When we think of automation in accountancy, we often think of bank feeds, rules in Xero, and maybe a few Power Automate flows. But a new type of digital assistant is quietly transforming how leading firms operate — and this time it isn’t about saving ten minutes here and there. It’s about radically rethinking how work gets done.

It’s called Agentic AI, and if you’re not yet using it, it’s time to pay close attention.

What Is Agentic AI — and How Is It Different?

Most automation to date — such as robotic process automation (RPA) — follows rules. It does what you tell it, and nothing else. The moment something changes — a new format, an unexpected email, a login error — it breaks. It can’t adapt.

Agentic AI is different. It’s powered by large language models (LLMs) like ChatGPT and designed to reason through multi-step workflows. These agents can:

• Log into your clients’ Xero or QuickBooks accounts
• Download reports and financials
• Spot anomalies or inconsistencies
• Summarise findings
• Alert you before your workday starts

And they can do it reliably, across hundreds of clients, 24/7.

Automation: Old vs New

Here’s how Agentic AI compares to traditional automation:

This shift is not incremental. It’s fundamental.

Why This Matters for Accountants

Think of Agentic AI as a digital team member who never sleeps, never complains, and always follows the processes you set. But crucially, it’s not mindless — it can adapt to quirks in client data, irregular formats, or inconsistent naming conventions. And it will ask for help when needed.

This is where the real shift begins: your time as a qualified accountant is no longer eaten up by admin. You’re not logging in and out of ten client accounts to download PDFs. Instead, you’re reviewing summaries, checking flagged exceptions, and focusing on high-value advisory work.

A Simple Example

Let’s say you want to check the gross profit margin of every client every month, and flag any case where it drops by more than 10%. Traditionally that would involve:

• Logging into each system
• Exporting reports
• Manually comparing margins
• Preparing a summary

With an AI agent, you could set it up once to do all of that for you. The agent handles the logins, pulls the data, applies the logic, and sends you an email: “Four clients had a >10% margin drop this month. Here are the details.” That’s it. You start your day smarter.

Can I Really Use This Without Being a Tech Wizard?

Yes. But you do need to understand a few design principles.

Agentic AI agents work best when they’re highly specific. That means:

• One agent per task
  (e.g. don’t ask it to handle Xero and QuickBooks – give each their own agent)
• One well-defined process
  (e.g. “read and summarise the monthly P&L” not “manage client reporting”)

You also need to connect the agent to your existing systems. This could mean:

• Granting it read-only access to accounting software
• Letting it interact with your email system
• Linking it to your CRM, helpdesk, or document folders

None of this requires you to code. You’ll likely work with a specialist to set it up (at least the first time), but much of it involves configuring integrations and writing clear instructions.

What Makes an Agent Work Well?

Behind every good AI agent is a detailed system prompt. That’s the written instruction that tells the agent what to do, how to behave, and how to respond when things go wrong.

Unlike the short prompts you might give ChatGPT, an agent’s system prompt can run to 600–800 words. It covers:

• What tools it can use
• What data to retrieve
• What outputs to generate
• What risks to avoid
• When to escalate to a human

These prompts are still written in plain English — no coding required. But crafting them well does take thought. If you want to explore this, I recommend starting with just one process and getting external help to write your first agent prompt. Once you’ve seen it working, you can build from there.

What Can Agents Do for Accounting Firms Today?

Here’s what I’m seeing as the most promising early use cases:

You still need oversight — nothing here removes your professional judgement — but the agents get the groundwork done fast.

You don’t need to build this from scratch. There are companies already offering ready-made AI agents for accountants — tailored to Xero, QuickBooks, tax workflows, and more. Or you can create your own using tools like Zapier, Make, or custom GPTs, supported by a developer or automation consultant.

My advice?

1. Pick one low-risk, high-effort process
   Something repetitive, but valuable. Maybe monthly reporting, cash alerts, or email triage.
2. Map it clearly
   What inputs does the task need? What systems are involved? What’s the ideal output?
3. Start small, test fast
   Build a pilot agent. Watch it work. Improve it. Then scale.
4. Involve your team
   Show your junior staff how AI can support their work, not replace it.

Final Thought

Agentic AI is not a silver bullet, but it is a step change. If you’re still relying on spreadsheets, inboxes, and bookmarks to manage client work, you’ll quickly fall behind firms that let AI do the grunt work.

Your clients are expecting more insight, more responsiveness, and more clarity. Let AI handle the admin, so you can focus on what they really value — your judgement, your advice, your experience.

Let’s stop chasing efficiencies in 5-minute increments and start building accounting firms that are truly ready for what’s next.