, Mar, May, Jul, Sep, Nov

Six-monthly 28 Jan / 28 Jul

A built-in Invoice / Payments / Hybrid Basis rules engine handles each client's method automatically. Late returns incur IRD penalties.

PAYE

Monthly 20th of the following month

Twice-monthly 5th / 20th (twice a month)

New employees IR330 tax code required before first pay

The system tracks Holiday pay triggers, Leave balance changes and employee tax-code changes. PAYE errors trigger IRD penalties and employer liability.

Provisional Tax

P1 28 Aug (31 Mar balance date)

P2 15 Jan

P3 7 May

Each client has a different balance date, so the three dates fall at different times. The system tracks per client, ranks by weighted priority, and raises alerts 30 days ahead.

Terminal Tax

Early payment 7 Feb (saves interest)

Tax agent date 7 Apr (with a tax agent)

AIM method Calculated and paid in real time each period

The system distinguishes early-payment and tax-agent dates and reminds clients ahead of time. Late payment incurs Use of Money Interest (UOMI).

NZ tax year timeline (Apr — Mar)

APR

MAY

JUN

JUL

AUG

SEP

OCT

NOV

DEC

JAN

FEB

MAR

GST returns

PAYE dates

Provisional Tax (P1/P2/P3)

Terminal Tax

Compliance boundaries & control

Accounting compliance logic
hard-coded into the system

New Zealand accounting firms carry layered compliance obligations — IRD filing, AML/CFT client due diligence, Companies Act financial reporting, Privacy Act data handling. This system writes those obligations straight into its workflow logic, rather than leaving the accountant to check after the fact.

IRD filing cycles

GST / PAYE / income tax deadline logic built in

The system has NZ GST filing cycles (monthly / two-monthly / six-monthly), PAYE date rules, the three-date Provisional Tax timeline and Extension of Time policy built in. No deadline calendar to maintain by hand.

AML/CFT Act 2009

The accountant is a reporting entity; the system supports due-diligence records

New Zealand accounting firms have been within the AML/CFT regime since 2023. The onboarding module supports structured collection of CDD material and drafts a client risk profile for the accountant to review before use.

Drafts first

All outbound output needs accountant approval; nothing is filed automatically

The system doesn't file GST / PAYE / income tax returns, doesn't change Xero records and doesn't send any client message automatically. Everything is produced as a draft and acted on only after accountant approval — control stays with a person.

NZ Privacy Act 2020

Strict client data isolation, in line with IPP 12 cross-border requirements

Each client's data is stored separately, and no action runs until the client_id is confirmed, preventing cross-client mix-ups. The AI provider (Anthropic) is disclosed transparently, meeting the Privacy Act 2020 cross-border disclosure requirements.

Read-only Xero

Reads Xero data without changing any accounting record

The system uses read-only access to Xero, for reconciliation checklists and anomaly detection. It doesn't write, change or delete any Xero entry unless a separately approved write-permission configuration is in place.

Deployment options

Mac Mini on-premise option keeps sensitive data off the cloud

For firms with higher data-security needs, a Mac Mini on-premise option stores and processes client financial data locally, without passing through any third-party cloud.

One wrong filing or one data mix-up costs far more than the time it saved.
Every key boundary here is a hard limit — nothing crosses it before the accountant approves.

Managed Care

IRD policy changes,
and your workflow system should keep up

IRD filing rules change, AML/CFT requirements update, GST Basis handling gets new IR guidance, and PAYE holiday-pay rules shift with case law. Managed Care keeps the system aligned with the real NZ accounting operating environment.

System upkeep, IRD rule-base updates, workflow tuning and client-record expansion are all on us. You don't need to be technical, and you don't need to track every policy change yourself.

The monthly fee covers hosting, maintenance and ongoing improvement,
a long-term operating partnership.

One-off setup fee (dedicated deployment)

$1,200 NZD cloud · $2,200 NZD Mac Mini on-premise

Managed Care monthly (hosting + maintenance + ongoing improvement)

Managed Care ⭐ $299/mo

Annual · 2 months free about $2,990/yr

Free trial · no credit card via WhatsApp / Telegram

See Managed Care details →

Need everyday office automation for email and calendar? The General AI Assistant is a separate product, used on its own or alongside the accounting system. Buy several together, install once, and each additional product is 30% off the monthly fee.

An accountant's time shouldn't go onchasing documents, racing deadlines, juggling clients and rewriting the same messages.

Three compliance tracks,running at once every month

8 workflows, covering the accounting firm's entire chain

Every IRD deadline the system tracks

Accounting compliance logichard-coded into the system

IRD policy changes,and your workflow system should keep up

Start with a 15-minute demo

An accountant's time shouldn't go on
chasing documents, racing deadlines, juggling clients and rewriting the same messages.

Three compliance tracks,
running at once every month

Accounting compliance logic
hard-coded into the system

IRD policy changes,
and your workflow system should keep up