From Spreadsheets to Smart Bots: Why Even the Smallest Accounting Practice Needs AI (Now)
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If you think AI is only for big firms and Silicon Valley, think again. The same tech that’s helping PwC deliver more value and avoid costly errors is now powering small accounting firms to work faster, serve better, and breathe between VAT deadlines.
What is AI and Why You Should Care
“AI won’t replace accountants. But accountants who use AI? They’ll replace the ones still typing client emails from scratch.” Ginni Rometty, Former CEO of IBM
Artificial Intelligence (AI) is a (very) smart software that helps you work faster and more accurately. Think of it like a super assistant that:
Learns your patterns (like how you code bank transactions),
Understands language (like how clients ask questions), and
Automates tedious tasks (like reconciling receipts or writing emails).
AI is like an intelligent accounting assistant that doesn’t need coffee breaks, it doesn’t misplace receipts, and it doesn’t mind reconciling 500 transactions at 11 pm.
The Types of AI You Can Use in Accounting
AI isn’t just one thing, as it comes in a few “flavours.” You do not need to understand these terms fully, but it is helpful to know how they can assist you in your work. These are some of the types of AI you’ll bump into in your daily work:
Machine Learning
Machine learning AI can spot patterns in your past work and get smarter over time. You’ll see it when Xero or Sage suggests an account code based on past transactions.
Natural Language Processing (NLP)
This model understands everyday language in the same way a person would. This helps to read, summarise, or even write content in plain English. For example, you can use ChatGPT to help you write reports, answer client questions, or translate financial jargon.
Generative AI
It generates content, including emails and images, from a simple prompt. It’s like having a ghostwriter for your client comms. It can help you draft newsletters, social posts, or email updates.
Automation Bots (also called RPA)
RPA can automate those tedious, repetitive tasks, such as click-click-copy-paste jobs. It follows the rules you set and works in the background. You can use it to automatically send invoices, sync data between apps, or run regular reports.
AI Isn’t a Threat—It’s Your Practice’s New Best Friend
Here’s what forward-thinking firms are doing right now:
Save Time Where It Hurts Most
Tired of chasing admin when you should be advising clients? AI can handle the time-sapping tasks so you don’t have to.
Use Fireflies.ai to record Zoom or Teams calls with clients. It provides searchable summaries and actionable points. No more scribbling notes or forgetting who owes what.
Use ChatGPT to draft recurring emails, such as engagement letters, payment reminders, or “your tax return is ready” messages.
Improve Accuracy Without Hiring Extra Staff
AI doesn’t sleep, doesn’t get distracted, and doesn’t need training. It gets the numbers right—every time.
Bank Rules in Xero, Sage, or QuickBooks now suggest categories based on historical data. That means fewer manual errors and faster month-end close.
Dext and AutoEntry read invoices, extract the data, and automatically push it into your system.
Add Real Value (and Bill for It)
Move from compliance to consulting. AI helps you turn raw numbers into powerful insights your clients will actually pay for.
Use ChatGPT to turn a trial balance into a readable financial summary for your client. Highlight trends, suggest improvements, and charge for advisory.
Analyse spending patterns using AI insights from accounting software. Identify opportunities for clients to reduce costs or enhance their cash flow.
How Is SARS Using AI?
SARS isn’t waiting. They’re using AI right now to:
Flag odd VAT returns
Match your data to banks and CIPC
Block suspicious refund claims
Nudge you mid-filing if something looks off
Things You Need to Watch Out For
Use your judgment. AI helps, but it’s not infallible. Watch out for:
Privacy issues: Never paste client IDs or financials into public tools.
Hallucinations: AI can make up “facts.” Always double-check.
Bias: AI only knows what it’s trained on. Garbage in = garbage advice.
Start Today Without Breaking the Bank
Pick one task. Draft an email to clients using ChatGPT. Or load a set of management accounts for a client and ask for a comprehensive financial analysis.
Select a tool that integrates seamlessly with your existing systems. There's no point using AI if it requires manual work to copy and paste.
Train your team, or just yourself. Use YouTube, webinars, or CIBA’s upcoming toolkits.
Track time saved. Prove to yourself this isn’t hype—it’s ROI.
Join the CIBA Roadshow and learn more about using AI in your practice.
In 2024 Finance, Real Estate & Business Services grew by 3.5%, contributing 0.8 percentage points to the South African GDP. We can raise this even higher.
The CIBA Practice Management Roadshow 2025 is a national event series empowering accountants to drive South Africa’s economic recovery, by building smarter, tech-enabled, and compliant practices. Packed with practical insights, regulatory updates, and marketing strategies, this roadshow helps accountants grow their firms, better serve SMEs, and directly contribute to GDP growth across the country.
5 June 2025, Johannesbug
10 June 2025 Gqeberha (PE)
3 June 2025 Cape Town
13 June 2025 Durban
