AI accounts preparation
Turn source documents and ledger data into review-ready management accounts.
The demo begins when bookkeeping is marked as complete for the month. Numra pulls the latest ledger data and checks which reports and supporting documents are required for that client. A sales report is opened beside the figures Numra extracted from it. The preparer confirms the values, and Numra updates the relevant lead schedule and prepares the associated revenue journal from the same information. Checks run while the file is built, identifying missing entries and incorrect treatments before the file reaches the manager.
A controlled workflow from start to finish.
Start when bookkeeping is complete
The preparation workflow begins when the bookkeeping for the period is ready - triggered by a status in the practice-management system, a bookkeeping-complete signal from the accounting platform, a recurring schedule or a preparer starting the file manually.
Collect the ledger and source information
Numra retrieves the ledger balances and transactions from the accounting system and collects sales reports, payroll reports, bank information, tax reports, till and point-of-sale data, ecommerce reports, stock information, supplier statements, client spreadsheets and supporting invoices.
Read and structure the documents
Numra reads the source documents and extracts the figures required for the accounts. The preparer sees the original document beside the extracted values, with low-confidence or inconsistent fields highlighted for confirmation.
Prepare the lead schedules
Numra uses the approved source information and ledger data to prepare lead schedules and supporting calculations inside the platform - covering revenue, payroll, accruals, prepayments, bank, cash, VAT, stock, debtors, creditors, fixed assets and client-specific calculations.
Prepare the accounting journals
Numra uses the same information to prepare the journals required for the period - revenue journals, payroll journals, accruals, prepayments, tax entries and recurring entries - with the proposed debit and credit, source information, calculation, accounting period and explanation shown to the preparer.
Run the preparation checks
Numra runs the firm's checks while the file is being built - covering source document to lead schedule, lead schedule to ledger, journal calculations, expected recurring journals, missing invoices, accrual requirements, prepayment calculations, payroll and wages controls and prior-period trends.
Resolve exceptions
The preparer reviews the work completed by Numra and focuses on the items requiring attention. An exception can be corrected directly, resolved through an approved journal, sent back to the bookkeeping team, raised with the client or marked for manager judgement.
Reconcile the completed file
After the approved journals have been posted, Numra retrieves the updated figures and reruns the affected checks, confirming that source documents agree with the schedules, schedules agree with the ledger, approved journals have been posted and required reconciliations are complete.
Hand over to Accounts Review
The file moves into Accounts Review when the required preparation work is complete. The reviewer receives the P&L and balance sheet, prepared lead schedules, supporting documents, approved journals, reconciliations, preparation checks, corrections and items requiring manager judgement.
What it can handle.
Preparation workflow
- Monthly and quarterly management accounts
- Bookkeeping-complete triggers
- Client and period workspaces
- Preparation checklists
- Document status and missing-information tracking
- Preparation ownership and deadlines
- Files ready for review
- Complete preparation history
Source information and document processing
- Accounting-system data and ledger balances
- Sales and payroll reports
- Bank, tax and till data
- Ecommerce and stock records
- Client spreadsheets and supporting invoices
- PDF extraction and spreadsheet processing
- Client-specific report formats
- Field mapping and calculation checks
- Source-document viewing
Lead schedules and journals
- Revenue and payroll schedules
- Accruals and prepayments
- Bank and cash reconciliations
- VAT, tax and withholding-tax schedules
- Wages-control accounts and stock schedules
- Debtor, creditor and fixed-asset schedules
- Revenue, payroll and accrual journals
- Tax entries and recurring entries
- Human approval and accounting-system posting
Reconciliations and checks
- Source-to-schedule agreement
- Schedule-to-ledger agreement
- Journal validation and double-entry checks
- Expected recurring entries
- Missing-invoice detection
- Accrual suggestions and prepayment calculations
- Payroll and wages-control analysis
- Tax-control reconciliations
- Trend analysis and materiality rules
Fits the way your operation already works.
Numra supports different client requirements, source documents, accounting platforms, calculation rules, review steps and approval paths within the same preparation workflow. Clients, service lines and risk profiles can follow the rules they need as the firm's operation changes.
The information required for each client
The source documents used
The client's chart of accounts
The lead schedules required
How each document maps into those schedules
The journals normally posted
The calculations and checks that must run
The firm's materiality rules
Which items require human approval
What must be complete before manager review
Works with the systems your team already uses.
The Numra Platform connects the information, tools and systems involved in the accounts preparation workflow - without requiring your team to replace its existing core software.
Model-agnostic by design
We choose the best AI model for each workflow based on performance, cost and data sensitivity - not the other way around.
Configured around your workflows
Every deployment is configured around the systems, data, rules and workflows your team already uses.
AI assistants where they work
ChatGPT, Claude and Gemini are excellent for individual tasks. We use them where they are the right fit and build workflow software when the work needs more.
Workflow software where it matters
When work needs integrations, business rules, approvals and auditability, the Numra Platform configures production software around the workflow.
For this workflow, that typically includes: Accounting and bookkeeping platforms, General-ledger systems, Practice-management systems, Document-management platforms, SharePoint and shared drives, Email and shared inboxes, Payroll systems, Bank data, Tax platforms, Point-of-sale and ecommerce platforms, Client portals.
What changes when the workflow is in place.
Remove repeated data entry
Read the source information once and use it to prepare the schedule, journal and supporting checks.
Prepare the file faster
Automate the document reading, schedule preparation, calculations and recurring accounting work that currently consumes most of the preparation time.
Find issues during preparation
Run the checks while the file is being built so the preparer can resolve errors before manager review.
Give preparers better work
Move junior staff away from copying figures between documents and spreadsheets. Their time goes into validating accounting work and resolving exceptions.
Give managers cleaner files
Pass the completed schedules, evidence, reconciliations and remaining judgement points into Accounts Review.
Apply the firm's methodology consistently
Use the agreed preparation rules across clients and periods without forcing every client into the same template.
Preparers validate information and resolve exceptions rather than transcribing documents into spreadsheets and entering the same figures again into the ledger. Lead schedules, journals and reconciliations are prepared from the same source information. Errors are identified while the file is being built, and every figure remains connected to its supporting evidence. Managers receive cleaner, review-ready files. The firm can handle more recurring accounts work while giving its people more time for analysis, judgement and client service.
Take the manual work out of accounts preparation.
Show us your current workflow, rules and systems. We’ll show you how Numra can automate it.
