AI System for Completing Accounting Period Document Files

The problem

Businesses send documents by email or secure form and use WhatsApp to say what they have submitted. Accounting staff bring this information together under the client and period by hand.

When expected-document lists and received files are kept separately, each arrival requires another check of the missing list. Avoiding repeat requests depends on staff follow-up.

A document for the wrong period or a suspected missing page leaves completion uncertain. The request for outstanding documents then needs separate preparation.

What we set out to improve

• Incoming files are linked to the correct client, period and expected-document item
• Duplicates, wrong-period documents and suspected missing pages are shown separately
• New documents trigger reconsideration of related tasks and staff approve completion of the period file

How the system works

1. 01Define the expected-document list and responsible person for each client and period.
2. 02Match files received by email or secure form to the authorised sender, client code and period. Link submission notes received through the official WhatsApp Business Platform to the record; separate sensitive fields before reading.
3. 03OCR converts text in images into readable text. Suggest the document type and period, linking repeat files to the existing record.
4. 04Match incoming documents to items on the expected list. Show wrong-period documents and suspected missing pages separately to staff.
5. 05Prepare missing-document tasks and draft requests containing a secure upload link for the reviewer.
6. 06Let staff approve the request and the period file’s completion status. Reopen the related task for assessment when a new document arrives.

Methods we used

• Maintain expected-document lists by client and period, assessing incoming files against them.
• Show suggested document types and periods with their source files, leaving unreadable fields blank.
• Do not create another document item for a duplicate file; wrong-period and missing-page flags require separate review.
• Base draft requests on the current task list and include a secure upload link; a document arrival triggers reassessment of its task.

Where people stay involved

Data and security

Account, identity and employee information is minimised before any external reading service receives it. Documents such as payroll have separate access permissions; only fields needed for period tracking are processed. Full account or identity numbers are not requested through WhatsApp; sensitive documents use a secure upload form. Permission and messaging-window rules apply. Source files, extracted fields and corrections remain linked; instructions inside documents are not executed. Retention and deletion rules are agreed with the practice.

Who this suits