The chase
The same clients, every month, two or three reminders each. Written by hand, tracked in someone's head, quietly resented by everyone. Half the month end delay is not work, it is waiting.
Industries
AI for accounting and bookkeeping practices
Nothing is submitted to SARS by a machine.
Your name is on the return, so your eyes stay on the return. What changes is the first fortnight of the month: the chasing runs itself and receipts get read and coded as they arrive instead of in one pile on the 14th, so the work finishes early enough to bill in the month it belongs to and the practice takes on more clients without another salary. Send ten receipts and one bank statement to +27 73 932 6852 on WhatsApp and we will send back what comes out coded. Use a file you are comfortable sharing, or your own expenses.
01
Where the money actually is in a practice
The fee is fixed. The cost is how many hours the practice burns getting the paperwork in and typing it up before anyone does any accounting.
If the first fortnight of your month is chasing and capture, that is where the money is. Take most of it out and you either finish clients earlier or you take on more of them with the people you already have.
There is a cash effect too. Work that finishes on the 12th instead of the 26th gets invoiced in the same month rather than sliding into the next one, on every client, every month.
02
Where the month actually goes
Receipts as photos
WhatsApp, forwarded email, a plastic bag in January. Somebody opens each one, reads a faded slip, types the supplier, the date, the amount and the VAT, then files it somewhere it can be found again in an audit.
The twelve lines nobody can name
Reconciliation stalls on a handful of transactions. You email the client, they answer four days later with "I think that was the trailer repair", and the VAT deadline is a week closer.
The client who sends everything on the 24th
Nothing is wrong with the process. In most practices one person is simply late, every single month, and the whole team knows which one.
03
What earns its keep in a practice
The chase that runs itself
Each client gets one message with a precise list of what is outstanding for their period, not a generic reminder. It follows up on the schedule you set, it stops the moment the document lands, and it tells you who has gone quiet. Our follow ups demo shows the pattern on sample data.
Receipts and statements read and coded
A photographed slip becomes supplier, date, amount, VAT and an account code, matched against how that client was treated last month. Anything unusual is set aside for you rather than pushed through.
A board that shows who is ready
Every client, their period, what is still missing, and how far off the deadline they are. Red on the 8th rather than on the last working day of the month.
04
Month end, week by week
Now
Week one is chasing. Week two is data entry on whatever arrived. The real work compresses into the last few days and the VAT deadline lands on top of it. Every month, the same shape.
After
The chasing starts on day one and does not need you. Documents get read as they arrive rather than in one pile. By the time you sit down with a client file, the mechanical part is done and what is in front of you is the judgement.
Same deadline, different week.
05
What it costs at practice volume
Receipts and bank statements are read, not sent for signature, so this is agent work. Implementation is free for a standard agent. A complex build is quoted before we start, so you see the number first.
Then a monthly subscription, priced by how much the agent does:
| What the agent does | A month |
|---|---|
| A simple agent: one job, one format, one destination | From R1,000 |
| A standard agent: several formats, your own rules, writing into two systems | From R2,500 |
| A heavy agent: high volume, many exceptions, several people relying on it | From R5,000 |
Thirty clients averaging sixty documents a month is 1,800 documents a month, with plenty of exceptions and several people in the practice relying on the numbers. That is a heavy agent, from R5,000 a month across the whole practice.
The chasing agent is priced the same way: free to put in when it is standard, then the tiers above, depending on how many clients, how many different reminder tones you want, and whether it has to read replies as well as send them.
The subscription covers the agent running, the model costs, monitoring, and the changes when a bank changes its statement layout or your rules change. Nothing extra to buy when something shifts. It is month to month, you own your data, and the process map stays yours.
Connecting your practice management, your accounting packages and the mailbox receipts arrive in is quoted per job, and you see the number before anything starts. The readiness board starts at R15,000.
Client data, and who gets access
You hold other people's financial records, so how a supplier treats access matters more here than anywhere else.
Every access is created by you, inside your own accounts, and revoked by you in one click. In a practice that is usually a user in your accounting package with the permissions the job needs and no more, a user in your practice management tool, and the mailbox or folder where client documents already arrive.
We never ask for client banking credentials or SARS eFiling login details. If a piece of work seems to need them, the design is wrong and we change the design.
Documents stay in your storage and your accounting package. We do not pull client records into anything of ours, and we do not keep copies of what you send us for a demo.
07
How the first month with us goes
Twenty minutes on a call
Whoever does the chasing should be on it, not only the partner.
A screen share where we take one client through a full month
From the first reminder to the return being filed, counting the touches. Screen share by default. If there is something we have to watch happen in your office, we say so and we come.
Get what you already use talking
Email, practice management, the accounting packages, the sheet where you track who has sent what. Most practices get a visible win here before any AI is switched on.
Then the heaviest document
Usually receipts and bank statements for the two or three clients who generate the most paper.
Then the board
Client by client, ready or not ready, with the deadline in view.
08
What we will not automate in a practice
Not the filing and not the sign off. Nothing is submitted to SARS on your behalf by a machine.
Not the unusual transaction. Something that has seen twelve months of a client's spending is good at the repetitive part. When a transaction does not fit what it has seen before, it flags it for a person instead of coding it quietly.
Not the difficult client conversation. If a client has been late four months running, another automated reminder is not the answer. A call is, and possibly a different engagement letter.
And if your clients would send everything to one address instead of five different inboxes, half the chase disappears for the price of setting up the address. That is a morning's work and we will say so before you commission anything bigger.
The numbers, in one place
- AI agents: free to put in when it is standard, complex quoted before we start.
- A heavy agent (high volume, many exceptions, like 1,800 documents a month across thirty clients) from R5,000 a month.
- A simple agent from R1,000 a month, a standard agent from R2,500 a month.
- Getting your existing tools talking: quoted per job, and you see the number before anything starts.
- Readiness board from R15,000.
Straight answers
Questions owners ask us
Only where you decide it should. Most practices start with the plain document reminder because it is low risk and repetitive. Anything with a number or an opinion in it stays a draft until you approve it.
Good on clean documents, less good on a faded slip photographed in a car. What matters is the behaviour when it is unsure: it hands that one to a person rather than picking a number. Send us ten of your worst and we will show you exactly where that line falls before you commit to anything.
No. More than one package is normal in a practice. We build for the ones you actually use rather than asking you to standardise everybody onto one.
It replaces typing, opening attachments and writing reminders. Practices that do this usually take on more clients with the same people, because the constraint was never the accounting.
Worth asking yourself one thing first: when it was bought, had anyone actually watched a month happen end to end? If not, that is normally the reason it died. We spend the first session on how your work moves, and we connect what you already have before adding anything clever.
It runs on your accounts and your storage, not ours, so it keeps running. You own the system and its written documentation from the first week, and any competent developer can pick it up. We will name two we would trust with it if you ask.
The next step
Send ten receipts and one bank statement to +27 73 932 6852 on WhatsApp and we will send back what comes out coded, usually the same day.
Or call the same number, email [email protected], or book twenty minutes and we will map one client's month end before talking about tools.
Or email [email protected]. No slides, and no invoice for the conversation.