Automate the work. Keep the judgement.
theaifd is the accounts production platform and service of AI Finance Partners Ltd, a UK firm of Chartered Management Accountants. We prepare bookkeeping, Year end accounts and tax work for your practice. A qualified accountant at our end reviews and signs off every year end before it reaches you, and you keep the client, your systems and the final say.
humAIn: the machine prepares, a qualified accountant decides.
At least 30% of compliance time given back: around 6 hours a client. Worked on a chargeable year of about 1,330 hours, about 80% of it compliance.
WhatsAppFreeAgent, from a trial balanceEmail and the client portalNo receipt app needed. Dext is not required for the clients whose bookkeeping theaifd prepares.Keep the capacity. Take back the control.
The usual answer to capacity has been offshoring. theaifd gives you the capacity from a UK firm, with sight of every step, every source document and every decision, and you decide what reaches your client.
What can be hard to see
- •The evidence behind each figure
- •Questions arriving one email at a time
- •The same corrections next year
- •Who checked the work, and when
What you see with theaifd
- Every figure linked to the page it came from
- Open questions in one list
- A reviewer can turn a correction into a supplier rule
- A qualified accountant releases every job, on the record
How does theaifd prepare the work for your practice?
In three steps, with people in control at each one. Your clients keep sending what they send today, the routine work runs on its own, and a qualified accountant reviews it before it reaches you.
Your client sends the documents.
Receipts, invoices and statements arrive by WhatsApp, email or the client portal. Each one is saved as it arrives and the sender is told where it went.
Your controlYou choose which clients, numbers and inboxes are set up.Matching and preparation run automatically.
Each document is matched to its bank line, a weekly missing receipts email is drafted in your practice’s name, and the VAT ready bookkeeping and year end workbook are prepared with evidence beside every figure.
Your controlNothing goes to your clients until a person releases it.A qualified accountant reviews and signs off.
The production passes recorded human checks, each with who, when and on what evidence, and reaches your practice with the full audit trail.
Your controlYou give the final approval, send it under your name and file it.
How much time could your practice get back?
Fast bookkeeping makes everything after it easier. Each person looks after 50 to 60 clients. Give back around 6 hours on each and that is at least 30% of compliance time: 300 hours or more a head, every year, for clients, advice and growth.
We do the groundwork, and no receipt app is needed. Your team reviews, decides and spends the time with clients.
A worked estimate, not a measured result: a chargeable year of about 1,330 hours, about 80% of it compliance, is 18 to 21 hours a client, and 30% of that is about 6.
What does theaifd do, from the first receipt to the signed accounts?
theaifd starts with VAT ready bookkeeping and Year end accounts, and month end and management packs are there when your practice wants them. A person decides at every step.
Receipts come in by WhatsApp, email or the portal.
Clients send receipts and invoices by WhatsApp, email or the client portal, and each one is saved the moment it arrives. The platform reads it, proposes the bank match and suggests the code from how that supplier was treated before. What is still missing goes on one weekly email, sent in your practice’s name once a person releases it.
You confirm the match and release the email.
Every client in one queue, sorted for you.
Every morning each Xero and QuickBooks client’s bank lines come in and every item is sorted: ready, needs a look with the reason, no receipt, no bank line and blocked. An item is only ready when it passes checks a person can read, including a supplier coded the same way at least nine times in ten.
Your team handles the exceptions, not every line.
Month end prepared overnight.
On working day one the platform prepares last month for every client: bank lines, payroll journals checked against the bank, accruals, prepayments, depreciation, close checks and the management pack with its draft commentary. Nothing is approved on its own.
A person approves each item in the morning.
One inbox for every decision.
Everything waiting for a person sits in one sign off inbox, with the evidence beside it. Routine low risk items can be approved together in one press, each one still recorded with who and when.
Every decision is on the record.
Year end accounts and tax, with the evidence.
The year end workbook, accounts, corporation tax computation and CT600 figures are prepared in one place where every figure shows its source. A qualified accountant at our end reviews and signs off every year end before it reaches your practice.
Your practice approves it with the client and files it.
See which payments have their receipt.
Every bank line shows whether its receipt is on the transaction in Xero or QuickBooks, waiting in the platform, or still missing, with the receipt itself and the email or message it came in on a click away.
Nothing is posted without your permission and a person’s approval.
Who checks the work before it reaches your practice?
A qualified accountant at our end reviews and signs off every year end before it reaches you. The work is prepared, then checked by a second model that cannot see the first one’s reasoning, and every step is recorded with who, when and the evidence behind it.
How are your clients’ records protected?
Your practice stays the controller and AI Finance Partners acts as your processor under the UK GDPR, with every view and change on the record.
What theaifd never does on its own
- Never files with HMRC or Companies House: your practice files
- Never pays anyone: the business pays in its own bank
- Never posts to the books without your permission and a person’s approval
- Never shows your clients work nobody has reviewed
- Never contacts your clients unless you ask in writing, and then only in your name
How can your practice use theaifd?
Two ways, set per practice and per client where needed. In both, your practice approves the work and sends it to its client.
theaifd production
theaifd prepares the work and a qualified accountant at AI Finance Partners reviews and signs it off. Your practice receives it with the audit trail, approves it and files it.
Suits practices that offshore today, or have no spare production capacity.Practice controlled
Your own team does the bookkeeping and review on the platform, with the same queue, overnight month end and sign off inbox.
Suits practices with a bookkeeping team that needs more capacity.Will theaifd take our clients?
No. It is written into the Partner Agreement, not left to goodwill. We work behind your practice, under your name.
- Your clients stay yoursWhile we work together and for 12 months after, we do not offer services to any client we worked on through you, unless you agree in writing.
- Our errors, our costMaterial errors on our side are corrected without charge.
- Easy to leaveEither side may end the agreement on 30 days’ notice.
Three short films. Made up clients, the real platform.
Receipts by WhatsApp and email, checked by a personGroup approval, the weekly missing receipts email, and a late receipt matched as it arrives. 1 minute 41.
A year end, from papers to sign offThe workbook, the four human steps and the audit trail. 1 minute 24.
The practice portalYour clients, the work tracker and the evidence page. 1 minute 14.
We grow with your practice, not all at once.
- A 30 minute callWe look at where your team’s hours go and choose the first job together.
- Agreements firstA mutual NDA and data processing terms are signed before any records move.
- We set it up with your teamOn a set of your clients and the service that frees the most time.
- Grow as the benefit showsAdd clients and services as it shows in your numbers. Nothing commits you to the next step.
Questions worth asking before you put your clients’ work in someone else’s hands.
What is theaifd?
theaifd is the accounts production platform and service of AI Finance Partners Ltd, a UK firm of Chartered Management Accountants supervised by CIMA at firm level for anti money laundering. It prepares year end accounts and corporation tax returns, receipts and bookkeeping, Self Assessment and management accounts work for accountancy practices, which review it and send it to their clients under their own name.
Does theaifd prepare year end accounts?
Yes. For each year end theaifd prepares the bank reconciliation, the year end adjustments, the trial balance, the accounts, the corporation tax computation and the CT600 figures, in one workbook where every figure shows its source. It also sets out exactly what to enter at Companies House. Your practice reviews it, approves it with the client and files it.
Is theaifd an alternative to offshore accounts production?
Yes. theaifd is built for UK practices that offshore production today and want the capacity without losing sight of the work. Every figure arrives with its evidence, a second model checks it, a named person releases it, and a correction your reviewer makes can be turned into a rule for that supplier or client.
How many more clients could our bookkeepers carry?
It depends on your practice, so theaifd gives you a calculator rather than a promise. A client's month is three parts: processing each receipt and invoice, chasing what is missing and switching into that client's books. On theaifd the chasing is drafted by the platform and released by a person, every client sits in one queue, and the time an item takes is measured on live work. Try your own numbers at theaifd.co.uk/capacity.
Can theaifd prepare month end for our clients?
Yes. On working day one, overnight, the platform prepares last month for every client: bank lines, payroll journals checked against the bank, accrual suggestions, prepayment releases, depreciation, close checks, the management pack and its draft commentary. Nothing is approved on its own. In the morning the decisions wait in one sign off inbox, and a board shows every client against the working day five target.
How does theaifd help us offer more advisory work?
theaifd takes production off your desk, so your people can spend their time on the tax planning and management advice that helps your clients run their businesses, starting from work that already carries its evidence and workings.
Is this software or a production service?
Both, and your practice chooses. theaifd can prepare the work, with a qualified accountant at AI Finance Partners reviewing and signing it off before your practice approves it and sends it, or your own team can do the bookkeeping and review on the platform. It is set per practice, and per client where needed. In both, your practice sends the work to its client.
Who signs off year end accounts?
A qualified accountant at AI Finance Partners reviews and signs off every year end before it reaches your practice, after the second model check and the recorded human gates. Your practice then reviews it, approves it with the client and files it with its own software.
Who has the final say on work sent to our clients?
Your practice does. theaifd prepares the work and a qualified accountant at AI Finance Partners signs off the production. Your practice then approves what goes to its client, sends it under its own name and files it with its own software.
Will you approach our clients?
No. While we work together and for 12 months after, AI Finance Partners does not offer services to, or accept work from, any client it worked on through your practice unless you agree in writing. It is written into the Partner Agreement.
Does theaifd file with HMRC?
No. theaifd prepares the figures and supporting work, and your practice reviews and files using its own software. The platform does not submit VAT returns, Self Assessment returns or accounts to HMRC or Companies House.
Does theaifd work with Xero and QuickBooks?
Yes. theaifd reads the trial balance, the chart of accounts and the bank lines through a connection that your practice or your client approves. Receipt matches are proposals that a person confirms. Month end journals are posted only where your practice has asked in writing for that job, and each one only after a named person approves it.
How is the automated preparation checked?
A second model challenges the figures without seeing the preparing model's reasoning, people review the findings, and four recorded human gates control release. If a challenge could not run, the work is labelled as not challenged for the reviewer.
How are missing receipts chased?
By email, once a week, always in your practice's name. The first email is Chase 1, then Reminder 2 the following week and so on, listing only what is still missing. After the last reminder your practice is told which payments are stuck. The email can go from theaifd with your practice's name on it, from your practice's own Microsoft 365 or Gmail mailbox, or as a weekly mail merge file your practice sends itself. Replies with receipts come straight into the platform and are matched to the right payment.
Do our clients need Dext or another receipt app?
No. For the clients whose bookkeeping theaifd prepares, receipts arrive by WhatsApp, email or the client portal, and theaifd reads, matches and codes them for a person to approve, so no separate receipt app is required.
How much time could theaifd save our practice?
Our worked estimate is at least 30% of compliance time: around 6 hours a client and 300 hours or more a person each year, at 50 to 60 clients a person. It is worked on a chargeable year of about 1,330 hours with about 80% of it compliance, and it is an estimate, not a measured result. Try your own numbers at theaifd.co.uk/capacity.
How is theaifd priced?
Per job, on a fee schedule agreed with each practice, and a job is chargeable once released. Prices are not published.
Can clients send receipts through WhatsApp?
Yes. Photos and PDFs sent by WhatsApp become receipts, and the sender is told where each one was filed. A number we do not know is asked which business it is for and is used for receipts only, proposed matches wait for a person to confirm them, and client communication arrangements are agreed with your practice.
Who can see our clients' records?
Only your practice, the client concerned and the people at AI Finance Partners working on the job. Everyone here signs a confidentiality agreement before they can sign in, sign in needs a password and a code from a phone, and every view and change is in the audit trail.
Can we start with one job?
Yes. Most practices start with a few jobs they have already completed, so they can compare our preparation with what they filed, then grow from there at their own pace. The terms are agreed with your practice. Book a 30 minute call to choose your first job.
What does humAIn mean?
humAIn is the word theaifd uses for how it works: human and machine together, never one without the other. Agents prepare the work and check each other, and a qualified accountant decides and signs off.
Is client data used to train models?
No. Client data is never sold and never used to train models. Preparation runs on Anthropic's commercial API, whose terms exclude training on customer content. You are the controller and AI Finance Partners is your processor under Article 28 of the UK GDPR.
What happens if released work is wrong?
If you record that released work needed a material change because of an error on our side, AI Finance Partners corrects it without charge.
Find out where your practice’s hours are going.
A 30 minute call on Google Meet with the team. We look at how your practice handles bookkeeping, month end and year end, and where theaifd could help. If it is not a fit, we will say so. Not ready to book? Email andrew@theaifd.co.uk.