Client data is going into public AI tools.
ICAEW's guidance says respecting confidentiality means not loading client information into public generative AI tools. Teams use AI anyway: Xero found 98% of UK practices do, in some way.Source 1Source 2
For accountancy practices in the UK and Ireland · 10 to 49 people
Rent the engineer.Own the AI.
We build AI team members as software your practice owns, running in your own Microsoft cloud account and working in Outlook, Teams and your bookkeeping software. They learn your procedures and every correction your team makes. The instructions, the knowledge and the logs stay yours, if you leave us and when you sell.
First AI team member live in 30 days, or month one back.
Monthly AI register
February 2027
Demo Practice LLP
- AI team member
- Records Clerk
- In service since
- 1 Feb 2027
- Procedures captured
- 14
- Corrections learned
- 37
- Safety checks
- 10 of 10 blocking passed
- Owner
- Demo Practice LLP
Signed by R. Whitfield · 28 Feb 2027
Six months to a practice that can say yes again
One AI team member at a time, each reporting to someone on your team. The first is live in 30 days, or month one is refunded.
Month 1
Your team stops typing up client records.
Month 3
New clients set up without the paper chase.
Month 6
Room for more clients, without another hire.
Always
Yours to keep: it stays when people leave, and counts when you sell.
- Runs in your own Microsoft 365
- Stored in your own account
- 30 safety checks, published before you buy
- A DPIA with every AI team member
Why now
AI is already in your practice. The question is who owns it.
Quarterly MTD multiplies the work before the filing.
From April 2027, about 1.08 million more sole traders and landlords join MTD for Income Tax, each sending quarterly updates. Every quarter is another round of missing records.Source 3
Rented AI leaves with the vendor.
AI inside one platform stops at that platform's walls, and know-how walks out with staff. Buyers value practices on recurring fees, and documented systems that don't depend on the owner move the multiple.Source 4
FirmSafe is the version you own: built in your account, checked against 30 public safety checks, and signed off by a named engineer every month.See how it works.
How it works: live in 30 days, then one AI team member at a time
The first 30 days
- 1
Day 0
30-minute planning call
Free. It ends with “fit” or “not a fit”.
- 2
Days 1 to 5
Planning session and DPIA
We map the three jobs worth automating first. You add us as a named user you can remove in one click.
- 3
Week 2
Build on demo data
Your first AI team member is built on demo or masked data.
- 4
Week 3
First drafts on your real files
After the 30 safety checks, it works for one named person on your real files, drafts only.
- 5
Day 30
Live, with your first scorecard
Minutes per client before and after, on your own files. Or month one is refunded and we keep building.
Month by month: what changes for your team
Month 1
Your team stops typing up client records.
Clients send what they always send: phone photos of receipts, bank PDFs, spreadsheets. By the time your team opens the file it is entered in your bookkeeping software, coded and checked, and anything missing has already been asked for, in your words.
Goes live
Records Clerk, reporting to your bookkeeping lead.
You'll see
A day-30 scorecard: minutes per client before and after, measured on your own clients.
From you
One planning session, then one person checking drafts for a week.
Months 2 to 3
New clients set up without the paper chase.
The day you say yes, the engagement letter, ID check and agent authorisation request go out, and the client is set up in your systems as the replies come back. Every morning the shared inbox is sorted by client, with replies to routine questions drafted for a person to send.
Goes live
Onboarding Clerk and Inbox Clerk.
You'll see
Days from yes to ready, and how many replies went out from drafts.
From you
Approving drafts as they arrive. Your practice manager still makes the due-diligence call.
Months 4 to 6
Room for more clients, without another hire.
Files reach review already checked, so partners review exceptions instead of every line. Client calls end with notes, tasks and a follow-up drafted. The hours your register shows coming back become clients you can say yes to.
Goes live
Review Assistant and Meeting Assistant, then the Tax Return Assistant, ready before the autumn.
You'll see
Your quarterly partner review: hours back by AI team member, and how many more clients that covers.
From you
One quarterly review with your named engineer.
Month 6 onwards
A busy season that doesn't take your weekends.
By the next busy season your AI team has had most of a year's practice: records entered as they arrive, tax paperwork in before the rush, files checked before review. When someone leaves, what they taught it stays. When you sell, the register shows a buyer what you own.
Goes live
The next AI team members, in the order your quarterly reviews set.
You'll see
The register: every AI team member, the procedures it has captured and the corrections it has learned.
From you
The quarterly review, nothing more.
Your planning session sets the order. What goes live each month depends on your tools and your job list; your first AI team member live in 30 days is guaranteed.
What your practice owns
Yours to keep
- Instructions and prompts
- Workflows and code
- The knowledge base of your procedures and corrections
- Logs of every action
- The runbook
- The monthly register
Rented, and we say so
- The AI model itself
- Microsoft 365 and your other subscriptions
.
Six jobs your team would hand over tomorrow
Each AI team member does one job, reports to a named person on your team and drafts for their approval. It learns from every correction your team makes, and what it learns stays yours. You choose the order in your planning session.
Records Clerk
Usually live: Month 1
Start here if MTD is eating your week
Turns whatever clients send into records your team only has to review.
- Reads phone photos, PDFs and spreadsheets
- Enters and codes each transaction in your bookkeeping software
- Asks clients for what's missing, in your words, and flags anything odd
Reports to: Your bookkeeping leadWorks in: Microsoft 365 and Xero, QuickBooks or Sage
It never submits anything to HMRC or Revenue.
On your scorecard: Minutes per client per quarter
Onboarding Clerk
Usually live: Months 2 to 3
Takes a new client from yes to ready without a paper chase.
What it does
- Sends the engagement letter, ID check and agent authorisation request
- Sets the client up in your systems as replies come back
- Tells your manager what is still outstanding
Reports to: Your practice managerWorks in: Microsoft 365, plus your practice management and ID-check tools
It never makes the due-diligence decision.
On your scorecard: Days from yes to ready
Inbox Clerk
Usually live: Months 2 to 3
Your shared inbox, sorted and answered in drafts before anyone logs in.
What it does
- Sorts mail by client and urgency
- Drafts replies to routine questions from your notes and past answers
- Files attachments to the right client
Reports to: Whoever owns the shared inboxWorks in: Outlook
It never sends a reply; a person reviews and sends every one.
On your scorecard: Replies sent from drafts, and time to first reply
Review Assistant
Usually live: Months 4 to 6
Partners review exceptions, not every line.
What it does
- Checks each file before review for miscodings, VAT errors and duplicates
- Compares the year with last year and flags odd movements
- Writes the review points for the reviewer
Reports to: Your reviewers and partnersWorks in: Your bookkeeping and accounts software
It never posts or changes an entry.
On your scorecard: Review minutes per file, and points caught before review
Meeting Assistant
Usually live: Months 4 to 6
Every client call ends with notes, tasks and a follow-up ready to send.
What it does
- Turns the Teams call into a note on the client file
- Creates the tasks in your practice management tool
- Drafts the follow-up email
Reports to: Partners and client managersWorks in: Teams, Outlook and your practice management tool
It never joins a call unannounced, or contacts a client without your approval.
On your scorecard: Follow-ups sent within a day
Tax Return Assistant
Usually live: Months 4 to 6, ready before the autumn
Every tax return client's paperwork in, and the workpaper drafted, before the rush.
What it does
- Sends each client a checklist built from last year's return
- Reads P60s or employment summaries, dividend vouchers, interest and pension statements
- Drafts the workpaper and chases what's missing
Reports to: Your tax managerWorks in: Microsoft 365 and your tax software
It never submits a return.
On your scorecard: The share of returns ready for review by the date you set
Already built something?
Any time
If your team built something in Claude, Copilot, n8n or Zapier, we bring it up to the same 30 checks and look after it.
What it does
Reports to: Whoever built itWorks in: Wherever it runs today
It never goes live until it passes the 10 blocking checks.
On your scorecard: Checks passed, and fixes logged on your register
Not sure where to start? Bring the job your team hates most to a 30-minute planning call.
Book a planning callIncluded with every plan
AI Guardrails Kit
An AI use policy, an approved-tools list, a “never paste” list, staff rules and a 20-minute staff video.Source 1Source 5
Replaces: Writing an AI policy from scratch
ICAEW confidentiality guidanceEU AI Act Article 4 (Irish practices)
Editable documents and a video · Day 5
DPIA and GDPR pack
A pre-filled DPIA, processor terms, a records-of-processing entry and privacy-notice wording for each AI team member.Source 6
Replaces: A consultant-drafted DPIA
UK GDPR Article 35ICO guidance on AI
Editable documents, one set per AI team member · Before go-live
Client AI letter and engagement clause
Plain-English wording on how your practice uses AI and protects client data, for engagement letters and your website.
Replaces: Drafting the wording yourself
Client trustFee conversations
Editable letter and clause · Day 30
Insurer and questionnaire answer pack
Ready answers to the AI questions PI insurers and client security teams ask, drawn from your register.Source 7
Replaces: Hours spent on each questionnaire
PI insurer questions about AI
Answer document, refreshed monthly · Day 30, then monthly
Sale-ready AI register
A buyer-ready summary of the AI your practice owns, with dates and evidence.Source 4
Replaces: A due-diligence scramble
Practice value: systems and owner dependency
PDF and data export · On request
Pricing in pounds and euros. No hourly billing.
AI planning session
£750 once
Credited against month one if you continue.
The three jobs worth automating first, the hours each costs today, and which safety checks your current setup would fail.
One Role
£990 / month
- One AI team member, in a named role
- Monthly AI register, signed
- Fixes within 1 business day
- Busy-season freeze
Practice
Most practices£1,590 / month
- Unlimited requests, built one at a time
- Every AI team member covered
- Monthly AI register, signed
- Quarterly partner review
- Fixes within 1 business day
- Busy-season freeze
Priority
Two practices at a time£2,990 / month
- Everything in Practice
- Two builds at a time
- Same-day fixes
- AI policy and staff rules
Quiet months:£290 a month.Live AI team members keep running, watch-only.
Pay annually and take 10% off.
Prices exclude VAT. VAT-registered practices account for VAT under the reverse charge.
The Practice plan costs a little over half of a new accounts assistant.Source 8
Founding offer: 90% off your first month, on whichever plan you choose.
Slots left: 5 of 5 firms. Irish practices start from 23 November; UK practices start from 1 February. Places close on 31 December. See founding terms.
What happens if something goes wrong
Leave whenever you like. Keep everything we built.
Everything we build lives in your own Microsoft account and belongs to you. If anything can't run without us, you get your last three months back.
Main condition: Covers what we build. Your own subscriptions (Microsoft 365, Azure usage, AI model usage, Xero and similar) stay yours to pay.
Nothing new goes live in your busy season unless you ask.
If one of our changes breaks something, we restore it within 4 business hours, or that month is free.
Main condition: Protected periods: 1 December to 31 January (UK), 1 October to the ROS deadline (Ireland), and the week before each MTD quarterly deadline. Outages at Microsoft, HMRC, Revenue or other providers are excluded.
Your first AI team member is live within 30 days of your start date, or month one is refunded.
We keep building after the refund until it is live.
Main condition: “Live” means passing all 10 blocking safety checks and used by a named member of your team for at least 5 working days. Covers delivery, not outcomes.
Questions practices ask
Still deciding? Ask on the planning call; it's free.
Book a planning callDo you see our client data?
We build and test on demo or masked data. Your AI team members run inside your own Microsoft 365, under your keys. If we ever need to look at live data to fix something, we ask first, and the access is logged in your register.
Our practice software already sends reminders. Why would we need this?
Reminders ask for records. The Records Clerk reads what comes back, whether it's a photo, a PDF or a spreadsheet, enters and codes it in your bookkeeping software, checks it and asks for anything still missing. The reminder is the easy part.
Where is everything stored?
In your own Microsoft account, under your keys. We'll confirm the data centre and model location in writing during the planning session.
What exactly do we own?
The instructions, workflows, knowledge base, logs and runbook for every AI team member, all in your account. The AI model itself is rented, as it is for everyone. If you leave, you keep everything else.
You're a small company. What if you're unavailable?
Your AI team members run in your own account, documented in a runbook and checked against 30 public safety checks, so any competent engineer or IT provider can pick them up. Within our team, engineers cover for each other, and a named engineer signs your register every month. If you leave us, we run a two-hour handover at no charge.
Will anything change during Self Assessment or Pay and File?
No. From 1 December to 31 January for UK practices, and from 1 October to the ROS deadline for Irish practices, nothing new goes live unless you ask. If one of our changes breaks something, we restore it within 4 business hours or that month is free.Source 9
Which tools do you connect to?
Microsoft 365 always, then Xero, QuickBooks, Sage, Karbon and Google Workspace. Ask about others. If we can't connect one safely, we say so before it goes on your job list.
Does this replace staff?
No. Each AI team member works for a named person on your team, drafts rather than sends, and takes on the admin your people least want to do.
How much of our team's time does it take?
A planning session, then a pilot week in which one person reviews drafts. You'll get exact hours for your practice at the end of the planning session.
Do we need a DPIA?
Usually, yes. The ICO says AI use will usually involve high-risk processing. We prepare a DPIA for every AI team member for you to review and own.Source 6
What will our PI insurer want to know?
Typically how AI outputs are checked, where client data is stored, whether it trains models, and what due diligence you did on the vendor. Your monthly register answers each one, and we include a ready answer pack.Source 7
You're headquartered in Barcelona. Does that matter?
Spain is in the EEA, and UK data protection law treats every EEA country as adequate, so working with us needs no extra transfer paperwork. For Irish practices, we are inside the EU. Either way, your data stays in your own account.Source 10
How is this different from the AI in Xero or Karbon?
Their AI works inside their platform and stays theirs. Ours works across your tools, runs in your own account and stays yours. We also put the platform agents you switch on onto the same register.
Can we cancel?
Yes, month to month. You keep everything we built, or you can pause for £290 a month and keep live AI team members running, watch-only.
Founding practices: 5 of 5 places open · closes 31 December 2026
Book your 30-minute AI planning call
Tell us the job your team would most like to hand over. We'll say which AI team member to build first, what it would take, and whether we're the right fit.
What happens on the call
- You speak with an engineer from our team, not a salesperson.
- We look at your tools and one job, and say what an AI team member would do there, and what it would never do.
- It ends with a clear “fit” or “not a fit”. No pressure either way.
A team in Barcelona. A named engineer on every register.
We build, test and look after every AI team member as a team. One named engineer is accountable for your practice and signs your register each month.
Headquartered in Barcelona, Spain. Working with practices in the UK and Ireland.