Accounting agent
An accounting agent prepares your entries as drafts in your accounting system, e-conomic or Business Central, and your bookkeeper approves them there. The bookkeeper can be your own or an external bookkeeping agency. The agent works from the data pipelines and the data warehouse in your own cloud. It is a setup: a fixed scope at a fixed price, agreed after the AI access review.
This is for you if
- Your bookkeeper types and matches entries one line at a time.
- Orders, payments and supplier invoices sit in different systems, and someone matches them by hand.
- When someone asks why an entry was booked that way, the answer takes a search.
What you leave with
- The result
- Entries that wait as drafts for your bookkeeper. The agent matches orders, payments and supplier invoices, applies your bookkeeping rules, converts currencies and checks its own work. Your bookkeeper approves a batch and spends the time on the exceptions. The agent prepares, you approve.
- Drafts only
- The agent writes through a connection that can only write drafts. It can never book, and every call is logged.
- Traceable
- Each proposed line links to the order or invoice it came from and the rule that was applied.
- In your own systems
- The drafts sit in the accounting system you already use. The data, the pipelines and the agent's tools live in your own cloud, and you control access.
What we do, what you do
| We | You |
|---|---|
| Agree the scope with you after the AI access review: which entries, which sources, which rules, and the fixed price. | Bring the entries your bookkeeper spends the most time on. |
| Build the data pipelines and the data warehouse the agent reads from, or use the ones you have. | Someone with admin rights gives read access to each source. |
| Write your bookkeeping rules down so the agent can apply them, and keep each version of the rules. | Your bookkeeper explains the rules and decides what counts as right. |
| Give the agent its own access to the accounting system, allowed to create drafts and never to post, so its drafts are marked as the agent's, never an employee's. | Your bookkeeper reviews the drafts and books them, in the accounting system, as today. |
| Build and maintain it in your own cloud. Gathena's agents do most of the building, and every change waits for approval. | Update your procedure description to say that an agent drafts the entries and who approves them. |
Worth knowing
The company stays accountable for its books, whoever drafts the entries. That is why the agent only prepares, and a person approves inside the accounting system. Money leaving the company, anything going outside it, a commitment, an unclear rule and a step the law gives to a person, such as a posting in the books, always go to a person. If something changes, it comes back to you for approval.
Your questions
- Which accounting systems does it work with?
- e-conomic and Business Central. On this site, the drafts go into e-conomic. In the AI access review we check how your accounting system takes drafts, before the scope and the price are fixed.
- Can the agent book or pay anything?
- No. The agent writes drafts only; it can never book and it never pays. Your bookkeeper books the drafts, and whoever pays the bills pays them, as today.
- Does it work with an external bookkeeping agency?
- Yes. In the DuffBeauty case, the external bookkeeper reviews the agent's drafts and books them in e-conomic, where they already work.
- Who is responsible for the entries?
- Your company. Management stays responsible for the bookkeeping and the controls, and the person who approves answers for the work they approve. The guide on accountability explains what the law says.
- What if the agent is unsure?
- The agent checks its own work, and what does not fit lands with your bookkeeper as an exception to look at. An unclear rule always goes to a person.
- What does it cost?
- The first step is the AI access review: two weeks at a fixed price, credited against the build if you continue. The price of the setup is set in the written plan from the review. You pay a fixed price for the result, never for the hours our agents work; ongoing work is a fixed monthly fee.