A change already underway
Artificial intelligence is no longer a topic to ponder during panels, nor a technology "for large and multinational companies."
It has very quickly become an operational tool, used by a growing number of companies but also by accounting firms.
Developments over the past year, including more reliable language models, on-premise installable tools and customizable automations, have broken down many barriers to entry: such as fear of loss of control, regulatory uncertainty and lack of ready solutions.
Confirming this trend, the National Council of Certified Public Accountants (CNDCEC) also published an operational guide to the use of artificial intelligence for the profession in 2025, highlighting its potential and practical limitations.
Today, therefore, we no longer have to ask ourselves whether use AI, but from where to start e how to do it safely.
Practical applications of AI in accounting firms
Artificial intelligence can be used, with immediate effect, in many of the operational activities that consume valuable time today. This is not a theoretical revolution, but applications already tested on concrete cases.
Recupero rapido delle email per accertamenti
When a request comes in from the Internal Revenue Service, time matters.
AI can automatically index the history of emails exchanged with clients and institutions, allowing it to quickly retrieve relevant information that has already been processed for integration into the response. This type of automation can reduce search time by more than 90 percent and processing time by 70 percent.
Estrazione dati da visure e allegati
Documents such as Chamber of Commerce visas, receipts, financial statements, or pre-filled forms can take a long time to manage. Someone has to read them, figure out where the useful information is and, in most cases, transcribe it by hand.
Today, AI can take care of this on its own.
Thanks to technologies such as OCR (which also "reads" PDFi) and language models, AI can recognize the most relevant data within these documents, such as a VAT number, a date, an amount, and organize it neatly, ready for use in the firm's accounting or management systems.
With this kind of automation, the time from 30 minutes to less than 2 minutes per document is reduced significantly by reducing the margin of error.
Gestione delle scadenze e dei solleciti
Every customer has his or her own deadlines, and reminding everyone of them is complex, if not impossible. AI can generate notifications, personalized messages, schedule mailings, and trigger follow-ups in case of non-response. Result: more punctuality, less forgetting, more satisfied customers.
Comunicazioni ricorrenti e customer care
Questions such as "Can you remind me of the deadline for the F24?" or "Do you still need the updated Durc?" come into any firm every day.
A AI assistant can handle these requests, 24/7, providing consistent, up-to-date and always traceable answers.
Archiviazione e classificazione documentale
AI can automatically organize study documents by assigning tags, consistent names and customized classification criteria. This simplifies audits, improves traceability and makes information easy to find.
Safety First
The benefits of AI exist only when accompanied by solid guarantees on privacy, traceability and control. The new European AI Act imposes clear criteria of transparency and human oversight for systems used in professional settings.
Therefore, it is important to choose solutions that:
- run locally or on private servers
- do not send data to external services
- Ensure auditability and human control
A ready-made solution
Those who want to start experimenting with AI in the studio can also do so without disrupting the existing infrastructure.
There are plug-and-play tools, such as Brainyware Box, designed precisely to automate the most repetitive tasks in a safe, simple and measurable way.