Skip to content

The AI assistant for accountants and your practice

Company clients, year-end accounts, compliance, staff to coordinate: the practice never stops. Ugo gives you access to your diary, email and client folders from WhatsApp, drafts letters and chasers and waits for your “Confirm” before anything goes out.

Try UgoHow an accountancy practice uses its AI assistant

An AI assistant for accountants has to keep pace with a real practice: dozens of clients across limited companies, sole traders and partnerships, staff handling the bookkeeping, trainees, a shared inbox that never stops filling up. Ugo is a contact on WhatsApp connected to your diary, the practice mailbox and client folders on Google Drive or OneDrive. It tells you what’s on today, who’s waiting for a reply and where a document is.

A chartered or certified accountant covers a lot of ground: year-end accounts, corporation tax returns, payroll, company secretarial work, advisory and sometimes audit. The busy seasons are well known: Self Assessment up to 31 January, accounts and tax returns due nine and twelve months after each year end, with March and December year ends piling up. In those months every minute spent looking for a file or rewriting the same letter is a minute taken from clients.

Ugo doesn’t keep the books, prepare accounts, give advice or file anything with HMRC or Companies House. It organises the work around them: diary, email, documents, reminders. Every member of staff can have their own Ugo with their own accounts, and no email goes out without confirmation. Ugo only replies to verified numbers and keeps data on servers in Frankfurt.

What slows down an accountancy practice

It isn’t expertise that’s missing. It’s time, in the wrong months.

Client records always late

Bank statements, missing invoices, stock counts, board minutes. Every year end means chasing clients by email and phone, and nobody is quite sure who has already sent what.

The practice inbox never sleeps

Clients, banks, HMRC, other firms, staff. The shared inbox collects everything, and routing messages to the right people is a job nobody wants.

The same letters, rewritten every time

Year-end records request, tax update for clients, engagement letter, payment on account reminder. Similar texts copied and adapted by hand every year, client by client.

Staff to coordinate in busy season

Who looks after which client, who’s behind on a set of books, who has a job on their desk. In peak months, sharing information inside the practice becomes work in itself.

How an accountancy practice uses its AI assistant

Everyday requests from partners and staff.

The year-end records request, to every company

At year end Ugo fills in the records request letter with the company name and contact, creates a document in each client’s folder and drafts the emails with the list of records, which go out after you confirm.

Skills used

Ugoonline

  1. Prepare the 2026 year-end records request for the companies Laura looks after

  2. In the “Practice clients” sheet Laura Grant looks after 6 companies. Here’s what I’ll do: • Create 6 letters “2026 year-end records request” from the template, one in each company’s folder • Draft 6 emails to the contacts with the list of records and a deadline of 31 January Shall I go ahead?

The shared inbox, sorted

The practice inbox collects messages for everyone. Ask Ugo for a summary: it tells you who’s writing and for which client, then forwards each message to the person handling the job or moves it to the right folder.

Skills used

Ugoonline

  1. What’s come into the practice inbox today?

  2. Today in the shared inbox: 1. Pennine Bank: letter for Ferris Construction Ltd 2. HMRC: letter for Lab Design Ltd 3. Companies House: filing acceptance for Bassett Textiles Ltd

  3. Forward number 2 to Mark and move number 3 to the Bassett Textiles folder

  4. Here’s what I’ll do: • Forward the HMRC letter for Lab Design Ltd to Mark Hill • Move the Companies House acceptance to the “Bassett Textiles” folder Shall I go ahead?

The client coming in, with open jobs

Before a meeting, ask Ugo who you’re seeing and what’s open. It reads the appointment in your diary and the client’s working file on OneDrive, and sums up jobs in progress and notes from the last meeting.

Skills used

Ugoonline

  1. Who am I seeing at 3 and what’s open?

  2. At 3pm you’re seeing George Ferris, Ferris Construction Ltd. From the file “Ferris Construction – open jobs.xlsx”: • 2025 accounts approved and filed at Companies House • Time to Pay arrangement in progress: November instalment to remind him about • Note from 12 September: consider bringing in a new shareholder

The practice’s jobs on monday.com

If the practice organises its work on monday.com, Ugo tells you what’s overdue, creates new items on the board, changes statuses and deadlines and posts updates your colleagues can see. By voice too, between one client and the next.

Skills used

Ugoonline

  1. 🎤 Voice message (0:15)

  2. Here’s what I’ll do on the “Practice jobs” board: • Create the item “Ferris Construction – new shareholder” in the “Company secretarial” group, due 30 October • Post the update: “Get the Companies House filing history and a draft shareholders’ agreement” Shall I go ahead?

A day at the practice with the AI assistant for accountants

Clients, staff and email, with less time lost searching.

  1. 8:00

    Ugo sends you the day’s appointments and the overdue jobs on the practice board.

  2. 9:15

    You get a summary of the shared inbox and route messages to your staff.

  3. 11:00

    Before meeting a client, Ugo sums up what’s open by reading their working file.

  4. 13:30

    Over lunch you ask which companies still haven’t sent their year-end records: Ugo drafts the chasers.

  5. 16:00

    After a meeting you dictate your notes: Ugo adds them to the client’s document in their folder.

  6. 18:30

    On Fridays, a scheduled task lists client emails left unanswered during the week.

What to connect to the practice’s AI assistant

Your accounts and tax software stay where they are. Ugo handles everything that goes through email, diary and folders.

Client folders on Drive or OneDrive

One folder per client, with subfolders by year. Ugo searches and reads documents, minutes and working files; on OneDrive it adds rows to Excel files and creates Word documents from the practice templates.

Letters and client updates with {{client}}

Records requests, engagement letters, client newsletters: set up the template with placeholders once and Ugo creates filled-in versions for every company.

Shared and personal mailboxes

Everyone at the practice connects their own mailboxes, IMAP or Outlook with Microsoft 365. Ugo summarises, sorts, forwards and replies once the person using it confirms.

monday.com or Notion for jobs

If the practice tracks jobs on monday.com, Ugo reads the boards and updates items. With MCP apps it can work on Notion too.

Practice software with an MCP server

If the practice software offers an MCP server, Ugo can connect and read the data it exposes. If not, Ugo works alongside it, without touching it.

The skills to switch on

The most useful Ugo features for this job, starting with the first one to turn on. You switch them on from the portal in a few minutes.

FAQ for accountants

What’s the best software for an accountancy practice?

A practice needs accounts and tax software that works with Making Tax Digital, practice management, a secure client portal or shared folders, and a way to coordinate people. The part that often goes uncovered is day-to-day communication with clients and staff. Ugo takes care of that from WhatsApp, connected to the email, diary and folders the practice already uses.

How should I organise collecting client records for year end?

Send every client, well ahead, a tailored list of records and a deadline, tell them where to upload them and assign each client to a member of staff. Then chase at regular intervals. With Ugo you fill in requests from the practice templates for every company, check for empty folders and draft chasers in a few messages.

Does Ugo do bookkeeping or prepare accounts?

No. Bookkeeping, accounts, tax returns and filings stay in the practice software and under the accountant’s responsibility. Ugo gives no advice and files nothing with HMRC or Companies House. It looks after the organisation: finding documents, summarising email, drafting letters and chasers, reminding you of appointments and deadlines you’ve entered.

Can the practice’s staff use it too?

Yes. Everyone has their own subscription, their own verified WhatsApp number and their own connected accounts, so they only see their own email and diary. The practice is a single team and team skills such as Company websites are shared. It costs €50 a month or €550 a year per person, excl. VAT.

Is the practice’s client data safe?

Ugo only replies to verified WhatsApp numbers, its servers and database are in Frankfurt, and it only works on files in the folder each person chooses. Every send or change needs a “Confirm” from the person using it, and voice notes are transcribed without keeping the audio. The practice’s confidentiality and anti-money laundering obligations remain with the accountant.

How do I handle busy season in an accountancy practice?

Plan the year’s deadlines, spread clients across your staff, request records well before you need them and cut repetitive work with standard templates. In peak months Ugo helps you save time: every morning it sends you appointments and overdue jobs, and it drafts the letters that are always the same for you.

Useful references

Associations, bodies and official sources for the sector: external websites, independent of Ugo.

A tidier practice, even in busy season

Connect your email, diary and client folders in a few minutes. Send your next round of records requests from WhatsApp.

Try UgoTalk to us

Works with