Case study · Tax firm
From incoming receipts to a prepared annual financial statement.
A mid-sized tax firm in Munich. Receipts arrive from many clients through many channels. An AI agent reads them, assigns them and suggests the booking account. Where it is unsure, the team decides. The foundation is a firm brain that holds the firm's knowledge.
invoice_0314.pdf
Email to the receipts inbox
- Supplier
- Sample Office Supplies GmbH
- Confidence: 99 %
- Invoice date
- 14 Mar 2026
- Confidence: 99 %
- Gross amount
- €238.00
- Confidence: 98 %
- incl. 19% VAT
- €38.00
- Confidence: 98 %
- Client
- Client B
- Confidence: 96 %
- Account
- 4930 Office supplies (SKR03)
- Confidence: 93 %
Recognised with confidence, moves on to handoff
photo_receipt.jpg
Phone photo via upload
- Date
- illegible
- Confidence: 41 %
Uncertain, waiting for review by the team
- Firm
- Mid-sized, Munich
- Focus
- Receipt processing and annual statements
- Handoff
- To DATEV
Starting point
A lot of time went into work that comes before the actual work.
Many ways in
Receipts arrived by email in several inboxes, as uploads, scans or phone photos. Sorting them by client alone took time.
Typing instead of advising
Supplier, date, amount and tax were entered by hand, even though everything is printed on the receipt.
Gaps show up late
Missing documents often surfaced only while preparing the annual statement, exactly when time is shortest.
The receipt flow
The agent handles the routine. The team makes the decisions.
Every receipt passes through the same stations. What the agent recognises with confidence goes straight through. What is uncertain lands with a specialist, together with the reason. Above everything sits the firm brain, beneath everything a log of every step.
Six stations, two roles
Simplified: from an incoming receipt to the preparation of the annual statement.
Firm brain
The firm's knowledge, stored separately from the AI model. The agent draws on it at every step.
- Client master data
- The firm's booking rules
- Previous bookings
- Work instructions and deadlines
Intake
Email, upload, scan or photo, from several inboxes.
Read
Supplier, date, amounts and tax are extracted.
Assign
Identify the client, suggest the account, rate its own confidence.
- Confident: continue with step 5
- Uncertain: team review, step 4
Review
A specialist decides, with the agent's reasoning and suggestion.
Handoff
Reviewed receipts go to DATEV.
Annual statement
Per client, visible what is in and what is still missing.
Audit trailEvery step is logged: who, when, what. That keeps it traceable what happened to a receipt, as the German GoBD rules require.
The firm brain
Knowledge that stays, even when people move on.
Booking rules, client particularities and work instructions live in the heads of experienced staff at many firms. The firm brain captures this knowledge, separately from the AI model and owned by the firm. The agent uses it for every receipt, and the team can ask it directly.
Questions the team can ask
- How did we book the leasing instalment for client B last year?
- Which documents are still missing for client C's annual statement?
- Which work instruction applies to business meal receipts?
Annual statement
See the gaps before the busy season starts.
Because every receipt is assigned to a client and a period as soon as it arrives, the firm can see at any time what is already in for the annual statement. If something is missing, it shows up early. The agent drafts the request to the client, and the team sends it.
- Bank statements January to Decembercomplete
- Incoming invoicesassigned
- Cash bookcomplete
- Loan balance confirmation as of 31 Decmissing, request drafted
- Inventory listmissing
What mattered
When in doubt, a person decides.
The agent rates its own confidence. Below a defined threshold, a specialist always decides.
The knowledge belongs to the firm.
The firm brain is stored separately from the AI model. The model can be swapped, the knowledge stays.
Confidentiality from day one.
Client data is covered by professional secrecy. That is why we agree before the start which data is processed where.
We do not name the firm for confidentiality reasons.
Another case studyTrades: from 3 hours to 20 minutes per quoteLive demo
Live demo by appointment.
We show you the agent in a short online session, using sample receipts and with time for your questions. Afterwards we talk about how receipts arrive at your firm today.
What you will see in the demo
- 1How the agent reads a receipt: supplier, date, amounts, tax
- 2How confident it is about each individual field
- 3How uncertain receipts go to the team for review