Agents for accountants/WIP and billing agent

Accountancy agent

WIP and billing agent

Every manager gets their own WIP exceptions in Teams each week, with the decision buttons built in.

Talk to us about this agent How it runs
Fixed price

Demo video coming soon

See the WIP and billing agent run, start to finish.

We're recording the demo now. Until it's here, we'll walk you through it live on a free 30-minute call.

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What starts it

It starts on its own.

Standard trigger

Your practice management system emails its scheduled WIP report to a shared mailbox, and the agent files it and starts.

  • Most practice systems can schedule a saved report. We check yours on the free call.
  • We ask for Excel or CSV and a fixed saved report, so the columns never move.

It could also start when

  • A scheduled pull, where your practice software has an API (Xero Practice Manager and Karbon do, for example)
  • A read-only connection to the practice database, for software that runs on your own server, with your IT provider's agreement
  • A Monday 8am schedule that runs on whatever is already in the folder

Manual fallback

Drop the export in the WIP folder, or upload it to the agent in Teams.

  1. Trigger

    The WIP report arrives.

  2. System

    Columns are mapped.

  3. AI

    Thresholds, ageing and week-on-week movement are applied, and exceptions grouped by manager.

  4. Action

    Each manager gets one card in Teams with their matters and last bill dates.

  5. Your team approves

    The manager taps bill now, defer or write off.

  6. Action

    A fee request is drafted for every “bill now”, and every decision is logged.

  7. System

    Partners see the decisions and any cards nobody has actioned.

  8. Ask it in Teams

    “What should I be billing this month?” is answered from the same data.

What it does

When the week's WIP report arrives, the agent flags every matter over your threshold that hasn't been billed in the period you set, grouped by manager. Each manager gets one card in Teams with a bill button, a fee request is drafted for every matter they bill and partners can see who hasn't acted.

Where your team approves

At the decision buttons. The agent never raises a bill.

You decide what each agent may do on its own and where a person has to approve. By default, anything that goes to a client or raises a bill waits for one of your team.

Standard in every firm

  • Reading the export
  • The rules
  • The cards
  • The decision log
  • The chat

Set up for your firm

  • Thresholds
  • Ageing bands
  • Column mapping
  • Which manager owns which client
  • How the export reaches us

Today

A manager opens a long aged WIP report, scrolls for the matters over threshold, checks the last bill date on each, decides, then emails billing. It happens monthly if at all, so WIP ages and lock-up grows.

With the agent

The exceptions arrive sorted, with movement and last bill date shown. Decisions take minutes, the fee request is drafted and partners can see who hasn't acted.

Worked example

What it could give back to your firm.

Worked example

Hours back a year
355
Value of that time a year
£42,624
Cash released One-off working capital, not extra income.
£41,096

Illustrative defaults. Put in your own numbers.

How it's worked out

  • Hours a year = managers × reviews per manager per month × 12 × (minutes per review now − minutes with the agent) ÷ 60.
  • Value = hours a year × value of an hour.
  • Cash released = annual fee income ÷ 365 × lock-up days reduced. It's one-off working capital, not extra income.

What you need in place

Before it can run in your firm.

  • A scheduled export, or one of the other routes above
  • Agreed thresholds and ageing bands
  • Which manager owns which client
  • Teams

Price

Fixed price, confirmed on a free 30-minute call

Once live, it's looked after under Embed from £750 a month, which covers up to two live agents.

Microsoft's own usage charges, such as Copilot Credits, are billed by Microsoft to your firm, separately from our fees.

All prices exclude VAT.

Talk to us about this agent See pricing
What if our practice software can't send a scheduled report?
Then we use another route. Where your software has an API (Xero Practice Manager and Karbon do, for example) the agent pulls the report on a schedule. For software that runs on your own server, a read-only connection to the practice database is possible with your IT provider's agreement. And there's always the manual route: drop the export in the WIP folder, or upload it to the agent in Teams.
Does the agent raise bills?
No. It drafts a fee request for every matter a manager marks “bill now” and logs every decision. Raising the bill stays with your team.
Where does our data go?
We build agents in your own Microsoft 365, not on our servers, and we don't host your data. Agents your team talks to only see what that person can already see. Agents that run on their own use a dedicated service account, limited to the mailboxes, folders and systems the job needs, agreed with you in advance. We build in UK regions wherever Microsoft offers them, and anything that has to run elsewhere is set out for your compliance lead to approve before go-live. Microsoft doesn't use your Microsoft 365 content to train its foundation models, and every run is logged.
What does it cost to run?
Two things, kept separate. First, our fees: a fixed build price, then Embed from £750 a month, which looks after up to two live agents. Second, Microsoft's usage charges, which Microsoft bills to your firm. We build agents so routine steps run as standard automations and AI is only used where judgement is needed, which keeps Microsoft usage low and predictable. We estimate it before you commit.

Next step

Talk to us about this agent.

A free 30-minute call with James. We'll check how your practice would trigger it and confirm the fixed price.

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