How smart firms use AI to save time, wow clients and scale without burning out

The accounting world is changing fast

So how are smart firms staying ahead of the curve? Simple: they are using AI in practical, powerful ways.

If you are an accountant or bookkeeper, you have probably heard the AI buzz. But let’s be honest. Between the jargon, the tools, and the endless webinars, it can be hard to tell what is actually useful and what is just hype.

This blog breaks it down clearly. No fluff. No tech talk for the sake of it. Just real-world examples of how AI is helping firms like yours save time, provide better advice, and grow sustainably.

Here is how AI is transforming the way accounting gets done, with insights and takeaways from one of the most trusted voices in the space, Inbal Rodnay.

Why AI is no longer optional for firms that want to grow

Accountants are being asked to do more than ever. Strategic advice, forecasting, and real-time insights are becoming the norm. Clients no longer just want the numbers; they want to understand what they mean and how to act on them.

This is where AI comes in. Artificial intelligence, when used well, helps accounting and bookkeeping firms:

• Automate repetitive admin tasks

• Provide timely, proactive advice

• Spot problems and opportunities before they escalate

• Save hours on emails, reports, and analysis

• Impress clients with fast, smart service

As Inbal puts it, "AI is not about flashy features. It is about context. The real magic happens when it already knows your calendar, your files, your emails and gives you the answers before you have even finished asking the question."

Three types of AI tools that are reshaping accounting

There is no single “perfect” AI tool for accountants. The most effective firms are combining three categories: workplace assistants, general AI engines, and specialised accounting platforms.

Workplace assistants: Microsoft Co-Pilot

Co-Pilot lives inside Microsoft 365. It has access to your Outlook, Teams, OneDrive, SharePoint, and even your calendar. This means it can answer context-rich questions like:

• "What did I work on this week?"

• "What should I follow up on from my inbox?"

• "Where do we stand with the Smith audit?"

• "Catch me up on everything I missed while I was away."

It is also embedded into Word, Excel, and PowerPoint, where it can draft content, write formulas, and summarise documents. Many firms find Co-Pilot especially powerful as a replacement for search. Instead of digging through folders or threads, you just ask it.

As Inbal explains, "I got used to using Co-Pilot instead of search. I do not search documents or emails anymore. I just ask questions."

Security is stronger than with external tools because the data never leaves Microsoft. The caveat is that it will surface everything the user has permission to access. If files have been shared too broadly with “anyone with the link,” Co-Pilot can pull them up. That is why firms must review their internal permissions before switching it on.

General AI engines: ChatGPT and its cousins

While Co-Pilot is fantastic inside Microsoft, ChatGPT and similar tools still lead when it comes to creativity, reasoning, and writing.

Firms are using ChatGPT to:

• Draft and edit client emails, reports, or blogs

• Generate Excel formulas and explain them

• Simplify complex tax or compliance concepts for clients

• Build policies, training materials, or job descriptions

• Brainstorm new ideas for marketing or services

Inbal makes the comparison clear: "ChatGPT is smarter, but Co-Pilot is in my environment. It is a no-brainer for security and day-to-day tasks."

The smartest approach is to use both: ChatGPT for creating and reasoning, and Co-Pilot for context and organisation.

Notetakers: the unsung heroes of AI for accountants

There is another category that deserves just as much attention: AI notetakers. Tools like Vinyl are becoming indispensable for firms that spend hours in client calls, internal meetings, or training sessions.

Here is what notetakers do:

• Record and transcribe meetings automatically

• Summarise discussions into clear notes and actions

• Highlight key decisions and deadlines

• Turn transcripts into draft blogs, client updates, or even training material

• Integrate into your practice management solutions like XPM, Karbon and FYI

Instead of someone scribbling furiously in a notebook or re-listening to recordings, the AI does the heavy lifting. This saves hours and ensures nothing gets missed.

Imagine finishing a client strategy session and receiving a polished action list five minutes later. Or converting an internal training workshop into a blog post for your website. That is the power of accounting-specific notetakers like Vinyl.

For firms that want to showcase thought leadership, notetakers are also brilliant at transforming raw meeting content into polished marketing material. It is a double win: efficiency and visibility.

Firms are already using AI in practical ways

This is not just theory. Plenty of firms are already making AI part of the day-to-day. Here are some practical examples:

Summarising meetings

AI can summarise an hour-long client call or internal meeting in seconds. It can turn transcripts into bullet points, action items, or even a follow-up email.

Helping with timesheets

Can’t remember what you did this week? Co-Pilot scans your calendar, emails, and documents to jog your memory.

Prioritising inboxes

Too many emails? Co-Pilot can look through your messages and suggest what to follow up on first.

Answering internal questions

Firms are building AI agents to answer questions like, “What is our remote work policy?” or “How do I onboard a new client?”

Catching up after leave

Back from holiday and unsure what you missed? Ask Co-Pilot to summarise everything. It pulls updates from emails, calendars, Teams, and more.

It is not revolutionary, but it is incredibly useful.

Want something more accounting-specific? Try XBert Intelligence

If Co-Pilot and ChatGPT are general-purpose tools, XBert Intelligence (XI) is designed for accountants and bookkeepers.

It works behind the scenes, monitoring your clients’ data for red flags, inconsistencies, and opportunities. Examples include:

• Alerts for income drops or cashflow issues

• Duplicate transactions or missing bank feeds

• Real-time triggers that help you give better advice

• Monitoring hundreds of files at once without getting overwhelmed

Firms using XI are positioning themselves as proactive, insightful advisors. As one user put it, "XI allows us to respond to clients' needs far quicker than ever before. We are consistently delivering actionable insights and exceeding client expectations."

This type of technology helps you deliver more value, with less effort, and scale your services without sacrificing quality.

So what are the risks?

AI is powerful, but it is not foolproof. Inbal made a crucial point: "Use AI as a tool, not an oracle. And always overlay your professional judgement."

Here are a few best practices to keep things safe and effective:

• Always review AI outputs before sending them to clients

• Never upload sensitive data into free tools

• Use secure, paid accounts only

• Train your team to understand the difference between fact and AI-generated text

• Audit shared links and internal permissions before using Co-Pilot

• Create a clear AI usage policy

This is not about stopping AI use. It is about using it responsibly and confidently.

But what about risks?

AI is powerful, but it is not perfect. The biggest risks are ethical, security-related, and human. Key things to keep in mind:

• Always review AI outputs before sharing them with clients.

• Use secure, paid accounts rather than free tools when handling sensitive data.

• Review your Microsoft sharing settings before rolling out Co-Pilot.

• Train your team to understand AI is not a fact generator. It is a text generator.

• Set a clear policy that guides staff on safe, responsible use.

Inbal’s advice is spot on: "Use AI as a tool, not an oracle. And always overlay your professional judgement."

Where to start if you are feeling overwhelmed

You do not need to overhaul everything in one go. Small steps are the key:

• Try Co-Pilot for a simple task like catching up after a holiday.

• Use ChatGPT to draft a tricky client email.

• Test a notetaker like Vinyl for your next meeting.

• Review your internal file sharing to avoid leaks.

• Create a light-touch AI usage policy that encourages safe experimentation.

• Ask your team weekly, "What did you use AI for this week?" and share the wins.

The firms that are pulling ahead are not necessarily the ones with the biggest tech budgets. They are the ones making AI part of their daily rhythm.

Final thoughts

AI is not replacing accountants. It is making them sharper, faster, and more valuable. It is taking care of the boring bits so you can focus on insights, relationships, and growth.

As Inbal said, "The firms that upskill and experiment with AI today will have a significant advantage in 24 months."

So here is the real question for you: How will your firm start using AI to work smarter, not harder?

Want to master AI in your own firm?

You can explore these tools and workflows in a hands-on way at the upcoming Master AI in Accounting event.

Real Tools ○ Real Workflows ○ Real Talk

Earn 2 CPD Points while discovering how to implement AI in a way that is practical, secure, and profitable.

Alongside Inbal Rodnay and other experts, you will see step-by-step workflows for Microsoft 365 Co-Pilot, ChatGPT, and more. Expect practical demonstrations, time-saving hacks, and a blueprint for growth that you can apply immediately in your firm.

📍 Locations include Sydney, Melbourne, Brisbane, Singapore, Manila, Hong Kong, Kuala Lumpur and a Virtual session.

👉 Register now for Master AI in Accounting and secure your place before spots run out.