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The AI assistant for tax advisers and tax agents

You look after employees, pensioners, landlords and sole traders, and each of them sends their records their own way. Ugo keeps deadlines, requests and client folders in order on WhatsApp. Before every email or reminder, it asks you to confirm.

Try UgoHow a tax adviser uses an AI assistant

An AI assistant for tax advisers should simplify the most scattered part of the job: collecting records, remembering deadlines, answering the same client questions. Ugo is a contact on WhatsApp connected to your diary, your inbox and your client folders on Google Drive or OneDrive. Ask it who still hasn’t sent their rental figures, and it answers by checking your email and folders.

Tax advisers often work alone or with a small team, some as Chartered Tax Advisers or ATT members, others without formal membership. Clients are mostly individuals and small businesses: the higher-rate taxpayer with a side income, the retired couple with a buy-to-let, the self-employed plumber, the freelancer who has just registered with HMRC. The work follows the tax calendar: P60s in late spring, the Self Assessment rush up to 31 January, payments on account in January and July.

Ugo doesn’t give tax advice, calculate tax, prepare or file returns, or make payments to HMRC: that stays your work, with your software and HMRC’s services. Ugo organises your diary, email, documents and reminders. It only replies to your verified number, keeps data on servers in Frankfurt and sends nothing without your “Confirm”.

What makes a tax adviser’s job harder

You know the technical side. It’s the collecting that wears you down.

Records that arrive in pieces

A crooked photo of a receipt, the P60 by email, a twelve-page PDF of bank statements. Putting each client’s records together takes longer than the return itself.

Endless chasing in Self Assessment season

In the summer you write to everyone, in the autumn you start again with those who didn’t reply, in January you chase the last few. Keeping track of who sent what, client by client, is a job in itself.

The same questions, every year

“Can I claim my home office?”, “When will my refund arrive?”, “Do I need receipts for mileage?”. Answering everyone, one by one, across email and messages, eats the best hours of your day.

HMRC letters you can’t afford to miss

HMRC letters and notices, clients forwarding things they don’t understand. If one gets buried in your inbox, the problem only surfaces when the deadline to reply is close.

How a tax adviser uses an AI assistant

Real examples, from collecting records to the week’s deadlines.

Who still hasn’t sent their records

Ask Ugo which clients still have an empty folder. It checks the folders on Drive, gives you the list and drafts a polite chaser for each one, with the list of documents, which goes out after your “Confirm”.

Skills used

Ugoonline

  1. Which Self Assessment clients still have an empty folder?

  2. In the “Self Assessment clients” folder these are still empty: 1. Joseph Ferris 2. Anna Moore 3. Lewis Sargent

  3. Send all three the reminder with the document list

  4. I’ve drafted three emails, each with the client’s name, listing the records to send: P60, bank interest, rental income and expenses, pension contributions. Shall I send them from your mailbox?

The HMRC letter, summarised and in your diary

A client forwards you a letter from HMRC. Ugo reads it, tells you in a few lines what it’s about and which dates it mentions, and creates a slot in your diary to deal with it. The substance is for you to judge.

Skills used

Ugoonline

  1. What does the email Mrs Moore forwarded say?

  2. It’s a letter from HMRC about Anna Moore’s Self Assessment return. It queries the rental expenses claimed and gives, on page 2, the deadline to send information or documents. The email arrived on 7 October.

  3. Book me an hour on Thursday at 3pm to look at it

  4. Here’s what I’ll do: Create the appointment “HMRC letter – Anna Moore” on Thursday 15 October from 15:00 to 16:00, with a summary of the letter in the description. Shall I go ahead?

Your answer, sent from the practice WhatsApp

A client asks whether he needs to send you his mileage log. You dictate your answer to Ugo in a voice note and it writes it up clearly and sends it to the client from the practice’s WhatsApp Business number, once you confirm.

Skills used

Ugoonline

  1. 🎤 Voice message (0:19)

  2. Here’s the message I’ll send to Lewis Sargent from the practice’s WhatsApp Business number: “Hi Lewis, yes please: send me your mileage log with dates, journeys and business miles. You can also upload it to your folder.” Shall I send it?

The week’s deadlines, every Monday

With a scheduled task, every Monday at 8 Ugo messages you first with what you’ve put in your diary: payments to remind clients about, appointments, records due. You set the dates, Ugo reminds you.

Skills used

Ugoonline

  1. Good morning. In your diary this week: • Tue 13: Mark Reynolds, registering as self-employed • Thu 15: Moore HMRC letter to deal with • Fri 16: payment reminders for clients on Time to Pay arrangements

  2. Add the call with Sargent on Friday at 11

  3. Here’s what I’ll do: Create the appointment “Call with Lewis Sargent” on Friday 16 October from 11:00 to 11:30. Shall I go ahead?

A tax adviser’s day with Ugo

Clients, records and deadlines, without losing the thread.

  1. 8:00

    Ugo sends you the day’s appointments and the week’s deadlines you’ve put in your diary.

  2. 9:30

    You get a summary of overnight email: two clients have sent records, one has received an HMRC letter.

  3. 11:00

    Between appointments you ask who still has an empty folder: Ugo drafts the chasers.

  4. 13:30

    A client asks what’s needed to register as self-employed: Ugo fills in your template letter with their name.

  5. 16:00

    You dictate notes from a meeting with a new sole trader: Ugo adds them to the client’s document.

  6. 18:30

    You ask Ugo for the day’s unanswered emails and close the ones still open.

What to connect to a tax adviser’s AI assistant

Your tax return software and HMRC’s online services stay yours. Ugo works on email, diary and folders.

One folder per client on Drive or OneDrive

Organise records by year and by client. Ugo searches and reads PDFs, Word documents and spreadsheets, tells you what’s there and what’s missing, and only works in the folder you choose.

The practice mailbox

Any IMAP mailbox, such as Gmail or Yahoo, or Outlook with Microsoft 365. Ugo searches, summarises, replies and moves emails into client folders, always after you confirm anything it sends or changes.

Template letters with {{client}}

The Self Assessment records checklist, a welcome letter for new clients, a reminder about payments on account: set up the template with placeholders and Ugo creates a filled-in document for each client.

The practice’s WhatsApp Business

If clients message you on your WhatsApp Business number, Ugo can send the replies and reminders you dictate. If the client hasn’t written for more than 24 hours, it uses a fixed template with your name and the practice.

Practice software with an MCP server

If your practice management software offers an MCP server, Ugo can connect and read the data it exposes. Otherwise it stays separate and you work as usual.

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 tax advisers

What’s the difference between a tax adviser and an accountant?

In the UK neither “tax adviser” nor “accountant” is a protected title on its own. Chartered Tax Advisers are members of the CIOT, the ATT has its own qualification, and chartered and certified accountants belong to bodies such as ICAEW and ACCA. Tax advisers focus on returns, compliance and planning for individuals and small businesses, while accountants also handle bookkeeping, year-end accounts and audit. Ugo works for both.

Can Ugo prepare or file tax returns?

No. Ugo doesn’t complete returns, calculate tax, file anything with HMRC or make payments: for that you use your software and HMRC’s online services, under your responsibility. Ugo helps before and after: it collects and finds records, chases clients, reminds you of appointments and drafts the messages you decide to send.

How should I organise collecting records for Self Assessment?

Send every client a clear list of records with a date to provide them by, give them a folder to upload them to, and book the appointment only once everything is in. Then chase at regular intervals. With Ugo you check which folders are empty, draft chasers with each client’s name and send them all after a single confirmation.

How do I keep a tax deadline diary for clients?

The simplest way is a calendar with the general deadlines and, for each client, their own obligations: payments on account, Time to Pay instalments, the deadline in a letter they’ve received. Check the official dates on GOV.UK. Ugo creates the appointments in Google Calendar or Outlook when you dictate them and reminds you every morning or at the start of the week.

How is my clients’ data handled?

Ugo only replies to verified WhatsApp numbers and uses servers and a database in Frankfurt. On Drive and OneDrive it only sees the folder you choose, and it sends no emails, messages or documents without first showing you what it will do. Voice notes are transcribed on Ugo’s servers and the audio isn’t kept. Your confidentiality and UK GDPR obligations towards clients remain yours.

How much does Ugo cost for a tax adviser?

Ugo costs €50 a month or €550 a year, excl. VAT, with every skill included. There’s no charge per client or per return, so the price doesn’t change in January. If you have a colleague, they have their own subscription and connect their own accounts.

Useful references

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

Less chasing, more advising

Connect your email, diary and client folders in a few minutes. Organise your next Self Assessment season from WhatsApp.

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