How Agentic AI is Revolutionizing Daily Management in Accounting Firms

Published on July 21, 2025 | Reading time: 8 minutes

Introduction: The Productivity Challenge in Accounting Firms

Accounting firms face increasing pressure, characterized by increasingly demanding clients, complex regulations, tight deadlines, and heightened competition. In this dynamic context, optimizing internal processes becomes an imperative necessity to maintain profitability while ensuring high-quality service. The integration of agentic artificial intelligence, particularly through solutions like Ubby.ai, offers a promising path to address these challenges.

As Eric, a certified public accountant in a firm with 120 employees, testifies: "I thought it was just another ChatGPT, but after the demonstration, Ubby became indispensable." This statement underscores the transformative impact of agentic AI on the daily lives of accounting professionals.

The Specific Challenges of Accounting Firms

Accounting firms encounter several major obstacles that hinder their efficiency and growth. Among these, managing repetitive client requests constitutes a central problem. Indeed, a significant portion of client calls, estimated at 60%, concerns recurring questions. This situation leads to an average response time of 24 to 48 hours for simple requests, generating palpable frustration among clients due to delays. For internal teams, this translates into constant interruptions, which can result in losing 2 to 3 hours per day in productivity. These interruptions delay the processing of priority files, increase employee stress, particularly during closing periods, and increase the risk of errors due to rushing.

Another major challenge lies in drafting standardized documents. Firms must regularly produce various documents such as client engagement letters, ambassador contracts, audit reports, summary notes, and administrative correspondence. Drafting each of these documents can take between 30 and 60 minutes, a time-consuming process that also presents risks of forgetting important clauses. Personalizing these documents is often tedious, and each draft requires rigorous review and validation, further increasing the workload.

Finally, regulatory monitoring and constant knowledge updates represent a critical challenge. Tax and social texts evolve permanently, requiring firms to quickly integrate these changes. This demands continuous team training and effective communication of new provisions to clients. Non-compliance with these requirements can have significant consequences, both on compliance and on the quality of advice provided.

The Ubby Solution: Specialized AI Agents for Accounting Firms

Faced with these challenges, Ubby.ai offers an innovative solution based on specialized AI agents, designed to transform the daily management of accounting firms. These agents are capable of handling repetitive and time-consuming tasks, thus freeing certified public accountants for higher value-added missions.

Client Support Agent: Instantly Responding to Recurring Questions

Ubby's Client Support Agent is a true revolution for managing client requests. Equipped with key functionalities, it connects directly to the firm's knowledge base, enabling personalized responses based on each client's profile. In case of complex questions requiring human expertise, the agent ensures automatic escalation to the relevant certified public accountant. Its 24/7 availability, via email, WhatsApp, or the client portal, guarantees unmatched responsiveness.

Let's take a concrete example: a client sends an email asking about deadlines for filing their tax return. The Ubby agent automatically identifies the client and their tax regime, consults the up-to-date regulatory database, generates a personalized response with precise dates, sends the response in less than 30 seconds, and archives the exchange in the client file.

The results are eloquent: 70% of questions are handled automatically, average response time drops from 24 hours to 30 seconds, client satisfaction increases by 35%, and teams save up to 15 hours per week.

Writing Agent: Automating Document Creation

Ubby's Writing Agent offers advanced capabilities for automating the creation of standardized documents. It uses intelligent templates adapted to each type of document and automatically personalizes content based on the client, integrating data directly from the file. Moreover, it ensures compliance with the firm's graphic charter, guaranteeing visual consistency.

The process of creating an engagement letter perfectly illustrates its effectiveness: after entering a few parameters (mission type, client profile, specificities), the agent automatically generates the document with adapted clauses, pricing according to the firm's fee schedule and specific conditions if necessary, all with professional formatting. A review and validation phase is then proposed, including automatic consistency verification and improvement suggestions, before final validation by the certified public accountant and automatic sending to the client.

Productivity gains are significant: drafting time is reduced from 45 minutes to just 5 minutes, error rate decreases by 90%, document consistency reaches 100%, and partner satisfaction increases by 50%.

Regulatory Monitoring Agent: Staying Up-to-Date Permanently

For regulatory monitoring, Ubby's Monitoring Agent ensures permanent knowledge updates. It monitors a wide range of sources, including the Official Bulletin of Public Finances, administrative doctrine, tax and social jurisprudence, circulars and instructions, as well as professional networks. Thanks to its intelligent processing, it automatically analyzes new texts, identifies potential impacts for clients, generates summary notes, and sends targeted alerts by sector of activity.

An example of an automatic alert could be: "New tax measure: research tax credit extended to SMEs with fewer than 50 employees. Estimated impact: 15 of your clients concerned. Summary note and standard letter generated automatically." This agent ensures that the firm always stays informed of the latest legislative developments, enabling rapid and proactive adaptation.

Case Study: Eric's Firm Transformation

To concretely illustrate the impact of agentic AI, let's examine the case of Eric's firm, a certified public accountant heading a structure of 50 to 200 employees. This firm manages approximately 800 active clients and specializes in SMEs, liberal professions, and associations. Before implementing Ubby, the firm faced several identified problems: administrative overload for experts, client response times deemed too long, frequent errors in standardized documents, and difficulties in effectively following regulatory monitoring.

The deployment of the Ubby solution took place in three distinct phases, over a six-week period, allowing for progressive and controlled integration.

Phase 1 (Week 1-2): Client Support Agent

The first phase was dedicated to implementing the Client Support Agent. This involved configuring automatic FAQs, integrating the agent with the firm's existing messaging system, and training the reception team. To validate the effectiveness of this first step, tests were conducted with a pilot group of 50 clients.

Phase 2 (Week 3-4): Writing Agent

The second phase saw the deployment of the Writing Agent. Existing document templates were imported into the system, and personalization rules were configured to adapt to the firm's specific needs. Comprehensive training was provided to certified public accountants, and the initial deployment focused on engagement letters, a frequently used document.

Phase 3 (Week 5-6): Monitoring Agent

The final phase consisted of activating the Monitoring Agent. Regulatory monitoring sources were configured, and alert parameters by sector of activity were defined. Teams were trained in using the summaries generated by the agent, and this new functionality was integrated into the firm's quality processes.

Results After 6 Months

Six months after the complete deployment of Ubby, the results are remarkable and measurable at several levels:

In terms of productivity, time spent on client questions decreased by 60%, document drafting speed was multiplied by 8, and time dedicated to regulatory monitoring was reduced by 70%. These gains allowed for recovering 25% of billable hours.

Service quality also experienced significant improvement. Average response time dropped from 24 hours to just 30 seconds, document error rate fell by 85%, client satisfaction, measured by NPS (Net Promoter Score), increased by 40 points, and client retention progressed by 15%.

In terms of profitability, revenue increased by 18% thanks to recovered hours, operational costs decreased by 12%, and net margin progressed by 22%. The investment in Ubby demonstrated a return on investment (ROI) of 340% from the first year.

Eric's testimony perfectly summarizes this transformation: "At first, I was skeptical. How could an AI understand the subtleties of our profession? But the results speak for themselves. My employees finally focus on value-added consulting rather than repetitive tasks. Our clients are more satisfied and we are more profitable. Ubby has truly transformed our firm."

Practical Guide: Implementing AI in Your Firm

Implementing artificial intelligence within an accounting firm is a strategic process that requires a methodical approach. Here are the key steps to effectively integrate AI and maximize its benefits.

Step 1: Audit Your Current Processes

First and foremost, it is essential to conduct a thorough audit of your existing processes. Ask yourself fundamental questions: How much time do your teams spend on repetitive client questions? What documents do you draft most frequently? How do you currently manage your regulatory monitoring? Where is your professional knowledge stored and organized?

To precisely evaluate these aspects, use evaluation tools such as timing tasks over a typical week, analyzing received client emails, comprehensive inventory of your existing templates, and detailed mapping of your information sources. This audit phase will identify bottlenecks and the most relevant automation opportunities.

Step 2: Define Your Priorities

Once the audit is completed, it is crucial to clearly define your implementation priorities. For this, consider several prioritization criteria: potential impact on client satisfaction, time savings that automation could generate, ease of solution implementation, and expected return on investment.

A recommended order for deploying AI solutions is often as follows: start with automated client support, then move to drafting standard documents, continue with regulatory monitoring, and finally, address more advanced business processes. This progressive approach allows for quickly capitalizing on initial successes and adjusting strategy as you go.

Step 3: Prepare Your Data

The quality and organization of your data are fundamental pillars for AI success. Build a solid knowledge base by centralizing your existing FAQs, digitizing your internal procedures, organizing your document templates, and structuring all your documentation. Simultaneously, ensure data quality: verify accuracy, update obsolete information, standardize formats, and have everything validated by your internal experts. Clean and well-structured data are the key to high-performing AI.

Step 4: Train Your Teams

AI adoption inevitably involves training and supporting your teams. Implement a comprehensive training program that includes a presentation of fundamental agentic AI concepts, concrete demonstrations of tool functionalities, and practical workshops adapted to each profession. Individual support can also be beneficial.

To effectively manage change, communicate transparently about AI benefits, involve opinion leaders within the firm, regularly collect feedback, and adjust the training program based on needs expressed by employees.

Step 5: Deploy Progressively

Adopt a progressive deployment approach. Start with a pilot phase by selecting a test group and deploying the solution on a simple and well-defined process. Carefully measure obtained results and make necessary adjustments before generalizing. Then, scale up by progressively extending the solution to all employees and adding new functionalities. Optimization must be continuous, and measuring return on investment (ROI) must be a key indicator throughout the process. This strategy minimizes risks and ensures harmonious AI integration into the work environment.

Best Practices and Mistakes to Avoid

Integrating artificial intelligence into an accounting firm is a major project that, to be successful, must rely on proven best practices and avoid certain common pitfalls.

Best Practices

First, it is crucial to start simple. Choose a well-mastered process and define clear and measurable objectives for this first implementation. Actively involve end users from the project's beginning, as their buy-in is essential. Also plan sufficient time for team adaptation and tool adjustment. A progressive approach builds confidence and quickly demonstrates AI's added value.

Second, maintain data and interaction quality. Systematically validate responses automatically generated by AI agents to guarantee their accuracy. Regularly update the knowledge base on which these agents rely, as the relevance of their responses directly depends on the freshness and precision of information. Ensure continuous AI agent training, and above all, maintain human control over important decisions. AI is a decision-support tool, not a substitute for human expertise.

Third, measure your approach's impact. Define key performance indicators (KPIs) before even deploying the solution. Track these metrics regularly to evaluate progress and objective achievement. Collect user feedback to identify improvement points and adjust your strategy based on obtained results. Rigorous measurement justifies investment and continuously optimizes the system.

Mistakes to Avoid

The first major mistake is wanting to automate everything at once. Such an approach often creates resistance from teams, who may feel overwhelmed or threatened. It also complicates project management and makes problem debugging much more difficult. Prefer a step-by-step approach, targeting the most repetitive and low-risk processes first.

The second mistake is neglecting employee training. Without adequate training, AI functionalities risk being underutilized or even ignored. This can lead to resistance to change and a return to old working methods, thus canceling automation benefits. Invest in comprehensive training programs and continuous support to ensure successful adoption.

Finally, it is imperative not to ignore data security. Accounting firms handle sensitive and confidential information. Security negligence can lead to client data leak risks, regulatory non-compliance (such as GDPR), and irreversible loss of client trust. Ensure that all implemented AI solutions comply with the strictest security standards and that data is protected at every process step.

Evolution Perspectives for Accounting Firms

Integrating agentic artificial intelligence is not limited to optimizing current processes; it also opens the way to profound transformation of the certified public accountant profession and the emergence of new opportunities. These evolutions can be envisioned in the short, medium, and long term.

Short Term (6-12 months)

In the short term, firms can expect the appearance of new AI-based functionalities that will enrich their existing tools. This includes automatic analysis of tax returns, allowing considerable time savings and error reduction. Generating personalized client dashboards will offer a clearer and faster vision of each client's financial situation. Automating follow-ups, whether for missing documents or late payments, will improve administrative efficiency. Finally, better integration with existing professional software will facilitate workflows and reduce manual entries, creating a more coherent and efficient ecosystem.

Medium Term (1-2 years)

In the medium term, artificial intelligence will reach a more advanced intelligence level, enabling more sophisticated applications. Accounting anomaly detection will become more precise and proactive, helping certified public accountants quickly identify irregularities or potential errors. Client risk prediction will allow anticipating certain clients' financial difficulties and proposing adapted solutions before they become critical. Automatic tax optimization, based on data and regulation analysis, will offer more advantageous tax strategies. Finally, AI will be able to provide personalized advice, analyzing vast amounts of data to propose strategic recommendations adapted to each client situation, thus transforming the certified public accountant's role into that of an augmented advisor.

Long Term (2-5 years)

In the long term, agentic AI will lead to a true transformation of the certified public accountant profession. Firms will become entirely digitalized, with end-to-end automated processes, freeing human resources for higher value-added tasks. Strategic consulting will be augmented by AI, enabling certified public accountants to position themselves as true strategic partners for their clients, offering prospective analyses and recommendations based on complex data. This evolution will open the way to new value-added services, going beyond simple bookkeeping, and to the emergence of innovative economic models, where value will no longer reside solely in compliance, but in proactive advice and value creation for businesses.

Conclusion

Agentic AI represents an unprecedented opportunity for accounting firms to reinvent themselves and stand out in a constantly evolving environment. The tangible results obtained by Eric and his firm, thanks to implementing Ubby.ai, eloquently demonstrate that it is entirely possible to simultaneously improve internal productivity, service quality offered to clients, and overall structure profitability. This transformation is not a utopia, but an accessible reality.

The keys to this success rest on several fundamental principles. It is essential to start by automating the most repetitive and time-consuming processes, those that generate the most frustration and time loss. Active team involvement in this transformation is also crucial; AI must be perceived as an ally, not as a threat. It is imperative to maintain a judicious balance between task automation and human control, as the certified public accountant's expertise and judgment remain irreplaceable. Finally, a continuous improvement approach, based on regular result measurement and permanent adjustments, guarantees constant performance optimization.

The future of accounting firms undeniably belongs to those who will know how to fully leverage these cutting-edge technologies. By delegating low value-added tasks to AI, professionals will be able to focus on their true mission: strategic consulting, personalized support, and value creation for their clients. It is by embracing this evolution that firms will not only survive, but prosper in tomorrow's economic landscape.

Ready to Transform Your Accounting Firm with Agentic AI?

Discover concretely how Ubby.ai can revolutionize your daily processes and unleash your firm's potential. We invite you to book a personalized 15-minute demonstration right now. This is the ideal opportunity to visualize our solution's benefits and discuss your specific needs.

https://cal.com/team/ubby/ai?month=2025-07&date=2025-07-22

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