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AI & automation for accounting firms
Less time on Wwft/UBO intake and document processing, so your team has room for new clients again.
What is WinSphere?
WinSphere is the AI and automation partner for accounting firms of 10 to 50 FTE in the Netherlands and Europe, founded by Rafael Matabadal. We determine which systems you should build and in what order, and build them: foundation first (clean data, connected systems), then the workflows that cost your team time.
The leaks
Capacity leaks away in three places: manually processing documents, chasing clients, and manually preparing periodic reports.
1
Manual data processing
Invoices, receipts and bank transactions are booked and checked manually. Illustrative: several hours per client per month of retyping and sorting, time that does not go into advisory.
2
Recurring client questions
Chasing status, missing documents and deadlines by email. Nudging one client takes several emails per quarter, multiplied by your entire client base.
Leak: manual chasing and reminding
3
Periodic reporting and compliance
VAT returns, year-end work and reports with manual steps and deadline pressure. Around every deadline a peak of checking and preparation work.
Leak: manual work and deadline pressure
n8n+
connected to Exact Online, Twinfield, Snelstart, Moneybird, e-Boekhouden or AFAS
< 4
weeks until your first automation is live
Fixed
price per engagement, from €2,500
The solution
For each leak we build a working automation, connected to your existing accounting package. The deliverable is automation in production, not advice.
For manual data processing
Automatic intake and classification of documents with AI: invoices, receipts and bank transactions are recognised, categorised and prepared, connected to your accounting package. Your team reviews instead of retypes.
Deliverable: AI intake connected to your package
Proven freelancer-check pattern, in development on your package
For recurring client questions
The workflow reads in your package or portal which documents are still missing per client, automatically emails the client a reminder with exactly what is missing, and escalates to your employee after a number of days without a response.
Deliverable: automatic updates and reminders
In development on your package
For periodic reporting and compliance
Starting a few days before the VAT or year-end deadline, the workflow automatically collects the required documents from your package, prepares them in a review folder and flags per client what is still missing.
Deliverable: preparation and review steps on time
In development on your package
Custom software where packages fall short
No standard package fits your way of working? Then we build custom software, for example a client portal or an internal tool that streamlines your intake and review.
Deliverable: custom software built on your process
Custom work, previously built for a paying client
We integrate with Exact Online, Twinfield, Snelstart, Moneybird, e-Boekhouden and AFAS, via their API.
Flow
As soon as a document comes in, the AI recognises and pre-books it. You only review and you are done. No retyping, no sorting, no chasing missing documents.
The result
8
h/wk
roughly €15,000 per year back per employee currently booking and chasing manually.
70%
less data entry
Less manual data entry because documents are read in automatically.
2×
faster
Faster turnaround around periodic deadlines because documents are complete sooner.
The comparison
Extra employee or standalone tool
✕
Fixed monthly costs that grow with the number of clients
✕
Manual work stays manual, just done by more hands
✕
A standalone tool covers one step, the integrations stay manual
✕
Knowledge lives in heads and disappears with turnover
✕
The peak around deadlines stays a peak
WinSphere automation
✓
Build once, then it runs without extra payroll costs
✓
The manual work itself disappears, your team reviews and advises
✓
Your systems are fully connected in one go, not step by step
✓
The way of working is locked into the workflow, not into one person
✓
Preparation and review work automatically tracks the deadline
Fit check
Not a fit
You are a firm under 10 FTE; the gain is still too small for the investment.
You want to keep purely tinkering yourself (DIY) without an accountable architect.
You expect AI to solve ‘everything’ without defined input and output.
A fit
You want a working automation in production, not an advisory report.
Your package has an API or integration option.
One person at your firm becomes the owner of the process.
FAQ
WinSphereAI & automatisering die je laat groeien, zonder extra mensen aan te nemen.
WinSphere