Fifty administrations, one morning: multi-client controls 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 is 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 what this article is about.

What the morning round looks like

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

The approach 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 spread across weeks into one concentrated 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 once.

No magic: administration by administration

Let us be honest: this is a guided workflow, not a magic question about 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. "The same control for the next administration" is literally a prompt that works.

Anyone who promises that one question searches fifty administrations in one go is selling something that does not exist. The gain lies elsewhere. The looking up, filtering and comparing that 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 is only an error if you say so.

The AI only sees what you are allowed to see

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

You can also restrict write actions per role or set them to read-only entirely, with a daily limit as an extra safeguard. How you configure this is explained in our article about setting permissions for AI in your accounting. The connector itself is ISO 27001 certified and the pentest results are public. We only store financial data with the Analytics subscription, in a secure 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.

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 are done through the analysis function.

For Twinfield clients the round works the same way, with its own strength: the trial balance comes from the already summed general ledger totals, per period and per account. If you then want to know which transactions lie behind a deviating account, you ask for the underlying general ledger transactions. You will find more about that connector on the Twinfield AI connector page.

From audit 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: explaining what a deviation means and what the client should do about it.

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

Frequently asked questions

Can AI check fifty administrations at once?

No. You select one administration per question and repeat the check for the next. It is a fast, guided round, not an all-in-one query across your entire portfolio. The time saved lies in the pace per administration, not in running them in parallel.

Does the AI see all client administrations of our firm?

Only the administrations the logged-in user has access to. Authorisation applies per administration and per user. The AI cannot view anything you are not allowed to see yourself.

Does this also work with Twinfield?

Yes. For Twinfield you request the trial balance per period through the summed general ledger totals, with a drilldown to the underlying transactions. Outstanding items and relations can also be requested directly.

What does this cost for a firm with many administrations?

The connector costs €29 (Essentials) or €79 (Analytics) per user per month, with 1 administration included. Additional administrations fall within a tier of €10 to €25 per administration, and with annual payment you get 10% off. The check itself can run on Essentials; the analysis function for larger comparisons is available in the trial period and in Analytics. You can try it free for 30 days, with a maximum of 3 administrations during the trial period.

Example prompts for your own morning check

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

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

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 free with Exact AI Connect →