Accounting automation with AI and tax filings

The initial problem

Manual entry of source documents, repetitive checks, incomplete documentation, delays closing periods, typing errors, and no visibility into each client's status.

The previous process

Source documents arrived by email, WhatsApp, and paper, and each one required reading, typing, manual filing, and repeated checks before the information could be prepared for tax filings.

The solution implemented

Three agents on Google Cloud covering the full workflow: a conversational one that receives documents over WhatsApp as photos or PDFs, an invoicing one that reads them with OCR and extracts supplier, amount, and date, and a banking one that processes statements. The system connects to ARCA to verify whether each document actually belongs to the client, cross-checks what's in Google Drive against ARCA to spot what's missing, files everything automatically, and assembles the month's tax return data at close: VAT debit, VAT credit, gross income, and debits, with an alerts dashboard for missing documents.

How we did it

1. 01

   Mapping the real workflow

   We documented how each document arrives today, who reviews it, and where the period close gets stuck, so we automate the flow the firm already uses instead of a theoretical one.

2. 02

   Reading and data extraction

   We set up intake by email, WhatsApp, and paper scanning, with OCR and AI that extract the fields of each document type and normalize them.

3. 03

   Validation against official sources

   Every document is cross-checked against ARCA, bank movements, and the firm's own rules, with a record of what was validated and what was flagged.

4. 04

   Document order and output

   Automatic filing by client and period, alerts for missing documentation, and dashboards showing the status of each folder up to the information ready for tax filings.

Integrated systems

• WhatsApp Business
• Google Drive
• Dialogflow CX
• Document AI (OCR)
• Cloud Run
• ARCA connector
• Bank statements
• Alerts dashboard

The result

Fewer repetitive tasks, more control, more time, and more clarity to grow: the firm can take on more clients without multiplying its operational load.

What changed in the operation

• The team stopped typing documents and moved to reviewing exceptions.
• Every client has documentation organized and traceable by period.
• Missing items are detected during the month, not at closing.
• The firm can take on more clients without adding administrative load.

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