AI in accounting: a missing documents list for the client

A question should lead to a specific document

In a fictional example, the firm received an invoice for a service, but the information on which project it concerned is missing. A note saying „please complete the documents” makes the client search again. The list should point to the document and name the missing information exactly.

Do not assume that a purchase concerns the same project as the previous invoice from that supplier. A repeat supplier does not confirm what a cost was for. If the client has already answered in another thread, link that answer to the right case and check that it is still current.

Keep completeness apart from correctness

A filled-in field does not prove that the description is right. The status „information received” can come before the accountant's assessment. Keep both stages, so the draft list does not suggest that a case is closed after every reply from the client.

With stable identifiers, part of the work can be done with rules. Power Query can merge tables on one or more columns; you need to agree the keys and the data types. AI can be limited to reading free-text descriptions. Microsoft documentation, checked on 9 October 2026.

How do you check the list before using it?

In the proposed trial, include a complete document, a document with no description and an answer that concerns a different number. The system should not ask again about information already in the materials, and it should not close a gap on the strength of an answer about something else.

Also check a second upload of the same file and a later correction. The process owner decides which event updates the case. The list for the client should contain only material that this recipient has access to.

We have not run a trial on client documents here. Before you use real material, agree the tool cleared for use and how the material is passed on. Fictional examples are enough to judge whether the proposed view is clear.

Is the current document workflow system enough?

If your software already keeps comments and assigns answers to a document, check its configuration and how the team works. A separate integration makes sense when the accountant regularly links email, files and tasks by hand.

If your accounting software has e-invoicing (in Poland, KSeF) and OCR features, compare them with an extra workflow, so you can separate the work the software does from collecting explanations from the client.

Syntalith can discuss an automation with you. The scope can end with a list for approval; sending messages and writing to the accounting software need separate agreements. If the need is better checking of AI drafts, see team training for accountants. The service price levels are on the Syntalith pricing page.

Start the conversation with the question that most often goes back to clients and the place where you record the answer today. You do not need to send invoices for the first meeting.

What it costs

Where to start

In the free review we choose one process and count the volume and the team's working time, and within 2 working days you receive a written summary with a price. We build the automation as part of AI automations, from €3,000 net.