Fifty administrations, one morning: multi-client checks with AI

Fifty client administrations, one control question. Do the maths: if checking the suspense accounts takes you fifteen minutes per client, that adds up to twelve and a half hours on the clock. For one question. No wonder such rounds get pushed to "when there's time", and that time rarely comes.

With an AI assistant connected to your client administrations, that same question becomes a short conversation per administration. You ask it in plain English, get the answer with the entries attached and move on to the next client. What that morning round looks like, what honestly cannot be done and what it does for your hours: that is this article.

This is what the morning round looks like

Pick one control question and work through your portfolio. You know the classics: is there anything on the queries account, do suspense accounts such as transit items still have a balance, which debtors have been open for more than 90 days, and do the sub-ledgers match the general ledger?

The method is always the same. You select the client's administration, ask your question and assess the answer. If the balance is zero and the ageing is healthy, you move on to the next administration. If something stands out, you dig into the underlying entries and add the client to your action list for the afternoon.

This turns a control that used to be scattered over weeks into one focused block of work. The question itself takes minutes per administration, and you save the thinking for the exceptions. The summer period in particular is a pleasant time to go through the portfolio.

No magic: administration by administration

Let's be honest: this is a guided workflow, not a magic question across fifty administrations at once. Your office connects the client administrations under one organisation, but for each control question you select one administration and repeat the question. "Same control for the next administration" is literally a prompt that works.

Anyone who promises that one question searches fifty administrations in a single go is selling something that doesn't exist. The gain lies elsewhere. The looking up, filtering and comparing you used to do per client in reports and Excel, the AI now does in seconds. The repetition becomes light, and that is why you actually keep the round going all the way to administration fifty.

And the division of roles stays clean: the AI flags and suggests, you assess and decide. A deviation on a suspense account only becomes an error when you say it is.

The AI only sees what you are allowed to see

For an office this is perhaps the most important question: who gets to look along? The answer is reassuringly dull. Authorisation applies per administration and per user. If a colleague has no access to a particular client, they won't see those figures through the AI either. The connector adds no rights, it follows them.

Write actions can moreover be restricted per role or set entirely to read-only, with a daily limit as an extra lock. How to set that up is explained in our article on setting up rights for AI in your bookkeeping. The connector itself is ISO 27001 certified and independently pentested. We only store financial data with the Analytics subscription, in a secured analysis environment within the EU that we delete as soon as you stop. These are exactly the answers you want to be able to give your own clients too.

Exact Online and Twinfield in the same round

Many firms do not run on a single package, and they do not have to. For clients in Exact Online you request the outstanding items list, the ageing analysis and the profit and loss account or balance sheet directly; larger comparisons across many entries you run through the analysis function.

For Twinfield clients the round works the same way, with its own strong point: the trial balance comes from the already summed general ledger totals, per period and per account. If you then want to know which mutations lie behind a deviating account, you drill down to the underlying general ledger mutations. You can read more about that connector on the Twinfield AI connector page.

From control hours to advisory hours

What happens to your hourly model when the round no longer takes days? The hours do not disappear, they shift. The mechanical part, looking things up and comparing, becomes small. What remains is the work the client actually hires you for: interpreting what a deviation means and what the client should do about it.

We think the biggest gain is not even in the speed, but in the frequency. A check that costs almost no effort you do monthly instead of at year end. Errors are then small and fresh, conversations are about the future instead of about repair. For firms with fixed price agreements that counts twice: fewer unplanned repair hours, more room for advice that you can actually invoice.

Example prompts for your own morning round

Work through these questions administration by administration, adapted to your own portfolio:

Select administration [client name]; is there anything on the suspense account for interim items?

Same check for the next administration.

Which debtors older than 90 days do you see in this administration?

Which suspense accounts still have a balance? Show the amount per account.

Show the trial balance for period 6. (Twinfield)

Want to try it yourself? Start for free with Exact AI Connect →