AI for professional firms · Mallorca
Artificial intelligence for accountancy, advisory and law firms
In a professional firm, a good part of the day goes on chasing paperwork: documents that arrive incomplete, invoices waiting to be sorted, clients asking how their file is going. AI already solves much of that, as long as confidentiality is thought through from the start.
What eats the hours of a firm
I have worked with administrative agencies, advisory firms and law firms in the Balearics for years through Teix Web Studio, and the bottlenecks repeat. They are not in the technical work, which is what truly adds value, but in everything around it.
- Client documents. What arrives by email, by WhatsApp or by hand, incomplete or disorganised, and which someone has to sort and chase.
- Invoices and expenses. Reading hundreds of invoices every quarter, extracting the data and entering it into the accounting software.
- Deadlines. Reminding each client what they have to send before 20 April, July and October, and 30 January.
- Repeated enquiries. “How is my file going?”, “what do I need for…?”. The same questions, answered one by one.
What can be automated safely
Reading invoices and documents is the most mature area today: the AI extracts the data, leaves it in the software and a person only validates what is doubtful. Deadline reminders can be sent automatically, personalised with what each client is missing. And enquiries about the status of a file can be answered with the real information, passing to a person anything that involves professional judgement.
What I do not automate is advice. Interpreting a rule, the strategy of a case or the reply to an inspection remain the professional's. The AI prepares, summarises and organises; whoever signs decides.
Confidentiality and data protection
In a firm, confidentiality is not negotiable. That is why, before automating anything, we review which tools are used, where the data is stored, whether the provider uses it for training and what clauses the contract has. We work with professional versions taken out in the firm's name, with access only for those who need it.
We also prepare an AI usage policy for the team, so that nobody pastes a client's documents into a free tool. It is the most common mistake and the easiest to avoid.
How we start
I visit the firm, talk to whoever manages the documents and whoever deals with clients, and look at which programs you use. From that comes a report on what is worth automating, almost always starting with invoices or deadlines. We test it with a group of clients before extending it.
Questions
What people usually ask
Is it safe to use AI with client data?
Yes, with the right tools: professional versions taken out in the firm's name, configured not to train on your data and with limited access. We review it before automating anything.
Does it work with my accounting or management software?
In most cases yes, because they allow data to be imported or have a connection. In the diagnosis we look at yours specifically.
Is it going to give advice to my clients?
No. It only answers what we have decided (the status of a procedure, missing documents) and passes to a person anything that needs professional judgement.
Is it any use for a small firm?
Yes. In a firm with few people, every hour of paperwork recovered shows up directly in the capacity to look after clients.
What do we do about the EU AI Act?
If the firm uses AI, the team has to have sufficient training. I include it in the rollout, with a record of what has been done.
How much does it cost?
It depends on the volume and what is automated. After the diagnosis you get the figures in writing before you commit to anything.
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