Accounting firm email: every message with the right accountant
The system reads client emails, links them to the company and the document, and drafts a reply or a request for missing items. The accountant approves before sending.
Automation, paid once
from €3,000 net
Test on your process: €0
You pay 50% after acceptance
How much does email automation for an accounting firm cost, and when does it pay back?
Short answer
Email automation for an accounting firm costs from €3,000 net. In our scenario it pays back in 1.2 months. Today, a firm spending 20 hours a week on client email costs €3,022 a month. With the system, the same work costs €470. Every message to a client goes out after an accountant checks it. The system links emails and writes drafts. The test on your process is free.
Statistics
Accounting firms and e-invoicing statistics 2026
2030
According to the European Commission (2026), cross-border B2B sales in the EU will be reported through mandatory e-invoices from 1 July 2030.
According to the European Commission (2025), the move to e-invoicing will cut administrative and compliance costs for EU traders by over €4.1 billion a year.
a month for a firm spending 20 hours a week on client email
Today€3,022
With the system€470
Payback: 1.2 mo.
In your company
Firm of 2–5 people
8 h a week · €1,208 a month
2.9 mo. payback
Firm of 6–10 people
20 h a week · €3,022 a month
1.2 mo. payback
Firm of over 20 people
60 h a week · €9,067 a month
0.4 mo. payback
The team gets back about 74 hours of work a month, or 9 working days, and the company €30,619 a year. We count after the time a person spends checking and after the model cost.
20 h a week × 4.33 weeks = 86.6 h × €34.90 = €3,022 a month. The system drafts a reply to every email, and a person checks it in 15% of the old time (€453). The model costs €17. That leaves €470. The saving is €2,552 a month, so €3,000 pays back in 1.2 months.
Assumptions: Today our system at foap.com drafts a reply to every email that needs one (October 2026). That email time grows with the number of emails, that checking takes 15% of the old time and how many hours of email a firm of each size has are our assumptions. €34.90 an hour is the EU average hourly labour cost for 2025 according to Eurostat, for companies with 10 or more employees. We count the model at €9.87 per 1,000 emails (Claude Sonnet 5.5, 3,000 + 500 tokens per email, at the ECB rate of 1.1205 USD per euro on 22 October 2026), at 3 minutes of work per email.
foap.com customer service: 95% of replies are sent automatically.
Users from several countries write to foap.com, in several languages. The system reads the entire conversation and the terms of that person, and then sends a response in that person's language. Questions about money and exceptions go to the team with a ready draft, so they have to check and send them.
the system sends the answers itself, without human typing
95%
the system sends the answers itself, without human typing
time from the arrival of the e-mail to the ready response (median)
30 s
time from the arrival of the e-mail to the ready response (median)
e-mails that require a response receive a ready-made draft
100%
e-mails that require a response receive a ready-made draft
less work for every 1000 answers (estimate)
47 h
less work for every 1000 answers (estimate)
Data from foap.com production, October 20-21, 2026. Estimate: 3 minutes for handwritten response.
Since September 2026 our system has handled the foap.com inbox
Client review
“We started with my own AI agent. During the training that followed, I learned to build new applications myself. Today I am bringing this way of working with AI into my business. Working with Syntalith gave me exactly the skills and tools I needed.”
Each email linked to the client company, the document and the accountant
A draft reply or a request for missing items, for approval
A queue of unclear cases with the mismatch described
Sending stays in your email program
What happens to your data
You choose the test cases. We anonymise them on request.
They stay in the EU and we delete them after the test.
We sign the NDA and the data processing agreement before we receive anything.
After acceptance you keep the code, the test set and the documentation. You pay for licences and model usage directly to the provider.
Questions
How much does email automation for an accounting firm cost?
From €3,000 net, paid once. After the 5-day test the build takes 2 to 6 weeks. You get a fixed price before the contract: 50% on signing and 50% after acceptance on your own emails.
Does the system send emails to clients on its own?
The system prepares a draft, and the accountant checks the recipient, the company and the attachments before sending. Sending stays in the email program you already use.
Is a client portal or ChatGPT not enough?
If nearly all clients send documents through the portal, the portal is enough, and we will say so in the review. ChatGPT on private accounts has no data processing agreement and no case trail. We build the system for the email that still arrives despite the portal.
When does it not pay off?
When email takes less than 2 h a week, the payback takes more than a year. Then ChatGPT or Claude for the team is enough, with rules for working with client data, from €1,150 net.
What if one client runs several companies?
The system compares the sender with the VAT number and the company name on the attachment. When they do not match, the case goes to the accountant with both matches shown.
Is this GDPR compliant?
The firm is usually the processor of its clients' data, and we are a sub-processor. We sign a data processing agreement, the data stays in the EU, and we delete the cases from the test when it ends.
What do we need to prepare?
Access to one inbox or an export of 20 to 100 emails, a list of the firm's clients with their VAT numbers and accountants, and examples of the most common replies. We check a shared Microsoft 365 inbox before we quote.
What our OpenAI and Anthropic partnerships mean for you.
OpenAI makes ChatGPT and Anthropic makes Claude. We belong to the partnership programs of both companies, so we work with their tools every day and learn from the creators themselves.
Claude Partner Network
01We will select a tool for the task
We implement both ChatGPT and Claude. We check both on your documents, and you choose the one that makes fewer corrections and saves more time.
02Knowledge straight from the creators
We learn from official OpenAI and Anthropic courses and materials. Your team learns about the features and settings that work today.
03Licenses without our margin
You buy accounts directly from OpenAI or Anthropic and receive an invoice from them. We do not add anything to the license.
04Certified engineers
On the team, we have an AWS certification in machine learning and an Anthropic certification in systems architecture on Claude.
Participation in programs does not mean that OpenAI or Anthropic endorses our services.
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