# Briefcase: complete generated content > AI-native accounting automation for UK accounting firms and businesses, from document capture through financial close. > Prefer https://briefcase.so/llms.txt for a concise index and page-level links. --- # Put your books on Autopilot > Canonical page: https://briefcase.so/ > Briefcase content index: https://briefcase.so/llms.txt AI agents that capture invoices, code transactions, handle VAT, reconcile banks, and build working papers in real time. Fully integrated with Xero and QuickBooks. Two-week free trial. ![Matthew Cowell](https://briefcase.so/marketing/testimonials/avatars/matthew-cowell.jpg) ![Natasha Everard](https://briefcase.so/marketing/testimonials/avatars/natasha-everard.jpg) ![Kyle Forder](https://briefcase.so/marketing/testimonials/avatars/kyle-forder.png) ![Fatimah Razak MAAT](https://briefcase.so/marketing/testimonials/avatars/fatimah-razak.jpeg) ![Tasnim Mustafa](https://briefcase.so/marketing/testimonials/avatars/tasnim-mustafa.jpeg) Rated 5★ on [Xero App Store](https://apps.xero.com/uk/app/briefcase/reviews) Introducing the AI Autopilot for Accountants and Bookkeepers. From data capture to financial close, handled end-to-end by AI. [Get started free](https://app.briefcase.so/sign-up) Two-week free trial No credit card required UK/EU GDPR compliant Trusted by leading accounting firms ![Price Bailey](https://briefcase.so/marketing/testimonials/logos/price-bailey.png) ![Smooth](https://briefcase.so/marketing/testimonials/logos/smoothaccounting.png) Testimonial ![Wilson Partners](https://briefcase.so/marketing/testimonials/logos/wilson-partners.png) Case Study ![Acumist](https://briefcase.so/marketing/testimonials/logos/Acumist_Transparent28.png) Testimonial ![Finance Box](https://briefcase.so/marketing/testimonials/logos/finance-box.png) Testimonial ![Connolly](https://briefcase.so/marketing/testimonials/logos/connolly.png) Case Study ![Shapes](https://briefcase.so/marketing/testimonials/logos/shapes.png) Testimonial ![Armstrong Watson](https://briefcase.so/marketing/testimonials/logos/armstrong-watson.png) ![Delphini](https://briefcase.so/marketing/testimonials/logos/delphini.png) Testimonial ![Lubbock Fine](https://briefcase.so/marketing/testimonials/logos/lubbock-fine.png) ![Fin House](https://briefcase.so/marketing/testimonials/logos/fin-house.png) Testimonial ![Thompson Wright](https://briefcase.so/marketing/testimonials/logos/thompson-wright.png) ![Elver Consulting](https://briefcase.so/marketing/testimonials/logos/elver-e-commerce.webp) ![HJS](https://briefcase.so/marketing/testimonials/logos/hjs.png) Testimonial ![Saint & Co](https://briefcase.so/marketing/testimonials/logos/saint&co.png) Testimonial Features ## From document to ledger, fully automated 01Capture ### Upload from WhatsApp, Email and Web Upload your receipts, sales invoices, credit notes, supplier and bank statements and let our AI Autopilot take care of the rest. Inbox AI Autopilot | Vendor | Type | Category | Amount | VAT | Status | | --- | --- | --- | --- | --- | --- | | | | | | | — | | | | | | | — | | | | | | | — | | | | | | | — | | | | | | | — | | | | | | | — | Upload Documents Click to upload or drag and drop .pdf, .jpeg, .png, .gif, .webp, .heic, .heif, .docx, .xlsx invoice.pdf receipt.jpeg scan.heic statement.xlsx photo.webp contract.docx Web Email WhatsApp 6 documents uploaded • Processing... Briefcase is simple to use, fast to scan documents and smart in how it pulls out what matters. The VAT handling and descriptions are better than anything we've seen. ![Jenny Evans](https://briefcase.so/marketing/testimonials/avatars/jenny-evans.jpeg) Jenny Evans Accounts & Outsourcing Director, Wilson Partners #### AI Autopilot Autopublishes when all verification checks pass #### 3-Step Verification Legibility, completeness and historical consistency #### Smart Triage Detects and triages different document types #### Duplicate Detection Archives duplicates before they reach your ledger 02Categorise ### Line item categorisation that learns over time Briefcase learns from your existing ledger data and adapts in real-time as you make changes. No supplier rules needed. Transaction Details ### Amazon Business Order #112-9847523-6271834 £1,327.49 15/11/2024 WhatsApp uploadMichael Scott · 15/11/2024 Hey Oscar can you process this ASAP? Put the paper on the Shrute Farms project - Dwight insists it's for his beet client outreach. Thanks! Line Items Description Category Tracking Amount Premium A4 Copy Paper (50 reams) 500 - Cost of Goods Sold Shrute Farms £847.50 HP OfficeJet Pro Printer 461 - Computer Equipment General Admin £329.99 Chili's Gift Cards (Staff lunch) 424 - Staff Welfare – £150.00 Tap the wand icons to see AI reasoning I am LOVING the way it looks at previous stuff and works out where the current stuff should go. ![Grace Mock FMAAT](https://briefcase.so/marketing/testimonials/avatars/grace-mock.jpg) Grace Mock FMAAT Director, Grace Heathfield + Co #### Historical Learning Learns the last 12 months of Xero/QBO ledger data #### Real-time Adaptation Refines learning with every correction made #### Context Aware Add WhatsApp or email notes to guide the AI 03Comply ### VAT compliance built-in at the point of capture Briefcase searches relevant VAT legislation for every purchase, verifies VAT numbers against HMRC and assigns VAT rates on a line-item basis. Transaction Details ### The Ivy Restaurant Client entertainment £186.40 15/11/2024 Checking invoice validity... Line Items Description VAT Rate Amount Food & Beverages £156.40 Discretionary Service Charge £30.00 Tap the wand icons to see AI reasoning VAT extraction is spot on every time. It's good at picking up reverse charge transactions, many bookkeepers wouldn't pick that up! ![Matthew Cotson](https://briefcase.so/marketing/testimonials/avatars/matthew-cotson.jpg) Matthew Cotson Director, Blu Sky #### VAT Verification Validates VAT numbers with HMRC and checks all requirements for a valid VAT invoice #### Legislation Lookup Searches 100+ VAT notices to find the relevant guidance for each transaction 04Close ### Period-end close and automated working papers Briefcase detects adjustments in real-time, builds schedules, posts journals and reconciles balance sheets automatically. Financial Close Adjustments detectedSchedules builtJournals posted Adobe Creative Cloud £2,400.00 Prepayment Oct 24 — Sep 25 Dell PowerEdge Server £8,500.00 Fixed Asset 5 year SL Q4 Consulting Retainer £15,000.00 Deferred Income Oct 24 — Dec 24 Dec Legal Fees (unbilled) £3,200.00 Accrual Auto-reverse Jan It has certainly helped both us and our clients a lot already - no more spreadsheets and miscalculation from human error. ![Crystal Boston BFP FCA](https://briefcase.so/marketing/testimonials/avatars/crystal-boston.jpg) Crystal Boston BFP FCA Co-Founder & Partner, Delphini #### Prepayments Auto-detects and builds amortisation schedules #### Deferred Income Recognises deferred revenue and posts releases #### Accruals Posts journals that auto-reverse next period #### Fixed Assets Creates depreciation schedules with asset lives #### Balance Sheet Recs Schedules reconcile against ledger balances automatically with offsetting journals matched within each account. External support is attached for audit-ready working papers every period. ### Ready to put your books on Autopilot? [Start free trial](https://app.briefcase.so/sign-up) Integrations ## Connected app or standalone ledger, you choose ![Xero](https://briefcase.so/xero.png)![QuickBooks](https://briefcase.so/quickbooks.png) Briefcase enhances every invoice and receipt with context from your connected ledger, enabling AI to accurately process transactions before posting. Two-way sync Always learning BriefcaseLedger Our standalone MTD-ready ledger built for sole traders and landlords. Get the same powerful AI automation as our Xero and QuickBooks integration, plus additional features designed specifically for simplified tax compliance. Bank feeds AI reconciliation AI cash coding HMRC filing [Learn more about Briefcase Ledger](https://briefcase.so/mtd-for-itsa) Security ## Enterprise-grade protection, built in ISO/IEC 27001 Compliant GDPR ### ISO 27001 and GDPR compliant Compliant with ISO/IEC 27001, the international standard for information security, and fully compliant with UK and EU GDPR. ### Model confidentiality We partner with OpenAI, Anthropic and Google under zero data retention agreements. Your data is never stored by them or used to train their models. ![OpenAI](https://briefcase.so/openai.png)![Anthropic](https://briefcase.so/anthropic.png)![Google](https://briefcase.so/google-wordmark.png) ### Storage & encryption All data is hosted on European servers and encrypted at rest with AES-256 and in transit with SSL/TLS. - AES-256 encryption at rest - SSL/TLS in transit ### Segregation & access Customer data is securely partitioned, no data is ever shared between clients and MFA is required for all accounts. - Database-level isolation - Mandatory MFA > “Particularly impressed with the multi-line feature, and descriptions feature in Briefcase. A lot more comprehensive than in the platform we were using up till now.” ![Ashley Nyamutsambira](https://briefcase.so/marketing/testimonials/avatars/ashley-nyamutsambira.jpg) Ashley NyamutsambiraFinance Manager, Odyssey Dining > “We used to estimate that jobs took up to one minute per invoice. Yesterday I processed 60 invoices in 15mins using Briefcase.” ![Bradley Small](https://briefcase.so/marketing/testimonials/avatars/Bradley-Small-300x300.webp) Bradley SmallManager, Connolly Accountants > “I've never known such quick dev roll outs from user feedback - fantastic!” ![Chris Gascoyne](https://briefcase.so/marketing/testimonials/avatars/chris-gascoyne.jpg) Chris GascoyneDirector, Acumist > “Been using it for our accounts and it has really helped us up our game. It's so easy to use, quick and above all is really intuitive.” ![Crystal Boston BFP FCA](https://briefcase.so/marketing/testimonials/avatars/crystal-boston.jpg) Crystal Boston BFP FCACo-Founder & Partner, Delphini > “Love the prepayment stuff! Always great updates and developments folks! Love to see it.” ![Eric Byram CPA](https://briefcase.so/marketing/testimonials/avatars/eric-byram.jpg) Eric Byram CPADirector, Impact Ops > “You guys have added so many features - it must have been insanely busy behind the scenes 😲” ![Grace Mock FMAAT](https://briefcase.so/marketing/testimonials/avatars/grace-mock.jpg) Grace Mock FMAATDirector, Grace Heathfield + Co > “Briefcase is simple to use, fast to scan documents and smart in how it pulls out what matters. The VAT handling and descriptions are better than anything we've seen.” ![Jenny Evans](https://briefcase.so/marketing/testimonials/avatars/jenny-evans.jpeg) Jenny EvansAccounts & Outsourcing Director, Wilson Partners > “Just been adding the keyboard shortcuts to my Stream Deck, they're so great for getting around Briefcase!” ![Joe Roughton](https://briefcase.so/marketing/testimonials/avatars/joe-roughton.jpeg) Joe RoughtonFounder, JRCo > “I just love how many features you are adding every week. Briefcase has been a game changer for us.” ![Lyn Oaten BA (Hons) FCA](https://briefcase.so/marketing/testimonials/avatars/lyn-oaten.jpg) Lyn Oaten BA (Hons) FCAManaging Partner, Delphini > “Amazing tool, the team love love love using it. All of our clients are now using it.” ![Marelize Bott](https://briefcase.so/marketing/testimonials/avatars/marelize-bott.jpg) Marelize BottFounder, Add-Worth Accountancy Ltd > “Had a client call today and got feedback from a new Briefcase user: "Much better than Dext, interface much clearer".” ![Michael Daly](https://briefcase.so/marketing/testimonials/avatars/michael-daly.jpeg) Michael DalyDirector, Daly Accounting > “Customer support doesn't get better than this!” ![Steve Blackmore](https://briefcase.so/marketing/testimonials/avatars/steve-blackmore.jpeg) Steve BlackmoreDirector, Elver E-Commerce Accountants > “The data capture is more accurate than any OCR solution I've used before. It's great at picking up descriptions, dates and references, which other platforms often struggle with.” ![Alex Hopson](https://briefcase.so/marketing/testimonials/avatars/alex-hopson.png) Alex HopsonSemi Senior Client Advisor, Wilson Partners > “Amazing app and makes bookkeeping a breeze, the new feature to also process tracking categories is remarkable.” ![Fatimah Razak MAAT](https://briefcase.so/marketing/testimonials/avatars/fatimah-razak.jpeg) Fatimah Razak MAATAccountant and Director, AFR Accountancy Services Ltd > “Been using this for a few months now and the speed of document processing is amazing. I love the possibility that comes with using this app, that it allows me more time for working with the client than working on the client data.” ![Natasha Everard](https://briefcase.so/marketing/testimonials/avatars/natasha-everard.jpg) Natasha EverardOwner, Bewitching Bookkeeping > “We've been using Briefcase for the past six months and the results have been really impressive. From ease of use to the automation and the security, it's a step above anything we've used before” ![Bradley Small](https://briefcase.so/marketing/testimonials/avatars/Bradley-Small-300x300.webp) Bradley SmallManager, Connolly Accountants > “Briefcase automatically identifies nuances such as Reverse Charge, something we hadn't expected from software, replacing assumptions like Zero Rated with accurate VAT treatment” ![Bradley Small](https://briefcase.so/marketing/testimonials/avatars/Bradley-Small-300x300.webp) Bradley SmallManager, Connolly Accountants > “How many software companies can you make a feature suggestion to in the early afternoon and before the end of the working day, it's been scoped, coded and implemented? You've gone above and beyond, once again Briefcase. THANK YOU! Everybody there does an amazing job.” ![Chris Gascoyne](https://briefcase.so/marketing/testimonials/avatars/chris-gascoyne.jpg) Chris GascoyneDirector, Acumist > “It has certainly helped both us and our clients a lot already - no more spreadsheets and miscalculation from human error.” ![Crystal Boston BFP FCA](https://briefcase.so/marketing/testimonials/avatars/crystal-boston.jpg) Crystal Boston BFP FCACo-Founder & Partner, Delphini > “We have been using Briefcase for 4 months and love it.” ![Gary Winterborne AATQB](https://briefcase.so/marketing/testimonials/avatars/gary-winterborne.webp) Gary Winterborne AATQBPartner, 360 Accounts & Bookkeeping > “WOW! I am sooo happy - just used Briefcase to process a load of receipts from a work trip to Germany. Blown away by a blurry receipt that has been translated so I can now see the receipt was for "Hot and sour noodle soup with chicken". This is saving so much time.” ![Grace Mock FMAAT](https://briefcase.so/marketing/testimonials/avatars/grace-mock.jpg) Grace Mock FMAATDirector, Grace Heathfield + Co > “My mind is blown with how awesome this invoice capture software is ... It's basically like having another employee - time saving is insane! Well done guys. 👏” ![Jeri Williams FCA](https://briefcase.so/marketing/testimonials/avatars/Jeri-Williams.png) Jeri Williams FCAFounder, Smooth Accounting > “Briefcase are unmatched when it comes to product releases.” ![Josh Probert-Waters](https://briefcase.so/marketing/testimonials/avatars/josh-probert-waters.jpeg) Josh Probert-WatersFounder, Hyphen Digital > “95% of my prepayments were done before my nominal review which I loved, helping me concentrate only on accruals, deferred income & accrued income.” ![Mahqool Mohammad](https://briefcase.so/marketing/testimonials/avatars/mahqool-mohammad.jpg) Mahqool MohammadManagement Accountant, Finance Box > “VAT extraction is spot on every time. It's good at picking up reverse charge transactions, many bookkeepers wouldn't pick that up!” ![Matthew Cotson](https://briefcase.so/marketing/testimonials/avatars/matthew-cotson.jpg) Matthew CotsonDirector, Blu Sky > “We are really enjoying Briefcase at the moment and thanks for the ongoing support/contact, really useful.” ![Nathan Hinchcliffe](https://briefcase.so/marketing/testimonials/avatars/nathan-hinchcliffe.jpg) Nathan HinchcliffeClient Manager - Bookkeeping, Gooding Accounts > “Congrats! You've officially read more VAT guidance than any human ever should. Glad the AI can take one for the team 🤣” ![Steve Blackmore](https://briefcase.so/marketing/testimonials/avatars/steve-blackmore.jpeg) Steve BlackmoreDirector, Elver E-Commerce Accountants > “Automated VAT compliance is a game-changer.” ![Alex Hopson](https://briefcase.so/marketing/testimonials/avatars/alex-hopson.png) Alex HopsonSemi Senior Client Advisor, Wilson Partners > “Changing accounting tools can be difficult and admin intensive. The number one question to ask is whether the new tool will improve your operations enough to warrant the disruption. Having been with Briefcase for 3 months now, I can confidently state that the transition has been well worth it! We currently use the tool for our AP processes - only scratching the surface of its true potential. This tool has replaced Dext and Hubdoc in our tech stack and we're loving it. Not only is the recognition of information on supplier invoices excellent, it also learns from past processing to improve accuracy going forward. 2 features we, as a team, particularly enjoy - excellent identification of duplicate invoices and identification of supplier statements which used to often get published to Xero in error. A great tool, that is only getting better each month!” ![Kyle Forder](https://briefcase.so/marketing/testimonials/avatars/kyle-forder.png) Kyle ForderCo-Founder & CEO, LedgerPlus > “Briefcase has really moved the needle for our practice. Easy to use and intelligent software. The team are in love!” ![Tasnim Mustafa](https://briefcase.so/marketing/testimonials/avatars/tasnim-mustafa.jpeg) Tasnim MustafaFounder, Barnes & Scott ## Accountant approved > “The sales processing has been great and is at least 5 or 6 times quicker than Dext.” ![Bradley Small](https://briefcase.so/marketing/testimonials/avatars/Bradley-Small-300x300.webp) Bradley SmallManager, Connolly Accountants > “Unbelievable product from an unbelievable team!” ![Catharrin Ponnudurai](https://briefcase.so/marketing/testimonials/avatars/catharrin-ponnudurai.jpg) Catharrin PonnuduraiHead of Delivery, Fin-house > “We have found the switch straight forward, and our clients that use Briefcase love it.” ![Chris Metcalf](https://briefcase.so/marketing/testimonials/avatars/chris-metcalf.jpeg) Chris MetcalfDirector, Thomas Emlyn > “I've been waiting 5 years to find a way to publish a certain client's bank statements as they send pictures in to Dext and it never processed! We tried so many different ways to get it to work but no luck - we had to type over 300 transactions manually in a CSV and then upload to Xero! I hoped and prayed Briefcase would do it and IT HAS!! This is great and processed it all in under 5 minutes. Super chuffed as it's saved me hours!” ![Danielle Flawn](https://briefcase.so/marketing/testimonials/avatars/danielle-flawn.jpeg) Danielle FlawnCommunication Coordinator, PML Accountants > “I am LOVING the way it looks at previous stuff and works out where the current stuff should go.” ![Grace Mock FMAAT](https://briefcase.so/marketing/testimonials/avatars/grace-mock.jpg) Grace Mock FMAATDirector, Grace Heathfield + Co > “The team have given me great feedback on Autopilot ... singing its praises and doing happy dances!!” ![Helen Rogers](https://briefcase.so/marketing/testimonials/avatars/Helen-Rogers24.webp) Helen RogersDirector, Matix Accounts > “The updates to make suggestions and post tracking categories have been unbelievably helpful 👏” ![Jim Leeves](https://briefcase.so/marketing/testimonials/avatars/jim-leeves.jpeg) Jim LeevesCo-Founder, Shapes > “I just had a chance to test the new feature - the bank statements extraction from pdf, this is absolutely amazing!!” ![Kamila Paszkowska-Sobolewska](https://briefcase.so/marketing/testimonials/avatars/kamila-sobolewska.png) Kamila Paszkowska-SobolewskaBookkeeper, Finance Box > “I just used the prepayment schedule to release journals in advance and I love it! 😍” ![Mahqool Mohammad](https://briefcase.so/marketing/testimonials/avatars/mahqool-mohammad.jpg) Mahqool MohammadManagement Accountant, Finance Box > “Briefcase's AI categorisation is nearly spot on. I'm impressed with Amazon invoices—suggesting where to code it based on what was actually purchased.” ![Matthew Cotson](https://briefcase.so/marketing/testimonials/avatars/matthew-cotson.jpg) Matthew CotsonDirector, Blu Sky > “We have been using autopilot on all of our clients now apart from two where we have additional approvals and checks to POs and we think its fantastic, it is certainly giving us the time savings which we were after. I think the more we use this then the better it is going to get. It will be our standard approach now to use autopilot across the board.” ![Ross Macdonald](https://briefcase.so/marketing/testimonials/avatars/ross-macdonald.jpeg) Ross MacdonaldOutsource Manager, HJS > “Big kudos for the way Briefcase handled a batch of invoices that came over on one email attachment. A couple were more than page long too and it split all correctly, AND got the VAT right on every single one (which Hubdoc only did about 50% of the time).” ![Tracey Hand](https://briefcase.so/marketing/testimonials/avatars/tracey-hand.jpg) Tracey HandPayroll Coordinator, Finance Box > “With other products, it usually takes me around a minute to check, edit, and publish an invoice. With Briefcase, it's done in just 20 seconds—enabling me to get through my workload three times as fast.” ![Alex Hopson](https://briefcase.so/marketing/testimonials/avatars/alex-hopson.png) Alex HopsonSemi Senior Client Advisor, Wilson Partners > “We've been using Briefcase since its launch and it is definitely a game changer! The team behind Briefcase truly understand accounting processes and compliance. This is evident in the product they are developing. We thought other systems were fast at extracting the data but Briefcase is not only fast, it's intelligent too! With new features being added regularly, it assists bookkeepers and accountants service their clients needs in a timely and compliant manner.” ![Matthew Cowell](https://briefcase.so/marketing/testimonials/avatars/matthew-cowell.jpg) Matthew CowellBookkeeper, Daly Accounting ## Try Briefcase for free today Join hundreds of accounting practices across the UK saving hours every week. [Start free trial](https://app.briefcase.so/sign-up) Trusted by leading practices ![Price Bailey](https://briefcase.so/marketing/testimonials/logos/price-bailey.png)![Smooth](https://briefcase.so/marketing/testimonials/logos/smoothaccounting.png)![Armstrong Watson](https://briefcase.so/marketing/testimonials/logos/armstrong-watson.png)![Wilson Partners](https://briefcase.so/marketing/testimonials/logos/wilson-partners.png) --- # Intro to Briefcase Deck > Canonical page: https://briefcase.so/articles/about-briefcase > Briefcase content index: https://briefcase.so/llms.txt Intro to Briefcase Deck. Below is a shareable overview deck you can use with your team and clients. It explains what Briefcase is, what it does, and how it. Below is a shareable overview deck you can use with your team and clients. It explains what Briefcase is, what it does, and how it fits into your workflow. [Download Briefcase Deck July 2026.pdf](https://kb-assets.briefcase.so/support-kb/uploads/x1hn2t077uqaosunp3vk2w96-Briefcase%20Deck%20July%202026.pdf) --- # Auto-forward your whole inbox: automatic transaction detection and junk filtering > Canonical page: https://briefcase.so/articles/automatic-transaction-detection-and-junk-filtering > Briefcase content index: https://briefcase.so/llms.txt Auto-forward your whole inbox: automatic transaction detection and junk filtering. Every email sent to your unique Briefcase address goes through automatic. Every email sent to your unique Briefcase address goes through **automatic transaction detection**. Briefcase reviews each email and its attachments, processes anything that records a transaction, and automatically archives everything else. Because junk is filtered out for you, you don't need to pick out individual invoices before forwarding. You can set an entire mailbox — for example a shared **accounts@** or **invoices@** inbox — to auto-forward everything to Briefcase, and we'll sort through it for you. # How it works When an email arrives at your Briefcase address, our AI reviews each attachment and asks two questions: **1\. Is it a document?** This filters out images that aren't documents at all — company logos, email signature images, branding graphics, and blank pages that often come attached to emails. **2\. Does it record a transaction?** This checks whether the document is an invoice, receipt, credit note, expense claim, bank or supplier statement, or similar. Marketing emails, newsletters, payment reminders, and email threads that mention an invoice without actually containing one are filtered out. Anything that passes both checks is processed as a transaction. Anything that doesn't is automatically moved to your **Archive** — nothing is deleted. This matters because emails frequently contain extra images alongside the actual invoice — signature graphics, logos, tracking pixels. Briefcase separates these from the real document automatically, so they never appear as transactions to void. # What gets processed Documents that record a transaction, including: - Invoices and pro-forma invoices - Receipts - Credit notes - Expense claims - Bank and supplier statements - Order and travel confirmations # What gets archived automatically - Marketing emails and newsletters - Email signature images, logos, and other branding graphics - Blank pages - Payment reminders and emails that discuss an invoice without containing one - Duplicates of documents already in Briefcase # How to set it up 1\. Find your unique Briefcase email address in **Business Settings** on the left navigation bar (it looks like **your.company.name.1234@briefcase.to**). 2\. In your email provider, create an auto-forwarding rule from the mailbox where invoices arrive to your Briefcase address. Step-by-step guides: [Setting up Email Auto Forwarding (Gmail)](https://briefcase.so/articles/setting-up-email-auto-forwarding-gmail) [Setting up Email Auto Forwarding (Outlook/Microsoft)](https://briefcase.so/articles/setting-up-email-auto-forwarding-outlook-microsoft) 3\. That's it. You can forward the whole mailbox — there's no need to set up filters that try to guess which emails contain invoices. Emails without attachments are processed too: Briefcase converts the email body itself into a document, so invoices sent as plain email text aren't missed. # Reviewing archived items Everything that's filtered out is kept in the **Archive**, which you can open from the left navigation bar within a client account. Each archived item shows why it was archived, and you can unarchive anything that should have been processed — it will then go through extraction as normal. # Restricting who can send documents By default, your Briefcase address accepts email from any sender. If you'd like to lock it down, you can add **Allowed senders** in **Business Settings** — either full email addresses (person@acme.com) or whole domains (@acme.com). Once the list has at least one entry, emails from any other sender are rejected. # Good to know - Up to 20 attachments are processed per email. - Supported attachment types: PDFs, images, Word documents (.docx) and Excel spreadsheets (.xlsx). Word and Excel files are converted to PDF automatically. - The original email content is attached to every transaction it produced, preserving context that may not appear on the invoice itself. --- # Billing, licenses and auto-upgrade explained > Canonical page: https://briefcase.so/articles/billing-licenses-and-auto-upgrade-explained > Briefcase content index: https://briefcase.so/llms.txt Billing, licenses and auto-upgrade explained. This guide explains how Briefcase billing works end-to-end - the tier-based pricing model, how billable documents. This guide explains how Briefcase billing works end-to-end - the tier-based pricing model, how billable documents are counted, what billing quarters mean, how to assign licenses to connections, and how **auto-upgrade** keeps your accounts accessible without surprise per-document fees. * * * ## Pricing model at a glance Briefcase uses a tier-based license model. Every connection (client/entity) needs a license assigned to it. Each tier has the same full feature access and unlimited users - the only difference is the quarterly billable-document allowance. - **Low** - up to 75 billable documents per quarter - **Medium** - up to 250 billable documents per quarter - **High** - up to 750 billable documents per quarter - **Ultra** - up to 1,500 billable documents per quarter See current pricing on the [pricing page](https://briefcase.so/pricing?for=accountants). ![image.png](https://kb-assets.briefcase.so/support-kb/1235396734/0-1778598409396-image.png "image.png") * * * ## What counts as a billable document? Only documents that have been actioned in your ledger count. Items still in review, duplicates and archived items do not count. - **Published invoices, receipts and credit notes** - 1 billable document each - **Exported bank statements** - 2 billable documents each - **Reconciled supplier statements** - 2 billable documents each **Usage vs billable documents.** The usage figures shown on the dashboard won't always match the billable-document count on the billing page. Usage counts every document uploaded; the billing page counts only documents that have been published, exported or reconciled. Time periods may also differ (e.g. last 90 days vs your specific billing quarter). * * * ## Billing quarters Quarterly limits are measured against **your subscription's own quarter**, not the calendar quarter. - Your quarters run from your **subscription start date** (e.g. if you started on 1 November 2025, your quarters are Nov-Jan / Feb-Apr / May-Jul / Aug-Oct). - The billing page shows up to 4 quarters of historical document data so you can see trends. ![Screenshot 2026-05-12 at 16.08.25.png](https://kb-assets.briefcase.so/support-kb/1235396734/1-1778598573927-Screenshot2026-05-12at16.08.25.png "Screenshot 2026-05-12 at 16.08.25.png") * * * ## Assigning licenses to connections Every connection needs a license to be accessed. You can manage assignments from **Settings > Billing**. 1. Go to the [billing page](https://app.briefcase.so/settings?tab=billing). 2. Find the connection you want to assign in the licenses table. 3. Pick a tier (Low / Medium / High / Ultra). If you don't have an unassigned license at that tier, Briefcase will flag it as a **pending change** to your license counts and prompt you to confirm the subscription update. 4. Confirm to apply - prorated charges (if any) hit your subscription that day. **Connections without a license** lose product access until you assign one. They also won't be auto-upgraded. * * * ## Auto-upgrade Auto-upgrade keeps connections inside their license limit without you having to monitor usage manually. When a connection goes **10% over** its quarterly limit, Briefcase will automatically upgrade it to the next tier that fits its volume. ### How it works 1. A connection's billable documents tick past 110% of its tier limit (e.g. 83+ documents on a Low license). 2. Briefcase tries to use an **unassigned license** already on your subscription at the right tier and reassigns it to that connection. 3. If you don't have a spare, Briefcase **upgrades your license** to the next tier. You're charged a prorated amount the same day. 4. Billable actions on the connection resume immediately - no interruption. ### Turning auto-upgrade on or off Toggle auto-upgrade any time from the [billing page](https://app.briefcase.so/settings?tab=billing). Only admins can change this setting. ### What happens if I opt out? If auto-upgrade is off and a connection hits its quarterly limit, the following **billable actions are blocked** until you manually upgrade the connection's license: - Publishing invoices, receipts or credit notes - Exporting bank statements - Reconciling supplier statements You also lose the 10% buffer that auto-upgrade applies - actions are blocked at 100% of the limit rather than 110%. * * * ## Downgrades You can reduce subscription license counts at any time, subject to your plan's minimums. - Per-connection downgrades are **blocked if the connection has already exceeded the lower tier's quarterly limit**. For example, a connection on Medium that has published 100 documents this quarter cannot be downgraded to Low (which has a 75-doc limit). - If you want to downgrade a connection that's over its target tier's limit, wait until the next billing quarter. * * * ## Who can manage billing Only **admins** can: - View the billing page - Buy, upgrade or downgrade licenses - Assign or unassign licenses to connections - Toggle auto-upgrade on or off - View past invoices and update payment details You can change who has admin access on the [organisation settings page](https://app.briefcase.so/settings?tab=organization). * * * ## FAQs ### How are auto-upgrades billed? Prorated charges are applied to your Stripe subscription the same day the upgrade happens. You can see the breakdown on your next invoice. ### What if a connection is only a few documents over the limit? Auto-upgrade only triggers at **10% over** the quarterly limit, so small overages don't cause a tier change. For example, a Low connection won't auto-upgrade until it crosses 83 billable documents (110% of 75). ### Can I turn auto-upgrade off later? Yes. You can toggle auto-upgrade on or off any time from the [billing page](https://app.briefcase.so/settings?tab=billing). If you turn it off, connections that hit their quarterly limit will have billable actions blocked until you manually upgrade them. ### What counts as a "billable document"? Published invoices, receipts and credit notes count as 1 each. Exported bank statements and reconciled supplier statements count as 2 each. Items in review, duplicates and archived items don't count. ### Why doesn't my usage match my billable document count? Usage on the dashboard counts every document **uploaded**, while billable documents on the billing page count only documents that have been **published, exported or reconciled**. The time period may also differ - usage often shows the last 90 days, while billing uses your specific subscription quarter. ### When does my billing quarter reset? Your quarters run from your subscription start date, not the calendar quarter. You can see your current quarter's dates on the billing page. ### What happens if a connection has no license assigned? The connection loses product access until you assign a license, and it won't be auto-upgraded. Assign one from the [billing page](https://app.briefcase.so/settings?tab=billing). ### What is a "pending change" when I assign a license? If you assign a tier where you don't currently have an unassigned license available, Briefcase flags it as a pending change. You'll be prompted to confirm the subscription update before the new license is purchased and assigned. ### Why can't I downgrade a connection? You can't downgrade a connection if it has already exceeded the lower tier's quarterly limit. For example, a Medium connection that has published 100 documents this quarter can't be downgraded to Low (75-doc limit). Wait until the next quarter to make the change. ### Who can manage billing in my organisation? Only admins can view the billing page, buy or change licenses, and toggle auto-upgrade. Change admin access on the [organisation settings page](https://app.briefcase.so/settings?tab=organization). * * * Got a question we haven't covered? Email [support@briefcase.so](mailto:support@briefcase.so). --- # Briefcase Infosec > Canonical page: https://briefcase.so/articles/briefcase-data-security > Briefcase content index: https://briefcase.so/llms.txt Briefcase Infosec. Last updated: 8 May 2026 Security and data protection are foundational to Briefcase. We work closely with leading UK accounting firms to. *Last updated: 8 May 2026* Security and data protection are foundational to Briefcase. We work closely with leading UK accounting firms to safely deploy AI across their organisations and we apply enterprise-grade controls to protect all customer data. ## 🔒 ISO/IEC 27001:2022 Certified Briefcase Tech Ltd is independently certified to **ISO/IEC 27001:2022** - the leading international standard for information security management. - **Certificate number:** IS-IA-2026-05-05-01 - **Certifying body:** Insight Assurance, LLC (IAS-accredited, MSCB-306) - **Issued:** 5 May 2026 · **Valid until:** 4 May 2029 · **Next surveillance:** 4 May 2027 - **Scope:** The Information Security Management System (ISMS) supporting the design, development, deployment, operation, and support of the Briefcase AI-native SaaS platform. A copy of our certificate and letter of attestation is provided at the bottom of this page. Supporting documentation is available on request — email [support@briefcase.so](mailto:support@briefcase.so). **Summary:** - Briefcase Tech Ltd is independently certified to **ISO/IEC 27001:2022**, the leading international standard for information security management. - Briefcase is fully UK and EU GDPR-compliant and hosts all data exclusively on European servers (AWS in Ireland), which are ISO 27001 and SOC 2 compliant. - AI models are used under strict zero-day retention agreements with no logging, storage or model training on customer data. - Customer data is secured by MFA, logically segregated and never shared between accounts or sold to third parties. * * * ## GDPR Compliance Briefcase acts as a Data Processor on behalf of our customers, who are the Data Controllers under UK GDPR. This means customers determine the purposes and means of processing personal and financial data, and Briefcase processes that data solely on their instructions. We support all UK GDPR rights and obligations, including access, rectification, deletion and breach notification within required timelines. ## Data Policy & Retention - As long as you have an active Briefcase subscription, we will hold your and your clients' data, including all copies of invoices and receipts, on the Briefcase platform indefinitely. - If you cancel your subscription, we may permanently delete all data after 30 days unless legally required to retain it. - You may request deletion at any time via [**support@briefcase.so**](mailto:support@briefcase.so). ## Security Controls Our security controls are operated as part of the ISMS independently certified to ISO/IEC 27001:2022. We never share data between clients or practices, nor do we sell data to third parties. Specifically: - **Data Encryption**: Data is encrypted in transit (TLS 1.2+) and at rest (AES-256), including backups. - **Data Segregation**: Each customer's data is logically segregated at the database level and never shared between tenants or accounts. - **Access Controls**: Access to production data is limited to very few authorised Briefcase employees, with access logged and reviewed regularly, principles of least privilege applied and MFA enforced. - **Zero data retention for AI:** Third-party LLM providers are used under strict zero-day retention agreements with no logging, storage or model training on customer data. - **Monitoring & Alerting**: We maintain continuous infrastructure and application monitoring with immediate alerting, incident response processes, escalation procedures and timely customer notification where required. Automated vulnerability scanning runs multiple times per week to identify and address potential risks proactively. - **Data Minimisation**: We collect and process only the data strictly necessary to perform each task, ensuring minimal exposure and reducing the overall data footprint across our systems. ## Multi-Factor Authentication (MFA) - Multi-Factor Authentication is enforced across all Briefcase accounts. - Users must set up MFA using either a standard TOTP authenticator app (such as Microsoft Authenticator, Google Authenticator, 1Password or Apple Passwords) or by using an email verification code. - Users are prompted to enable MFA on first login and may skip setup a maximum of two times. MFA is required whenever a new device is used and must be re-verified every 30 days. ## Data Hosting - All customer data is stored exclusively in the EU, using AWS infrastructure in Ireland. Backups are kept for 7 days and are also stored in the EU. - Our hosting provider AWS is fully ISO 27001, SOC 2 and HIPAA compliant. You can read more about AWS compliance [here](https://aws.amazon.com/compliance/). ## AI Model Confidentiality Customer data is never sold or used to train AI models. - We partner with OpenAI, Anthropic and Google to process data strictly under Zero Data Retention terms which means no logging, no saving, no training and no storage after inference. - We've attached the relevant signed addendums and agreements with OpenAI and Anthropic to this infosec report. - Google's Vertex AI supports zero-retention when configured correctly. Cached or logged data is disabled for our usage and we've attached the relevant policies confirming that this substantiates zero-data retention. ## International Data Transfers & Sub-Processors Briefcase uses a limited number of vetted third-party sub-processors to deliver its services. You can see the full list of sub-processors, what they do, where they are located and their data retention period in our [Privacy Policy](https://www.briefcase.so/privacy-policy). Below we summarise only those sub-processors located outside the UK and EU, together with the lawful transfer mechanism relied upon. ### Stripe (Billing & Payments) Stripe, Inc. – United States. Billing and contact information only (payments from customers to Briefcase). Stripe does not process end-user client accounting data unless a customer is directly billed by Briefcase. **Transfer mechanism:** - UK adequacy via the EU–US Data Privacy Framework with UK Extension - Standard Contractual Clauses available as a contractual fallback under Stripe's Data Processing Agreement ### Google (Vertex AI – AI Processing) Google LLC – United States **Transfer mechanism:** - UK adequacy via the EU–US Data Privacy Framework with UK Extension - Standard Contractual Clauses as a fallback under the Google Cloud Data Processing Addendum **Supplementary safeguards:** - Zero Data Retention achieved through configuration (abuse-monitoring opt-out and project-level caching disabled). Supporting policy and configuration evidence is attached. ### Anthropic (AI Processing) Anthropic, PBC – United States **Transfer mechanism:** - EU Standard Contractual Clauses with UK Addendum, incorporated via Anthropic's Data Processing Addendum **Supplementary safeguards:** - Signed Zero Data Retention certificate confirming deletion of prompts and outputs post-inference (attached). ### OpenAI (AI Processing) OpenAI OpCo, LLC – United States **Transfer mechanism:** - EU Standard Contractual Clauses with UK Addendum, incorporated via OpenAI's Data Processing Addendum **Supplementary safeguards:** - Approved Zero Data Retention amendment confirming no logging, storage, or training on customer data (attached) In all cases, transfers are limited, purpose-specific, and supported by contractual, technical, and organisational safeguards, including zero data retention for AI processing, materially reducing transfer risk. **More information can be found in our** [**privacy policy**](https://www.briefcase.so/privacy-policy) **and** [**terms of service**](https://www.briefcase.so/terms-of-service) * * * ## **Attachments** [05 ISMS Certificate v1.0 - Briefcase Tech Ltd.pdf](https://kb-assets.briefcase.so/support-kb/3822064671/0-1778237046677-05ISMSCertificatev1.0-BriefcaseTechLtd.pdf) [Letter of Attestation - Briefcase Tech Ltd.pdf](https://kb-assets.briefcase.so/support-kb/uploads/af7wxui1uw9ojd4bo5rbfp29-Letter-of-Attestation-Briefcase-Tech-Ltd.pdf) [Amendment (Briefcase Tech Ltd and OpenAI)-2.pdf](https://kb-assets.briefcase.so/support-kb/3822064671/1-1758472896626-Amendment_28BriefcaseTechLtdandOpenAI_29-2.pdf) [ZDR Certificate (Briefcase Tech Ltd and Anthropic Ireland, Limited).pdf](https://kb-assets.briefcase.so/support-kb/3822064671/2-1758472923107-ZDRCertificate_28BriefcaseTechLtdandAnthropicIreland_Limited_29.pdf) [Abuse monitoring \_ Generative AI on Vertex AI \_ Google Cloud.pdf](https://kb-assets.briefcase.so/support-kb/3822064671/3-1758473033235-Abusemonitoring_GenerativeAIonVertexAI_GoogleCloud.pdf) [Vertex AI and zero data retention \_ Generative AI on Vertex AI \_ Google Cloud.pdf](https://kb-assets.briefcase.so/support-kb/3822064671/4-1758473067415-VertexAIandzerodataretention_GenerativeAIonVertexAI_GoogleCloud.pdf) --- # Briefcase Webinars: Working Papers & New Era of Ledger > Canonical page: https://briefcase.so/articles/briefcase-webinars-working-papers-new-era-of-ledger > Briefcase content index: https://briefcase.so/llms.txt Briefcase Webinars: Working Papers & New Era of Ledger. Watch the webinars Briefcase has run with our partners below: 1. Webinar on Working Papers: Watch. Watch the webinars Briefcase has run with our partners below: 1\. Webinar on Working Papers: [Watch here](https://riverside.com/dashboard/studios/sam-metholds-studio/recordings/2591312f-60a7-4377-9f8a-ae59b2e73feb?share-token=1d376a7d5447bd4419e3&content-shared=recording&hls=true) - No more Excel - learn how Briefcase supports Working Papers directly from our Founder - Reuben 2\. Webinar on a New Era of Ledger, in partnership with 2020 Innovation - AI needs context to be useful and the current ledgers aren't fit for purpose to collect, store and act upon that context. Context lives in emails, schedules, working papers, processes, call notes, and the brains of millions of accountants. For the profession to use AI to its fullest, we need a new era of ledger. More like an operating system, where accounting work actually happens. --- # 5 Reasons to Switch to Briefcase > Canonical page: https://briefcase.so/articles/copy-of-5-reasons-to-switch-to-briefcase > Briefcase content index: https://briefcase.so/llms.txt 5 Reasons to Switch to Briefcase. Briefcase helps you capture and organise invoices and receipts more effectively, so you (and your accountant) can make. Briefcase helps you capture and organise invoices and receipts more effectively, so you (and your accountant) can make better-informed decisions - without extra hassle. ### ⚡ Effortless Upload - **WhatsApp Integration:** Snap and send receipts directly via WhatsApp—no extra apps needed. - **Email Forwarding:** Simply forward supplier emails to your personal Briefcase address, and our AI takes care of the rest. ### 📧 Smart Email Filtering - **Autoforward and Forget:** Set your current email address to autoforward to your personal Briefcase address and AI will automatically identify the real invoices and receipts, keeping junk mail out. ### ✂ Automatic Document Splitting - **No More Manual Splitting:** Briefcase will recognise and split PDFs with multiple invoices automatically (up to 20 pages). No extra clicks required, just upload everything at once and let our AI do the heavy lifting. ### 🔍 Enhanced Duplicate Detection - **Prevent Double Payments:** Our AI flags duplicates so you never risk paying the same supplier twice. Even if your supplier issues both an invoice and a receipt for the same purchase, Briefcase knows they’re duplicates and keeps your payables clean and accurate. ### ⭐ Detailed Data & Better Insights - **Rich Descriptions:** See exactly what you’re purchasing—no more mystery items on your P&L. - **Better P&L Visibility:** Understand exactly where your money goes, making it easier to plan and manage cash flow. - **Greater Accuracy:** Reduce manual mistakes with structured, AI-enhanced data. - **Smarter Collaboration:** Give your accountant the clarity they need to offer proactive, valuable advice. --- # Email draft - Informing clients about switching to Briefcase > Canonical page: https://briefcase.so/articles/draft-email-for-client-communication > Briefcase content index: https://briefcase.so/llms.txt Email draft - Informing clients about switching to Briefcase. Below is an email template you can copy and customise to share with your clients to let them know. Below is an email template you can copy and customise to share with your **clients** to let them know about your choice to use Briefcase for invoice capture and bookkeeping. * * * Dear \[Client\], Following some systems testing we would like to share the exciting news that from **\[Monday 20th July\]** we’ll be transitioning away from **\[Old Invoice Capture Tool\]** to **Briefcase**, our new data entry and bookkeeping platform. **Why Briefcase?** [Briefcase](https://briefcase.so/) is a market leader in AI-native bookkeeping for accountants. It uses multimodal AI to capture invoices faster, categorise them more accurately, and ensure better VAT compliance - making your experience working with us even smoother and more efficient. Briefcase takes your data security seriously and is ISO 27001 certified. **What you need to do:** - Stop uploading to **\[Old Invoice Capture Tool\]** end of day **\[Sunday 19th July\]** - Start uploading to Briefcase on **\[Monday 20th July\].** - Sign up to Briefcase via your email invitation and set up MFA - invite will come from [**no-reply@notifications.briefcase.so**](mailto:no-reply@notifications.briefcase.so) **Uploading Made Easy:** - Briefcase makes sharing invoices and receipts effortless. - You can WhatsApp them to: **+447380878620** - You can email them to: [**XXX-XXX-XXX-8925@briefcase.to**](mailto:XXX-XXX-XXX-8925@briefcase.to) We’re here to make this transition seamless for you, so to ensure a smooth transition, please shout for us to jump on a call with you to check you are happy with the change in process if you feel you need it. Best regards, \[Your Name\] * * * ## Useful Links [📄 Getting started with Briefcase (One-Pager)](https://briefcase.so/articles/getting-started-with-briefcase-one-pager) [Intro to Briefcase Deck](https://briefcase.so/articles/about-briefcase) --- # Email draft - Informing team members about transitioning to Briefcase > Canonical page: https://briefcase.so/articles/draft-email-for-team-communication > Briefcase content index: https://briefcase.so/llms.txt Email draft - Informing team members about transitioning to Briefcase. Below is an email template you can copy and customise to share with your team to let. Below is an email template you can copy and customise to share with your **team** to let them know about your choice to use Briefcase for invoice capture, bookkeeping, and financial close. * * * **Subject:** Exciting New Tool for Our Clients: Introducing Briefcase Dear Team, We’re excited to announce that we are rolling out [**Briefcase**](https://www.briefcase.so/), our new platform for data entry and bookkeeping automation. As we continue to provide the best service to our clients, Briefcase will help us achieve faster, more accurate invoice capture, categorisation, and VAT compliance—allowing us to streamline workflows and reduce manual work across the board. **Why Briefcase?** - **Speed and Accuracy**: Briefcase uses AI to process invoices faster and more accurately than OCR, with line-level descriptions. - **AI Categorisation:** Automatically categorises transactions to a client’s unique chart of accounts, no supplier rules needed. - **Improved VAT Compliance**: Identifies and codes VAT transactions (e.g. reverse charge, zero-rated, 20%, etc.) based on HMRC legislation. - **Continuous Learning**: Gets smarter the more you use it, adapting to client-specific data. - **Trustworthy AI**: Transparent, auditable decisions with full explainability. **Next Steps:** We’d like you to **sign up for Briefcase** and start using it for your clients as soon as possible. Here’s the link to sign up: \[Briefcase Sign-Up Link\] **Helpful Resources:** - [**Briefcase Help Centre:**](https://support.briefcase.so/) This is the best place for everything you need to know about using Briefcase. It includes video tutorials, guides, FAQs, and more. The sooner you get started, the sooner you’ll start seeing the benefits. If you have any questions or need help, just let me know. Best, \[Your Name\] Additional resource: - [Intro to Briefcase Deck](https://briefcase.so/articles/about-briefcase) --- # Email draft - Informing clients about trialling Briefcase > Canonical page: https://briefcase.so/articles/email-draft-informing-clients-about-trialling-briefcase > Briefcase content index: https://briefcase.so/llms.txt Email draft - Informing clients about trialling Briefcase. Below is an email template you can copy and customise to share with your clients to let them know. Below is an email template you can copy and customise to share with your **clients** to let them know that you are planning to trial Briefcase as a new software for invoice capture. * * * **Subject:** We are trialling a new invoice capture software! Dear \[Client\], We are currently trialling a new data entry and bookkeeping automation platform that will make it easier for you to share data with us and reduce the back-and-forth required to ensure we have the right information. **Why Briefcase?** Briefcase is a market leader in AI-native bookkeeping. It uses multimodal AI to capture invoices faster, categorise them more accurately, and ensure better VAT compliance—making your experience smoother and more efficient than ever before. **How will this impact you?** With Briefcase, you can share information with us in a few ways: 1. **WhatsApp:** Add Briefcase as a contact on your WhatsApp and simply send images of receipts and invoices directly to your client account. 2. **Email:** Send emails directly to your client’s account or set up an “auto-forwarding” rule to send all emails into the system where it will intelligently archive non-transactional items and only show us unique invoices / receipts. 3. **Web Upload:** Log into your Briefcase account and simply upload files directly to your account, in a range of formats (e.g. PDF, Word, Excel, JPEG) **What do you need to do?** If you are interested in giving this a try, **just respond to this email** and we will share a sign-up link. Once you receive this, follow the instructions to get your account and WhatsApp connection set up. Then, simply start sending your invoices using Briefcase’s intelligent upload methods. Best regards, \[Your Name\] --- # Email Upload > Canonical page: https://briefcase.so/articles/email-upload > Briefcase content index: https://briefcase.so/llms.txt Email Upload. When you connect a client to Briefcase, a unique Briefcase email address is automatically generated. You can find it by opening the client. When you connect a client to Briefcase, a **unique Briefcase email address** is automatically generated. You can find it by opening the client account and checking **Business Settings** on the left navigation bar. Example: [**your.company.name.1234@briefcase.to**](mailto:your.company.name.1234@briefcase.to) # Email forwarding All invoices and bank statements can be sent to this single email and our AI will review each email and allocate them to the correct inbox. Even if there are no attachments, Briefcase will convert the email body into a PDF for processing. Any duplicates or non-transactional documents are automatically routed to your **Archive**. # Email content Email content is automatically attached as a secondary attachment for every transaction originating from the email, preserving important context that may not appear in the invoice itself. ![email context.avif](https://kb-assets.briefcase.so/support-kb/9962251175/0-1758498911993-emailcontext.avif "email context.avif") # Auto-forwarding rules Set up automatic email forwarding in your email service (like [Gmail](https://support.google.com/mail/answer/10957?hl=en) or [Outlook](https://support.microsoft.com/en-us/office/turn-on-automatic-forwarding-in-outlook-7f2670a1-7fff-4475-8a3c-5822d63b0c8e?ui=en-us&rs=en-us&ad=us)) to send relevant emails to your Briefcase address automatically. Check out these articles to get it setup: [📄 Setting up Email Auto Forwarding (Outlook/Microsoft)](https://briefcase.so/articles/setting-up-email-auto-forwarding-outlook-microsoft) [📄 Setting up Email Auto Forwarding (Gmail)](https://briefcase.so/articles/setting-up-email-auto-forwarding-gmail) Enable auto-forwarding and use our AI to save time on manual inbox reviews, file downloading, and file sorting. --- # Getting Started with Briefcase > Canonical page: https://briefcase.so/articles/getting-started-with-briefcase > Briefcase content index: https://briefcase.so/llms.txt Getting Started with Briefcase. Briefcase makes it easy to capture and share invoices and receipts with your accountant. 3 Simple Steps to Get Started 1. Sign. [Briefcase](https://www.briefcase.so/) makes it easy to capture and share invoices and receipts with your accountant. # 3 Simple Steps to Get Started ## 1\. Sign up to Briefcase ✅ Your accountant will send you an invite link—keep an eye out for an email titled “Welcome to Briefcase!” Click the link and follow the steps to set up your account. ## 2\. Snap & Send via WhatsApp 📱 If you didn’t add your mobile during sign up, head over to the settings page and add it. Then, scan the QR code below with your normal phone camera to add Briefcase to your WhatsApp contacts. ![image.png](https://kb-assets.briefcase.so/support-kb/3938138675/0-1759487400991-image.png "image.png") *If the QR code doesn't work, you can add +447380878620 to your contacts instead.* You will now be able to send invoices and receipts directly to Briefcase via WhatsApp! ## 3\. Forward Emails 📥 During sign up, you will receive a unique Briefcase email address resembling the following: 📧 [your.company.name.1234@briefcase.to](mailto:your.company.name.1234@briefcase.to) You can now forward emails with invoices or receipts attached to that address. Pro tip: Set up autoforwarding in your email (see [Gmail](https://support.google.com/mail/answer/10957?hl=en) or [Outlook](https://support.microsoft.com/en-us/office/turn-on-automatic-forwarding-in-outlook-7f2670a1-7fff-4475-8a3c-5822d63b0c8e?ui=en-us&rs=en-us&ad=us) instructions) to avoid manual forwards. **That’s it!** Just upload your invoices and receipts, and Briefcase AI will work with your accountant to keep your books accurate and up to date—so you can focus on growing your business. **Visit the** [**Help Centre**](https://briefcase.so/help) **for more.** --- # Getting started with Briefcase (One-Pager) > Canonical page: https://briefcase.so/articles/getting-started-with-briefcase-one-pager > Briefcase content index: https://briefcase.so/llms.txt Getting started with Briefcase (One-Pager). Below you will find a short one-pager covering how to get set up with your Briefcase account: 🔗 Web Link: Getting. Below you will find a short one-pager covering how to get set up with your Briefcase account: 🔗 Web Link: [Getting Started with Briefcase](https://briefcase.so/articles/getting-started-with-briefcase) The page below has a more in-depth introduction to Briefcase, with a video introduction and useful links for clients to get started: [📄 How to get started with Briefcase as a client](https://briefcase.so/articles/how-to-get-started-with-briefcase-as-a-client) --- # How Briefcase protects your information > Canonical page: https://briefcase.so/articles/how-briefcase-protects-your-information > Briefcase content index: https://briefcase.so/llms.txt How Briefcase protects your information. Providing enterprise-grade data protection is core to our mission at Briefcase 💼 When your accountant uses. **Providing enterprise-grade data protection is core to our mission at Briefcase** 💼 When your accountant uses Briefcase, they are choosing a platform that puts **privacy, security, and ethical use** at the centre of everything we do. We work with leading accounting firms and have built Briefcase to help them process financial documents **faster and more accurately** – without ever compromising on the confidentiality of your data. ### **Summary** - Your financial data belongs to you and your accountant — we just help them work with it securely. - We don’t use your data to train third-party AI models or do anything outside what your accountant has asked us to do. - We are committed to keeping our platform up to date and always aligned with best practices for privacy and ethics. ### **Our Approach to Data Security** - Any receipts, invoices, or financial documents shared with your accountant through Briefcase are protected using industry-standard encryption. - All user data is encrypted with AES-256 while at rest and protected with TLS during transmission to ensure end-to-end security. - Your information is never shared, sold, or used for any purpose other than what your accountants use it for. - Each business’s data stays strictly segregated. All data is stored on secure servers in Europe that are SOC 2 and HIPAA compliant, following strict privacy laws including GDPR. - Briefcase uses multi-factor authentication (MFA), adding an extra layer of security so your account stays protected even if a password is compromised. - We have signed “Zero-Data-Retention” policies with our foundation model partners. This means your data is not stored, logged, or used to train third-party AI models. - Some personal data may be processed or accessed outside the UK or EEA, including the United States. We ensure that appropriate safeguards such as Standard Contractual Clauses are in place for all international transfers in accordance with UK GDPR. **More information can be found in our** [**privacy policy**](https://www.briefcase.so/privacy-policy)**.** > Contact us with any questions or reach out to our team directly at: [hello@briefcase.so](mailto:hello@briefcase.so) --- # How can I bulk upload accrued expenses to Briefcase? > Canonical page: https://briefcase.so/articles/how-can-i-bulk-upload-accrued-expenses-to-briefcase > Briefcase content index: https://briefcase.so/llms.txt How can I bulk upload accrued expenses to Briefcase?. How can I bulk upload accrued expenses to Briefcase? This guide covers how to bulk import accrued. # How can I bulk upload accrued expenses to Briefcase? This guide covers how to bulk import accrued expenses into Briefcase using a CSV, so you can track and post your accrual journals in one place. ## How it works To bulk import accrued expenses into Briefcase, you’ll need to use a correctly formatted CSV file. You can import up to **500 accrued expenses** in a single CSV. ## Formatting the CSV The CSV must contain the following headers: - **description:** A description of the accrued expense. This is required. - **amount:** The accrual amount in the client’s base currency. Enter a positive number without a currency symbol, for example `1200.50`. - **date:** The date of the accrual journal in `YYYY-MM-DD` format. - **expenseAccountCode:** The code for the expense account to debit in your chart of accounts. - **liabilityAccountCode:** The code for the liability account to credit in your chart of accounts. - **alreadyPosted:** Enter `true` or `1` if the accrual has already been posted outside Briefcase and you’re adding it for tracking purposes. Briefcase will track the accrual without posting the journal again. If left blank or set to `false`, the accrual will be created as a draft ready for review and posting. |💡 **Note:** Account codes are specific to each client. `expenseAccountCode` must be an active profit and loss expense account, and `liabilityAccountCode` must be an eligible balance sheet liability account. The following liability accounts cannot be used: - Xero system liability accounts - QuickBooks Accounts Payable or Accounts Receivable accounts - Briefcase Ledger liability accounts that are not configured as accrued expenses accounts You can download a CSV template by following these steps: 1. Navigate to **Financial Close → Accrued Expenses** from the sidebar. 2. Click the dropdown next to **Add accrued expense**, then click **Bulk import**. 3. In the modal, click **Download template** to download a CSV with the correctly formatted columns. Do not rename or remove any of the column headings in the template. ## Uploading the CSV Once you’ve completed your CSV, you can upload it to Briefcase: 1. Drag and drop the CSV into the modal, or click to upload it. 2. Briefcase will validate the CSV and surface any errors. Once valid, you’ll see a preview of the accrued expenses to be imported. 3. Select or deselect the rows you want to process, then click **Import x rows**. 4. Briefcase will process each row and create the accrued expenses in the background. 5. Accruals where `alreadyPosted` is blank or `false` will appear as drafts ready for review and posting. Accruals where `alreadyPosted` is `true` will be recorded as already posted outside Briefcase, so the journal won’t be posted again. If you see validation errors, check that: - Dates use the `YYYY-MM-DD` format. - Amounts are positive numbers of at least `0.01`. - Account codes exist and are active for the client. - `expenseAccountCode` is an expense account. - `liabilityAccountCode` is an eligible liability account. - The CSV contains no more than 500 data rows. |💡 **Note:** Bulk import does not currently support Xero tracking categories or QuickBooks classes. These can be added separately in Briefcase after importing. Uploading the same CSV more than once will create another set of accrued expenses, so check that the previous import has completed before uploading it again. --- # How can I bulk upload assets to Briefcase? > Canonical page: https://briefcase.so/articles/how-can-i-bulk-upload-assets-to-briefcase > Briefcase content index: https://briefcase.so/llms.txt How can I bulk upload assets to Briefcase?. This guide covers how you can bulk import assets via a CSV into Briefcase in order to take advantage of automated. This guide covers how you can bulk import assets via a CSV into Briefcase in order to take advantage of automated depreciation schedules. # How it works In order to bulk import assets into Briefcase, you need to use a CSV file formatted in the correct way. ## Formatting the CSV The CSV must contain the following headers: - **description**: a description of the asset (required) - **costBasis**: purchase cost of the asset - **acquisitionDate**: date of acquisition of the asset in the format YYYY-MM-DD - **releaseFromDate**: date in which Briefcase starts posting depreciation. If blank this will be defaulted to the 1st of the month of the acquisition date. If **accumulatedDepreciationToDate** is set, the **releaseFromDate** must also be set. - **usefulLifeMonths**: the **remaining** number of months to depreciate the asset for - **residualValue**: the value of the asset at the end of its useful life - **supplierName**: name of the supplier - **assetAccountCode**: code for the fixed asset used to capitalise the asset in your chart of accounts - **depreciationExpenseAccountCode**: code for the depreciation expense account in your chart of accounts - **accumulatedDepreciationAccountCode**: code for the accumulated depreciation (contra-asset) account in your chart of accounts - **accumulatedDepreciationToDate**: total accumulated depreciation of the asset - **depreciationMethod:** how the asset should be depreciated, either STRAIGHT\_LINE or REDUCING\_BALANCE (defaults to straight line if left blank) - **alreadyDepreciated**: enter "true" or 1 if the entire schedule has already been depreciated and you are adding it to Briefcase for tracking only purposes. Note that if this column is true: - Briefcase will not post any depreciation for this fixed asset, it will simply track it - The **releaseFromDate** and **accumulatedDepreciationToDate** cannot be defined - The **costBasis** and **usefulLifeMonths** must be defined - **isNonDepreciable:** enter "true" or 1 if the asset does not amortise or depreciate. - If this column is true, no depreciation schedule will be created for the asset. The following columns cannot be defined if this column is true: - **releaseFromDate** - **usefulLifeMonths** - **residualValue** - **depreciationExpenseAccountCode** - **accumulatedDepreciationToDate** - **depreciationMethod** - **alreadyDepreciated** Note that only the **description** is required for each row in the CSV. If any of the data is not present, you will be able to add it later in the review step. You can **download a template** of the CSV by following these steps: 1. Navigate to the Fixed Assets Inbox from the sidebar 2. Click the dropdown next to the **Add asset** button and then click **Bulk import** ![Screenshot 2026-02-03 at 18.38.03.png](https://kb-assets.briefcase.so/support-kb/3736796768/0-1770143888277-Screenshot2026-02-03at18.38.03.png "Screenshot 2026-02-03 at 18.38.03.png") 3. This will open a modal, from here you can click **Download template** to download ## Uploading the CSV 1. Drag and drop or click to upload the CSV in the modal 2. We will validate the CSV and surface any errors we find. Once your CSV is valid, you will see a preview of the assets: ![Screenshot 2026-02-03 at 18.49.27.png](https://kb-assets.briefcase.so/support-kb/3736796768/1-1770144573407-Screenshot2026-02-03at18.49.27.png "Screenshot 2026-02-03 at 18.49.27.png") 3. Select/unselect the rows you wish to be processed and click **Import x rows** 4. In the background we will start to process each row and create a depreciation schedule in review 5. You will then be able to review and publish the schedule as normal --- # How can I bulk upload deferred income to Briefcase? > Canonical page: https://briefcase.so/articles/how-can-i-bulk-upload-deferred-income-to-briefcase > Briefcase content index: https://briefcase.so/llms.txt How can I bulk upload deferred income to Briefcase?. This guide covers how you can bulk import deferred income via a CSV into Briefcase in order to take. This guide covers how you can bulk import deferred income via a CSV into Briefcase in order to take advantage of automated deferred income schedules and track all deferred income in one place. We recommend bulk importing existing deferred income when you connect a client for the first time. # How it works In order to bulk import deferred income into Briefcase, you need to use a CSV file formatted in the correct way. ## Formatting the CSV The CSV must contain the following headers: - **description:** description of the income being deferred (required) - **deferredAmount:** total deferred amount of the income - **frequency:** either RECURRING or ONE\_OFF - use RECURRING if the income is recognised over several months (eg. an annual contract) - use ONE\_OFF if the income is recognised at one point in the future (eg. a customer prepays for a service to be carried out next month) - If frequency is not specified, it will default to RECURRING - **startDate:** date that the income was received in the format YYYY-MM-DD - **endDate:** date that the income becomes fully recognised in the format YYYY-MM-DD - **releaseFromDate:** date in which Briefcase takes over posting the schedule in the format YYYY-MM-DD. This must be between the **startDate** and **endDate.** - This is **only** necessary when uploading deferred income that has already been partially recognised. For example, if you had an annual contract from 1st Jan - 31st Dec that had already been recognised up tp 31st May, adding a **releaseFromDate** of 1st June would mean that Briefcase would only start posting from June onwards. This field links to the **openingBalance** (see below). - **openingBalance:** the current balance of the income in the deferred income liability account. This cannot exceed the **deferredAmount.** - This is **only** necessary when uploading a deferred income entry that has been partially recognised. **releaseFromDate** required if **openingBalance** is present. - If the deferred income has not been recognised at all, leave this field blank - **alreadyAmortised**: enter "true" or 1 if the entire schedule has already been amortised and you are adding it to Briefcase for tracking only purposes. Note that if this column is true: - Briefcase will not post any amortisation for the schedule, it will simply track it - The **openingBalance** and **releaseFromDate** cannot be defined - The **deferredAmount**, **startDate** and **endDate** must be defined - **customerName:** name of the customer of this deferred income - **liabilityAccountCode:** code for the deferred income liability account in your chart of accounts - **incomeAccountCode:** code for the income account in your chart of accounts Note that only the **description** is required for each row of the CSV. If any of the other data is not present, you will be able to add it later in the review step. You can **download a template** of the CSV by following these steps: 1. Navigate to the Deferred Income Inbox from the sidebar 2. Click the dropdown next to the **Add deferred income** button and then click **Bulk import** ![image.png](https://kb-assets.briefcase.so/support-kb/3112198379/0-1781001715804-image.png "image.png") 3. This will open a modal, from here you can click **Download template** to download a CSV with the correct formatted columns ![image.png](https://kb-assets.briefcase.so/support-kb/3112198379/1-1781001796555-image.png "image.png") ## Uploading the CSV Once you have created the CSV of your existing deferred income, it's time to upload it. 1. Drag and drop or click to upload the CSV in the modal 2. We will validate your CSV and surface any errors we find. Once your CSV is valid, you will see a preview of the deferred income that will be imported: ![image.png](https://kb-assets.briefcase.so/support-kb/3112198379/2-1781002273031-image.png "image.png") 3. Select/unselect the rows you wish to be processed and click **Import x rows** 4. In the background, we will start to process each row and create deferred income in review 5. You will then be able to review and publish the deferred income schedule as normal ## Reviewing & publishing deferred income Any deferred income uploaded via CSV will appear in the **Awaiting Review** section on the Deferred Income Inbox page: ![image.png](https://kb-assets.briefcase.so/support-kb/3112198379/3-1781002446052-image.png "image.png") Click into any of the deferred income to see the deferred income details page: ![image.png](https://kb-assets.briefcase.so/support-kb/3112198379/4-1781002485199-image.png "image.png") From here, you can click **Publish** to start posting the deferred income schedule. If the deferred income has an **opening balance** and **release from date**, you will see a **tracked periods** section in the schedule. This section estimates the deferred balance in the already-posted periods of the schedule. This data is used in the tracker and working papers to reconcile the deferred income accounts in these periods. We recommend double-checking the **deferred balance** row for each of these tracked periods. If a balance is wrong, you can update it so that the correct balance is reflected for reconciliation purposes. --- # How can I bulk upload prepayments to Briefcase? > Canonical page: https://briefcase.so/articles/how-can-i-bulk-upload-prepayments-to-briefcase > Briefcase content index: https://briefcase.so/llms.txt How can I bulk upload prepayments to Briefcase?. This guide covers how you can bulk import prepayments via a CSV into Briefcase in order to take advantage of. This guide covers how you can bulk import prepayments via a CSV into Briefcase in order to take advantage of automated prepayment schedules and track all prepayments in one place. We recommend bulk importing existing prepayments when you connect a client for the first time. Any new prepayments will be automatically detected when the invoice is uploaded, so you should only have to do this once per client. # How it works In order to bulk import prepayments into Briefcase, you need to use a CSV file formatted in the correct way. ## Formatting the CSV The CSV must contain the following headers: - **description:** description of the expense being prepaid (required) - **prepaidAmount:** total prepaid amount of the expense - **frequency:** either RECURRING or ONE\_OFF - use RECURRING if the prepayment is amortised over several months (eg. an annual contract) - use ONE\_OFF if the prepayment is amortised in one go (eg. a flight ticket) - If frequency is not specified, it will default to RECURRING - **startDate:** date that the expense was paid in the format YYYY-MM-DD - **endDate:** date that the prepayment becomes fully amortised in the format YYYY-MM-DD - **releaseFromDate:** date in which Briefcase takes over posting amortisation in the format YYYY-MM-DD. This must be between the **startDate** and **endDate.** - This is **only** necessary when uploading a prepayment that has been partially amortised. For example, if you had an annual contract from 1st Jan - 31st Dec that had already been amortised up to 31st May, adding a **releaseFromDate** of 1st June would mean that Briefcase would only start posting amortisation from June onwards. This field links to the **openingBalance** (see below). - **openingBalance:** the current balance of the prepayment in the prepayments account. This cannot exceed the **prepaidAmount**. - Again, this is **only** necessary when uploading a prepayment that has been partially amortised. **releaseFromDate** is required if opening balance is present. - **alreadyAmortised**: enter "true" or 1 if the entire schedule has already been amortised and you are adding it to Briefcase for tracking only purposes. Note that if this column is true: - Briefcase will not post any amortisation for the schedule, it will simply track it - The **openingBalance** and **releaseFromDate** cannot be defined - The **prepaidAmount, startDate** and **endDate** must be defined - **supplierName:** name of the supplier of this prepaid expense - **prepaymentAccountCode:** code for the prepayments account in your chart of accounts - **expenseAccountCode:** code for the expense account of this prepayment in your chart of accounts Note that only the **description** is required for each row in the CSV. If any of the other data is not present, you will be able to add it later in the review step. You can **download a template** of the CSV by following these steps: 1. Navigate to the Prepayments Inbox from the sidebar 2. Click the dropdown next to the **Add prepayment** button and then click **Bulk import** ![image.png](https://kb-assets.briefcase.so/support-kb/5057794945/0-1780907801241-image.png "image.png") 1. This will open a modal, from here you can click **Download template** to download a CSV with the correct formatted columns ![image.png](https://kb-assets.briefcase.so/support-kb/5057794945/1-1780907870728-image.png "image.png") ## Uploading the CSV Once you have created the CSV of your existing prepayments, it's time to upload it. 1. Drag and drop or click to upload the CSV in the modal 2. We will validate your CSV and surface any errors we find. Once your CSV is valid, you will see a preview of the prepayments that will be imported: ![image.png](https://kb-assets.briefcase.so/support-kb/5057794945/2-1780908116148-image.png "image.png") 3. Select/unselect the rows you wish to be processed and click **Import x rows** 4. In the background, we will start to process each row and create a prepayment in review 5. You will then be able to review and publish the prepayment schedule as normal ## Reviewing & publishing the prepayment Any prepayments uploaded via the CSV will appear in the **Awaiting Review** section on the Prepayments Inbox page: ![image.png](https://kb-assets.briefcase.so/support-kb/5057794945/3-1780908297449-image.png "image.png") Click into any of the prepayments to see the prepayment details page: ![image.png](https://kb-assets.briefcase.so/support-kb/5057794945/4-1780908622875-image.png "image.png") From here, you can click **Publish** to start posting the prepayment schedule. If the prepayment has an **opening balance** and **release from date,** you will see a **tracked periods** section in the schedule. This section estimates the balance of the prepayment in the already-posted periods of the amortisation schedule. This data is used in the tracker and working papers to reconcile the prepayments account in these periods. We recommend double-checking the **prepaid balance** row for each of these tracked periods. If a balance is wrong, you can update it so that the correct balance is reflected for reconciliation purposes. --- # How do I add additional documents to an invoice? > Canonical page: https://briefcase.so/articles/how-do-i-add-additional-documents-to-an-invoice > Briefcase content index: https://briefcase.so/llms.txt How do I add additional documents to an invoice?. If you wish to add additional documents to an invoice to have them be published to Xero or Quickbooks. If you wish to add additional documents to an invoice to have them be published to Xero or Quickbooks together, click **"+ Add"** above the invoice image and upload files. ![Screenshot 2025-09-22 at 00.51.42.png](https://kb-assets.briefcase.so/support-kb/5872676782/0-1758498758939-Screenshot2025-09-22at00.51.42.png "Screenshot 2025-09-22 at 00.51.42.png") Our AI will attempt to group relevant documents together in multi-page invoices (e.g. delivery notes or supporting pages of a utility bill). --- # Can I invite users as a client of an accounting firm? > Canonical page: https://briefcase.so/articles/how-do-i-add-additional-users-to-my-briefcase-account > Briefcase content index: https://briefcase.so/llms.txt Can I invite users as a client of an accounting firm?. For clients using Briefcase through an accounting firm. Learn who can add users and how to request. For clients using Briefcase through an accounting firm. Learn who can add users and how to request access for someone else. **Work at an accounting or bookkeeping firm?** Follow [how to add users to Briefcase: invite team members and clients](https://briefcase.so/articles/how-do-i-invite-new-users-to-briefcase). If you use Briefcase as a client of an accounting firm, you cannot invite additional users yourself. Ask your accountant to invite them. ## Ask your accountant to add someone Share the email addresses of the people who need access with your accountant, and explain which business they need access to. Your accountant can then send each person an invitation. ## Help new users get started Once your accountant has invited them, share our [getting-started guide for clients](https://briefcase.so/articles/how-to-get-started-with-briefcase-as-a-client) to help them set up their account. --- # How do I bulk edit fields? > Canonical page: https://briefcase.so/articles/how-do-i-bulk-edit-fields > Briefcase content index: https://briefcase.so/llms.txt How do I bulk edit fields?. To bulk edit a number of invoices or receipts, navigate to the inbox view page and simply select the transactions you want the edit. To bulk edit a number of invoices or receipts, navigate to the inbox view page and simply select the transactions you want the edit via the checkboxes on the left. Then, click the bulk edit button and enter the details you want to change before clicking update. ***Note:*** *Bulk editing is only available for transactions that have not yet been published to the ledger.* # Video walkthrough --- # How do I create new ledger codes in Briefcase? > Canonical page: https://briefcase.so/articles/how-do-i-create-new-ledger-codes-in-briefcase > Briefcase content index: https://briefcase.so/llms.txt How do I create new ledger codes in Briefcase?. With Briefcase, you can create new accounts directly within the platform. Once added, the account is. With Briefcase, you can create **new accounts directly within the platform**. Once added, the account is automatically synced with Xero or Quickbooks and is immediately ready to use in Briefcase. # Video walkthrough If you create new ledger codes within your ledger, Briefcase will sync these overnight. To force the sync, select "Disconnect" in your dashboard and then "Reconnect". To learn more about our **two-way ledger sync**, check out this article: [📄 How do I update transactions after they have been published?](https://briefcase.so/articles/how-do-i-update-transactions-after-they-have-been-published) --- # How to add users to Briefcase: invite team members and clients > Canonical page: https://briefcase.so/articles/how-do-i-invite-new-users-to-briefcase > Briefcase content index: https://briefcase.so/llms.txt How to add users to Briefcase: invite team members and clients. Add team members and clients from Settings → Organisation → Team. Choose Invite team member or. Add team members and clients from **Settings → Organisation → Team**. Choose **Invite team member** or **Invite client**, select their accounts and permissions, then send the invitation. This guide is for accounting and bookkeeping firms. Organisation admins and team members can invite people; only organisation admins can invite other admins. If you are a client of a firm, see [how to ask your accountant to add someone](https://briefcase.so/articles/how-do-i-add-additional-users-to-my-briefcase-account). ## Open Organisation Settings 1. Click the **cog icon** in the top-right corner next to your practice name to go to **Settings**. 2. Select the **Organisation** tab. You'll see the **Team** section with a list of all connected users, their roles, permissions, and access levels. 3. Use the **Your Team** and **Your Clients** sub-tabs to switch between viewing team members and clients. ## For firms: invite team members 1. Click **Invite team member**. 2. On the **Person** step, choose **Team member**, then select **Continue**. 3. Choose the client accounts they should be able to access. You can skip this step if they do not need access yet. Organisation admins automatically receive access to all current and future accounts. 4. Choose the access they need, then review the individual permissions. See [how to choose and manage user permissions](https://briefcase.so/articles/how-do-i-manage-user-permissions-in-briefcase) for help. 5. Review the invitation and either send it by email or create a link to share yourself. ![The Person step of the Invite someone window, with Client user and Team member choices](https://briefcase.so/images/support/user-access/invite-person-step.png "Choose who you are inviting")![The Person step of the Invite someone window, with Client user and Team member choices](https://briefcase.so/images/support/user-access/invite-person-step-dark.png "Choose who you are inviting") ## For firms: invite client users 1. Open **Your Clients** and click **Invite client**. 2. On the **Person** step, choose **Client user**, then select **Continue**. 3. Select at least one client account for them to access. 4. Choose the access they need, then review the individual permissions. See [how to choose and manage user permissions](https://briefcase.so/articles/how-do-i-manage-user-permissions-in-briefcase) for help. 5. Review the invitation and either send it by email or create a link to share yourself. ![The Review step of the Invite someone window, showing the person, client account, access and delivery choices](https://briefcase.so/images/support/user-access/invite-review-step.png "Review and send an invitation")![The Review step of the Invite someone window, showing the person, client account, access and delivery choices](https://briefcase.so/images/support/user-access/invite-review-step-dark.png "Review and send an invitation") ## Manage pending invitations Pending invites appear above active users in **Your Team** or **Your Clients**. Organisation admins can: - Select **Permissions** to change what the person will be able to do. - Select **Clients** to change which client accounts they will be able to access. - Revoke the invitation if it is no longer needed. Invite links are valid for **2 weeks**. After that, you'll need to generate a new invite. Expired invites are shown with an "Expired" badge. Only Admins can invite other Admins. Setting up your practice for the first time? Follow our [getting-started guide for accountants](https://briefcase.so/articles/how-to-get-started-with-briefcase-as-an-accountant). --- # How do I manage user permissions in Briefcase? > Canonical page: https://briefcase.so/articles/how-do-i-manage-user-permissions-in-briefcase > Briefcase content index: https://briefcase.so/llms.txt How do I manage user permissions in Briefcase?. Permissions control what someone can do in Briefcase. Client access controls which client accounts they can. Permissions control what someone can do in Briefcase. Client access controls which client accounts they can use. You can manage both from **Settings → Organisation → Team**. Adding someone new? Start with [how to invite team members and clients](https://briefcase.so/articles/how-do-i-invite-new-users-to-briefcase), then use this guide to choose their access. **Organisation admins can:** - Change permissions and client access for existing users - Invite team members and client users **Team members can:** - Invite other team members and client users # Choosing permissions When you invite someone, choose the closest access preset: - **Full access**: for people who need to manage day-to-day work. - **Read + upload only**: for people who need to upload documents and see activity, without publishing changes. - **Read own + upload only**: for people who should only see items they have submitted. - **Custom access**: for anyone who needs a different combination of permissions. Team members can also be made an **Organisation admin**. Organisation admins can access all current and future client accounts. ![The Access step of the Invite someone window, showing access presets and individual permissions](https://briefcase.so/images/support/user-access/invite-access-step.png "Choose an access preset")![The Access step of the Invite someone window, showing access presets and individual permissions](https://briefcase.so/images/support/user-access/invite-access-step-dark.png "Choose an access preset") You can review the individual permissions before sending the invitation. If you change one, the selection becomes **Custom access**. # Managing client account access 1. Find the person in **Your Team** or **Your Clients**. 2. Select **Permissions** to change what they can do. 3. Select **Clients** to change which client accounts they can access. 4. Review the changes, then save them. # Common user configurations ## Adding client employees for expense claims only - Invite the employee as a **Client user**. - Choose **Custom access**. Under **Expense Claims**, turn on **View Own Only** and **Create**, and leave **Publish** off. ## Adding clients for upload only - Invite the client as a **Client user**. - Choose **Read + upload only**, then review the permissions before sending the invitation. ## Adding clients who should only see their own uploads - Invite the client as a **Client user**. - Choose **Read own + upload only**, then review the permissions before sending the invitation. For the wider practice setup, see [how to get started with Briefcase as an accountant](https://briefcase.so/articles/how-to-get-started-with-briefcase-as-an-accountant). --- # How do I merge multiple invoices together that I don't want to have split? > Canonical page: https://briefcase.so/articles/how-do-i-merge-multiple-invoices-together-that-i-don-t-want-to-have-split > Briefcase content index: https://briefcase.so/llms.txt How do I merge multiple invoices together that I don't want to have split?. Briefcase should detect multi-page invoices and split them correctly, archiving the. Briefcase should detect multi-page invoices and split them correctly, archiving the original document, and leaving you with the correct individual documents to review. In a case where you wish to "merge" two or more invoices together, follow these steps: 1. **Archive** the individual invoices in your cost / sales inbox 2. Go to the archive section and **Unarchive** the original document which we split 3. Briefcase will now **re-process** the document in full, without splitting it If you simply wish to add additional documents to an invoice, please follow this guide: [📄 How do I add additional documents to an invoice?](https://briefcase.so/articles/how-do-i-add-additional-documents-to-an-invoice) --- # How do I move an invoice between the costs and sales inboxes? > Canonical page: https://briefcase.so/articles/how-do-i-move-an-invoice-between-costs-and-sales > Briefcase content index: https://briefcase.so/llms.txt How do I move an invoice between the costs and sales inboxes?. You can switch a misclassified invoice from Costs to Sales (or vice versa) in a couple of. You can switch a misclassified invoice from **Costs** to **Sales** (or vice versa) in a couple of clicks. Click into the invoice and select "Mark As" and then "Sales" or "Costs" ![Screenshot 2025-09-21 at 23.27.29.png](https://kb-assets.briefcase.so/support-kb/1394801215/0-1758493693551-Screenshot2025-09-21at23.27.29.png "Screenshot 2025-09-21 at 23.27.29.png") The document will be reprocessed as the correct document type. --- # How do I permanently delete a document? > Canonical page: https://briefcase.so/articles/how-do-i-permanently-delete-a-document > Briefcase content index: https://briefcase.so/llms.txt How do I permanently delete a document?. Within Briefcase, you can archive any document. These will always remain searchable within the Archive section. If. Within Briefcase, you can archive any document. These will always remain searchable within the Archive section. If you wish to permanently delete a document from your entity, you must archive it first. From the archive, you can permanently delete the document by clicking "Delete" and confirming the deletion in the modal. Note that deletion is permanent and not recoverable. --- # How do I submit a mileage claim (via Web or WhatsApp)? > Canonical page: https://briefcase.so/articles/how-do-i-submit-a-mileage-claim-by-whatsapp > Briefcase content index: https://briefcase.so/llms.txt How do I submit a mileage claim (via Web or WhatsApp)?. You can add and track employee mileage claims directly in Briefcase, so business journeys are captured. You can add and track employee mileage claims directly in Briefcase, so business journeys are captured against the right driver and vehicle. You can create a mileage claim on both web and WhatsApp. ## Submit Mileage claims via Web 1\. Go to Expenses and open the Mileage Claims tab. Then Choose + Journey to create an claim 2\. Select a driver and the vehicle they were driving. To add a new vehicle, click “Add a vehicle” and give it an identifiable name: ![New mileage claim page with the “Add a vehicle” modal open, showing fields for vehicle name, type and personal or company ownership](https://briefcase.so/images/changelog/2026-07-13-add-vehicle-modal.png) 3\. Enter the route — type the start and end postcodes (or place names). Briefcase calculates the distance automatically. Based on the vehicle's set-up, Briefcase applies the correct mileage rate and works out the claim amount. 4\. Create the journey to save it as a mileage claim, then publish it through to Xero (it posts as a bill payable to the driver). ## ## Submit Mileage claims via WhatsApp Drivers can log a mileage claim straight from WhatsApp — a plain text message is all it takes, no photo and no Briefcase login. Describe the journey in your own words, then confirm the details in a short form. # One-time setup - Save Briefcase's number (+44 7380 878620) to your contacts by [clicking here](https://wa.me/447380878620), and make sure your mobile number is saved on your Briefcase [profile](https://app.briefcase.so/settings) - Ask whoever manages Briefcase for the business to add you as a driver and assign your vehicle — this can only be done in the web app, under **Business settings → Mileage** # Send a message describing the journey Mention where you drove from and to, the distance, the date, the business reason and who was driving. For example: > Mileage claim for Jan, London to Manchester, 200 miles, business meeting with John ![A WhatsApp message describing a journey, with Briefcase replying with a Complete mileage claim button](https://kb-assets.briefcase.so/support-kb/uploads/ygm2c8z3m9zm2rr839kj6b6v-whatsapp-mileage-claim.png "Submitting a mileage claim on WhatsApp") Include a mileage word — **"mileage"**, **"miles"** or **"drove"**. Without one, Briefcase treats the message as a document upload instead. # Check the form and submit Tap **Complete mileage claim** in Briefcase's reply. The form opens with everything picked up from your message already filled in. Depending on your setup it may first ask you to pick the business (only if you have access to more than one), the driver, and the vehicle (skipped when the driver has just one). Check the date, start, destination, distance and business purpose, then submit. Open the form within **15 minutes** of sending your message — after that the pre-filled details are cleared and the form starts blank. # Good to know - **Enter the total distance driven**, in whole miles, including the return leg — Briefcase does not double a round trip for you. - **Company electric vehicles** ask for the split between home-charged and public-charged miles. **Personal vehicles** show a passenger count when **Pay the passenger rate** is switched on under **Business settings → Mileage**. - **Company bicycles** are not claimable, and **company motorcycles** are reimbursed at actual fuel cost — submit those as a standard expense claim. # What happens next The journey appears immediately under **Mileage claims** in Briefcase, ready for whoever manages the books to review and publish — nothing more for you to do. # Approving mileage claims You can use permissions to create a simple review process, with publishing acting as the approval step. A claim only reaches Xero or QuickBooks after someone with permission to publish it has reviewed it. For the person submitting claims: 1. Go to **Settings → Organisation → Team** and select **Permissions** beside their name. 2. Choose **Custom access**. 3. Under **Expense Claims**, turn on **View Own Only** and **Create**. Leave **Publish** off. ![Custom access with Expense Claims View Own Only and Create selected while Publish is off](https://briefcase.so/images/support/user-access/expense-claim-permissions.png "Set expense claim permissions")![Custom access with Expense Claims View Own Only and Create selected while Publish is off](https://briefcase.so/images/support/user-access/expense-claim-permissions-dark.png "Set expense claim permissions") For the approver, turn on **View All** and **Publish** under **Expense Claims**. [Read more about managing user permissions](https://briefcase.so/articles/how-do-i-manage-user-permissions-in-briefcase) --- # How do I track usage & automation rate in Briefcase? > Canonical page: https://briefcase.so/articles/how-do-i-track-usage-automation-rate-in-briefcase > Briefcase content index: https://briefcase.so/llms.txt How do I track usage & automation rate in Briefcase?. The Usage page gives you a firm-wide view of what Briefcase is doing across all your clients: how many. The Usage page gives you a firm-wide view of what Briefcase is doing across all your clients: how many documents have been processed, how many transactions have been published, how much is being handled automatically by Autopilot, and where Briefcase has detected prepayments, deferred income, fixed assets and accruals. It's the best place to see how automation is ramping up and to spot clients where there's more you could be getting from Briefcase. ## How do I track usage and automation in Briefcase? 1\. Click **Settings** in the top right. 2\. Open the **Usage** tab. ### Choosing what you see At the top of the page you have two controls: - **Date range** – choose Last 14 days, Last 30 days (the default), Last 90 days, Last 365 days, or set a Custom range. Every figure on the page updates to the period you select. - **Search** – filter the list by account or user name. You can also **sort by any column** by clicking its header (click again to reverse the order), and a **Total** row at the bottom sums the whole list for the period. ### Two views: Accounts and Users Use the toggle at the top to switch between: - Accounts – usage broken down by client organisation. This is the main view for tracking automation. - Users – activity broken down by member of your team. ### **What each column means** - **Account Name:** The client organisation. - **Processed Documents:** Files Briefcase identified as real financial documents and processed - invoices, receipts, bank statements and supplier statements. These are the documents you can see in your account. - **Transactions Published**: Transactions posted to the ledger: costs, sales, bank statements exported and supplier statements reconciled. \*\*Hover over the number\*\* for a breakdown by Costs, Sales, Bank Statements and Supplier Statements. A single document can produce several transactions, so this can be higher than Processed Documents. - **Autopublished (⚡):** How many of those published transactions were posted automatically by AI Autopilot, with \*\*no manual review needed\*\*. The figure in brackets is the \*\*autopublish rate\*\* - autopublished as a percentage of transactions published. - **Prepayments Detected:** Number of prepayments Briefcase detected in the period. - **Deferred Income Detected:** Number of deferred income items detected. - **Fixed Assets Detected:** Number of fixed assets detected. - **Accruals Detected:** Number of accruals detected. ## How to use it - **Check usage for a single client:** Type a client's name into the **Search** box to filter the list down to just that account. This is handy before a client review or catch-up - you can see their auto-publish rate, how much you're processing for them, and the adjustments Briefcase has detected, all for the period you choose. - **Track how automation is ramping up**: The autopublish rate climbs as Briefcase learns each client's patterns - typically most of the gain lands after a client has been processing for a few months. Sort the Accounts view by Autopublished to see which clients are furthest along, and which are just getting started. - **Spot opportunities you might be missing:** The Prepayments / Deferred Income / Fixed Assets / Accruals Detected columns show where Briefcase has already surfaced adjustments. If a client shows detections you haven't acted on, there may be automation (or a move from quarterly to monthly management accounts) you could be taking advantage of. - **Check migration progress**: Rising Processed Documents and Transactions Published for a client is a good signal that they've genuinely moved their uploads over (for example, from another platform) rather than just being connected. - **Review the period that matters**: Switch the date range to compare a recent month against a longer trend, or set a custom range around a specific close. 💡 Tip: The autopublish percentage is calculated as autopublished ÷ transactions published for the selected period, so a very short date range on a new client can look low simply because there isn't much history yet. Widen the range for a truer picture. --- # How do I update transactions after they have been published? > Canonical page: https://briefcase.so/articles/how-do-i-update-transactions-after-they-have-been-published > Briefcase content index: https://briefcase.so/llms.txt How do I update transactions after they have been published?. Updating published invoices in Briefcase is simple: open, modify, and hit update. Now, we’ve. Updating published invoices in Briefcase is simple: **open, modify, and hit update.** ![image (5).png](https://kb-assets.briefcase.so/support-kb/7091516847/0-1758531490786-image_285_29.png "image (5).png") Now, we’ve taken it a step further. With two-way sync, any changes made to invoices in the ledger will automatically reflect in Briefcase, eliminating the risk of mismatched data. ![image (6).png](https://kb-assets.briefcase.so/support-kb/7091516847/1-1758531526474-image_286_29.png "image (6).png") **Note:** You cannot update invoices in Briefcase that already have a payment attached or are part of a closed period in the ledger. --- # Web Upload > Canonical page: https://briefcase.so/articles/how-do-i-upload-documents-to-briefcase > Briefcase content index: https://briefcase.so/llms.txt Web Upload. You can easily upload a range of documents directly into the Briefcase platform. Simply select "Upload Documents" Then drag files into the upload. You can easily upload a range of documents directly into the Briefcase platform. Simply select "Upload Documents" ![Screenshot 2025-09-21 at 23.58.42.png](https://kb-assets.briefcase.so/support-kb/9590287850/0-1758495531801-Screenshot2025-09-21at23.58.42.png "Screenshot 2025-09-21 at 23.58.42.png") Then drag files into the upload box or choose them from your local files. ![Screenshot 2025-09-22 at 00.48.35.png](https://kb-assets.briefcase.so/support-kb/9590287850/1-1758498523904-Screenshot2025-09-22at00.48.35.png "Screenshot 2025-09-22 at 00.48.35.png") There's just one upload point for every document and our AI will triage, review, and allocate documents to the correct inbox. --- # How do I upload images using OneDrive and Power Automate? > Canonical page: https://briefcase.so/articles/how-do-i-upload-images-using-onedrive-and-power-automate > Briefcase content index: https://briefcase.so/llms.txt How do I upload images using OneDrive and Power Automate?. If you take a lot of photos of receipts and invoices, uploading them through OneDrive is a great. If you take a lot of photos of receipts and invoices, uploading them through OneDrive is a great hands-off option. Photos go straight into a OneDrive folder — they are not saved to your phone's camera roll — and you can capture several in one go. A Power Automate flow then watches that folder and automatically emails each new file to your Briefcase forwarding address, so documents flow into Briefcase with no manual forwarding. **Please note:** This isn't an officially supported upload method, so we can't guarantee support for issues with your OneDrive or Power Automate setup. Some features — such as adding notes / "user context" or merging pages — aren't available either. For the full experience, use a supported channel: WhatsApp, Email or Web App. # How it works 1. You take or add photos into a dedicated OneDrive folder. 2. A Power Automate flow detects each new file in that folder. 3. It automatically emails the file to your Briefcase forwarding address. 4. Briefcase processes it like any other emailed document — including duplicate checks and multi-page invoice splitting. # Before you start You will need your unique Briefcase forwarding email address. Open the client account, go to **Business Settings** on the left navigation bar, and copy the address (it looks like **your.company.name.1234@briefcase.to**). [📄 Email Upload](https://briefcase.so/articles/email-upload) # Step 1: Upload images to OneDrive 1. Install the **OneDrive** app on your phone and sign in with your Microsoft account. 2. Create a folder for your documents (e.g. "Briefcase receipts"). 3. Add photos to that folder — use the OneDrive app's built-in camera to capture one or several pictures in one go, or upload existing photos from your gallery. Because you photograph straight into OneDrive, the images are not saved to your phone's camera roll — handy for keeping personal photos and business receipts separate. # Step 2: Set up the Power Automate flow Power Automate is Microsoft's automation tool and is included with most Microsoft 365 accounts. No code is required. 1. Go to [make.powerautomate.com](https://make.powerautomate.com/) and sign in with your Microsoft account. 2. Click **Create** → **Automated cloud flow** and give it a name (e.g. "Email new OneDrive receipts to Briefcase"). 3. For the trigger, search for and select **When a file is created**. Choose the **OneDrive for Business** version for a work account, or **OneDrive** for a personal account. 4. Click the folder icon and point the trigger at the folder you created in OneDrive. 5. Add a new step and choose **Send an email** using the Outlook connector. 6. In the **To** field, enter your Briefcase forwarding address. 7. Click advanced parameters and add an attachment, setting the attachment **content** to the trigger's **File Content** field and the attachment **name** to the **File name** field. Add a subject (e.g. the file name). 8. Save the flow, then test it by adding an image to your OneDrive folder. **Important:** When attaching the file, use the trigger's **File Content** output — not the file path. Using the path is the most common reason an attachment arrives blank or "cannot be read". **Uploading to more than one organisation?** Create a separate OneDrive folder for each organisation, then set up one Power Automate flow per folder, each sending to that organisation's Briefcase forwarding address. Documents are routed to the right organisation based on the folder you drop them into. Once set up, every new picture added to the folder is automatically forwarded into Briefcase and processed like any other emailed document. --- # How to upload multiple pictures to Briefcase via WhatsApp > Canonical page: https://briefcase.so/articles/how-do-i-upload-multiple-pictures-in-one-go-on-whatsapp > Briefcase content index: https://briefcase.so/llms.txt How to upload multiple pictures to Briefcase via WhatsApp. Send several receipts or invoices to Briefcase at once using WhatsApp. You can add as many pictures. Send several receipts or invoices to Briefcase at once using WhatsApp. You can add as many pictures as you like in a single submission, and choose whether to upload them as separate documents or merge them into one PDF — handy for a multi-page invoice. # Video walkthrough # Step-by-step 1. Send your first picture to the Briefcase contact on WhatsApp, just as you normally would. 2. Briefcase replies with the option to **Submit** or **Make Changes**. Tap **Make Changes**. 3. Tap **Add more documents** and either choose existing pictures from your device or take new photos. Repeat until you have added everything you want in this batch. 4. Decide how you want them uploaded: - **As separate invoices/receipts** — leave the merge option unticked. Each picture is processed as its own document. - **Merged into one PDF** — tick **Merge documents** when the pictures are pages of the same document (e.g. a two-page invoice, or an invoice plus its supporting page). Briefcase combines them into a single document. 5. Tap **Submit**. All of your pictures appear in your Briefcase inbox ready for processing. ![IMG\_4297.PNG](https://kb-assets.briefcase.so/support-kb/1654294959/1-1780864800743-IMG_4297.PNG "IMG_4297.PNG") Only merge pictures that belong to the **same** invoice or receipt. If you are sending several unrelated receipts, leave merge unticked so each one is processed separately. # Related articles [How to upload receipts and invoices to Briefcase via WhatsApp](https://briefcase.so/articles/whatsapp-upload) --- # How does Briefcase AI learn & how our AI Autopilot works in Bookkeeping?​ > Canonical page: https://briefcase.so/articles/how-does-ai-autopilot-work-in-bookkeeping > Briefcase content index: https://briefcase.so/llms.txt How does Briefcase AI learn & how our AI Autopilot works in Bookkeeping?​. Unlike traditional OCR capture tools, Briefcase has no supplier rules to set up and. ## Unlike traditional OCR capture tools, Briefcase has no supplier rules to set up and maintain — our AI Autopilot replaces them ## How Briefcase AI learns & gets better over time 1\. It understands your ledger from day one 2\. Every correction teaches it 3\. Auto-publish confidence builds as you publish ## How does every correction/edit teach Briefcase AI? ## How does Briefcase AI Autopilot work? AI Autopilot reviews every transaction uploaded into Briefcase and decides whether it can be published straight to the ledger or whether it needs your review. This means a large proportion of invoices and receipts can be autopublished, with no manual work required. The result is a steady climb. In the first weeks the rate is low by design (Briefcase is still building trust on your suppliers). It then rises quickly, with most of the early gain landing around months three and four, and continues improving from there. Autopilot is currently supported on **cost / purchase invoices** and runs after all other AI agents have processed an invoice. Each invoice will show a section to explain why Autopilot did / didn’t run with an explanation as to why. # How to configure **Autopilot is switched on by default for all clients.** You can configure it using the toggle in the main cost invoice inbox. Selecting "Show autopublished transactions" to filter for transactions that our AI autopublished. ![Screenshot 2025-09-22 at 08.58.31.png](https://kb-assets.briefcase.so/support-kb/6344692781/0-1758527920735-Screenshot2025-09-22at08.58.31.png "Screenshot 2025-09-22 at 08.58.31.png") # How it works Autopilot runs three verification checks before making a decision: 1. Document legibility 2. Document completeness 3. Historical consistency If any one of these checks fails, the transaction won’t be auto published. ![ap1.png](https://kb-assets.briefcase.so/support-kb/6344692781/1-1758527100515-ap1.png "ap1.png") If all three pass, it will be autopublished. ![ap2.png](https://kb-assets.briefcase.so/support-kb/6344692781/2-1758527122366-ap2.png "ap2.png") # Guardrails AI Autopilot is designed to make decision based on the **same context and reasoning that a human would**. We weigh all important data points and learn from historical corrections just like a human would. ## Document Legibility **Is the document actually readable?** The quality of documents uploaded to Briefcase can vary significantly. We make sure that the content is not ambiguous and is safe for us to make decision based upon **by extracting the data twice** and making sure we are able to make both cases match. If the results don’t match, the transaction won’t be autopublished. ## Document Completeness **Can we extract all key data fields from a document?** The second test is to make sure **all key fields such as the date, due date, reference, amount, account code, and tax rate, are present**. As part of this test: 1. All line items must add up to invoice total 2. Supplier must be an existing supplier 3. Document type must be invoice, receipt, or credit note If a required field is missing, or one of these guardrails fails, the transaction won’t be autopublished. ## Historical Consistency **Can we find similar invoices published in the past?** The final check confirms that the transaction is historically consistent with what you and the team have published in the past. We compare the document with historical transactions and check that **key fields like supplier, category, VAT rate, tracking codes and publish location are consistent.** **We require at least three historical transaction before autopublishing**. Older or edited transactions are weighted less, so the system prioritises your most recent and up-to-date behaviour. Our AI will learn from autopublished transactions that are then manually edited, learning from these changes, and improving its accuracy going forward. --- # How does Briefcase automate VAT compliance? > Canonical page: https://briefcase.so/articles/how-does-briefcase-automate-vat-compliance > Briefcase content index: https://briefcase.so/llms.txt How does Briefcase automate VAT compliance?. Briefcase AI is trained on every single VAT legislations in the UK. Briefcase works out the correct VAT treatment. Briefcase AI is trained on every single VAT legislations in the UK. Briefcase works out the correct VAT treatment for every transaction it processes, grounds each decision in HMRC guidance, and shows its reasoning so you can verify it. ## One source of truth: HMRC legislation Briefcase does not guess VAT treatment from patterns alone. It maintains a knowledge base built from HMRC's published VAT notices (which refreshes with new updates weekly). When Briefcase assigns a rate, it records its reasoning and links to the HMRC guidance it relied on, so you can click through to the notice itself. ⚠️ As legislation is the source of truth, Briefcase deliberately does not learn VAT treatment from user edits. Category and tracking corrections teach Briefcase how your clients work; VAT corrections do not, because an edit could itself be wrong. If Briefcase gets a VAT treatment wrong, please reach out & we'll look into it. ## How Briefcase chooses a VAT rate - **Verify the supplier:** Briefcase extracts the supplier's VAT number and checks it against HMRC's register in real time. If the number fails verification, Briefcase will not reclaim input VAT, however the invoice is presented. - **Check the document is a valid VAT invoice:** Briefcase tests each document against HMRC rules -proformas, quotes and requests for payment do not qualify, and Briefcase codes them so the net amount still reaches without claiming VAT that is not yet claimable. - **Determine the rate per line item:** Each line is assessed individually, so an invoice mixing standard-rated and zero-rated items is coded line by line. Where a line has a special treatment, such as zero-rated books or exempt insurance, Briefcase applies it and cites the relevant HMRC notice. - **Match to your ledger's own tax codes:** For Xero and QuickBooks clients, Briefcase reads the tax rates configured in your ledger and selects from that list. It never invents codes, and it respects account classes, so an income line always receives an income-side rate. **Reverse charge support** \- Overseas services: When a supplier is based overseas and the purchase is a service, for example a US software subscription, Briefcase applies the reverse charge and links to the supporting guidance. \- Domestic reverse charge (construction): Briefcase detects CIS invoices, including ones where the subcontractor has not shown a deduction line, splits labour and materials, and applies the domestic reverse charge where it belongs. \- Imported goods. Goods are treated differently from services: Briefcase does not apply the reverse charge to imports, and codes them so the net spend is still reported correctly. Learn more: [How does Briefcase handle CIS invoices?](https://briefcase.so/articles/how-does-briefcase-handle-cis-invoices) ## Good to know - Briefcase supports UK VAT. Other jurisdictions are not currently supported. - Clients on the flat rate scheme (Xero and QuickBooks) have transactions coded No VAT; Briefcase does not calculate flat rate returns. - Postponed VAT accounting, margin schemes and partial exemption calculations are not currently supported. --- # How does Briefcase populate the due date? > Canonical page: https://briefcase.so/articles/how-does-briefcase-decide-a-due-date > Briefcase content index: https://briefcase.so/llms.txt How does Briefcase populate the due date?. Briefcase scans every document for an explicit mention of an invoice due date. Our AI is trained to interpret. Briefcase scans every document for an explicit mention of an invoice due date. Our AI is trained to interpret payment terms like "Paid", "Due 30", "Due in 14 days" etc. For **receipts,** as the document type is always assumed to be paid, we set the due date to be the **invoice date.** For **invoices,** we either populate the extracted due date or **default to +30 days** if no explicit mention is found. --- # How does Briefcase extract Purchase Order numbers? > Canonical page: https://briefcase.so/articles/how-does-briefcase-extract-purchase-order-numbers > Briefcase content index: https://briefcase.so/llms.txt How does Briefcase extract Purchase Order numbers?. Briefcase can detect and extract Purchase Order (PO) numbers directly from invoices when they are. Briefcase can **detect and extract** Purchase Order (PO) numbers directly from invoices when they are uploaded. The PO number is then **appended to the reference field,** so that they can be searched for in your Xero / Quickbooks account. The feature can be turned on for each client in their Business Settings. ![Screenshot 2025-09-22 at 01.16.31.png](https://kb-assets.briefcase.so/support-kb/7309157592/0-1758500215215-Screenshot2025-09-22at01.16.31.png "Screenshot 2025-09-22 at 01.16.31.png") --- # How does Briefcase handle Accrued Expenses? > Canonical page: https://briefcase.so/articles/how-does-briefcase-handle-accrued-expenses > Briefcase content index: https://briefcase.so/llms.txt How does Briefcase handle Accrued Expenses?. How does Briefcase handle Accrued Expenses? This guide explains how Briefcase detects recurring expenses, suggests. # How does Briefcase handle Accrued Expenses? This guide explains how Briefcase detects recurring expenses, suggests accruals and reversals, and how to review and post them from the **Accrued Expenses** inbox. When you upload an invoice, Briefcase first codes the transaction as part of the bookkeeping workflow. It then analyses the invoice to identify recurring expenses and suggests any accruals or reversals that may be needed. # How it works ## Accruals Upload an invoice via email, the web app or WhatsApp. Once the invoice has been processed, Briefcase analyses it and groups it with similar invoices if it detects a recurring expense. Recurring expenses can currently be identified on the following frequencies: 1. Monthly 2. Quarterly 3. Annual At the end of each month, Briefcase checks whether any recurring expenses are missing an invoice for that period. If an expected invoice hasn’t arrived, Briefcase suggests an accrual by: - Debiting the expense account - Crediting the accruals (liability) account The suggested journal appears in the **Awaiting review** section of the **Accrued Expenses** inbox, ready for you to review before posting. ![image.png](https://assets.usepylon.com/d006615b-0ff8-478d-95cd-ac5f62ea53c5%2F1785248993975-image.png?Expires=253370764800&Signature=uDKDnBekj1HzYnngYehfWiofK-YgffFh3qU39nNrf5TQjdtqFUmjaLqq~ExfmYSewZpl3Gf-xmY9T~FsIkPGx3KmprQ~dZHSsLXeako3WIVo9EfDCH3yWaid3XUC9WGgCGJiXlzmC-bj3q0h6gIjZPdwXxA8TX9k9QZ7RXqSQYrxcjPpE2~MtYQmBB0R~bbVVLWXXitPzLnP3qyxqNLu~fOGytHRmuJOTBH9HtAGt1Bdh9pclY10BE~SyW45Bd1b9Hut8yKE3aklWhoI6qMaRBToi3jiRrAIvVzlka9hkByefAEAwK5YuwHxwogDqhfRunBfFK1hrXP8DSdd1FjbAw__&Key-Pair-Id=K3NV4LZ47N8M46 "image.png") ## Reversals When a new invoice arrives for a recurring expense, Briefcase checks whether there’s an outstanding accrual for the same accounting period. If it finds one, Briefcase creates a matching reversal by: - Debiting the accruals account - Crediting the expense account If several reversals belong together, they’re grouped into a single item (for example, **Reversals Jan 2026 – Mar 2026**) so you can post them in one click. Select **Show** to view the individual reversal journals before posting. ![image.png](https://assets.usepylon.com/d006615b-0ff8-478d-95cd-ac5f62ea53c5%2F1785249135044-image.png?Expires=253370764800&Signature=UKTv7ixSPbDxnzmpunr04lW-lNe55P4s~jb0U~Mek4nlhSuMcc2kjoiy-jAwmsGTp0~MZbcSETv2Y~qUgztJULDr6WSBmRA6sXCGO1QNYqDciAkFV~npvPA7vJAknJJX64woDFLnd8mMCoFFUkTfdEbc5-YZSnAWJiwPSHyIE2vmEQ8X~CaroHwX2PJeYGUqfR4WoRKrJ-TW4gUXu1fO5p83PhvL8IiKBW34LwInzB9tj64Em6ehnZAPkHMIH2WZ3MEvL19qyptfqPyAZ9AeRJlT5oUnh7i5N-LlhKe9uMW7NNO0RHbwDjpeKBN~y5NLWc1RYN3zxQ66eiZRM7pIRw__&Key-Pair-Id=K3NV4LZ47N8M46 "image.png") Suggested accruals and reversals are never posted automatically. Review each adjustment before posting it to your ledger. # Managing your accrued expenses tracker The accrued expenses tracker shows you a breakdown of the closing accrued balance and monthly net movement on a per-accrued expense basis as well as overall. ![image.png](https://assets.usepylon.com/d006615b-0ff8-478d-95cd-ac5f62ea53c5%2F1785249414857-image.png?Expires=253370764800&Signature=e57oH6aCd34v9UqslHliZnJv1qLj3UxJlEh25mqog8PAno4sJY3plduoTRzjCPco4Gitzwwmdh~RTvuUvOPa5gDs-uw4qNAQL7qeEh0bPNzUJZPf7hsR2Zp6Ruk40OExOOhwoy~0kj-IdJsJpxO28I4naSp~iZc1PwE5gGOe75mHeTNnurdb5t4FqwTg3B8E~ecMQM1PJ2BN4lJEILy0eiPrVis~42Uae5TtIpH9qOqnKvtR1DGo0FDeJ9pT9rPytau8e8eeH4Net1faGyChe3us7wF9TGvQE59io43Lah5ARqzWB6ljPbAze8bHO8DJV8fSplfYw8R9lpTj62lzkA__&Key-Pair-Id=K3NV4LZ47N8M46 "image.png") Hovering over a cell in the table, will give you a detailed breakdown of how the closing balance and net movement was calculated ![image.png](https://assets.usepylon.com/d006615b-0ff8-478d-95cd-ac5f62ea53c5%2F1785249428494-image.png?Expires=253370764800&Signature=aLTKnQi68YRR8Uv-rrIFQ9hlHqpySSlrD7O~kokEuC87DxT~sZBB3StJPIxV2YHyZUlRt959ehe0xZEsA2~-RS0Niet719QnPBRh~0CK5IiyJ6gaxuLmA-58mOsoWplIju8H-sW6KCeqE-34fW-xtxVpzo~AG5UMp7QryQgbIGkSl4T8Z77nqIRKE3bKRKZCdWsRC-XVLqcYyD1HxPwhP39vgkGrV7riv8KnocXaISIs7jDgjbls5-KuRH7Kbl6jUHbPSOL2UBSP4YQOq68cwCYB1PvJKmIY5WN5LxGuF5VQoWtmPGSa-hzDlR6L~h8ygBkTyKUSyewENnl1gZVYhg__&Key-Pair-Id=K3NV4LZ47N8M46 "image.png") In the summary rows at the bottom, we retrieve your ledger's balance and automatically reconcile it to ensure accuracy and consistency. You can also export the accrued expenses tracker in Briefcase into a CSV by clicking "Export" in the top right corner. ## Manual Accrued Expenses You can also create accrued expenses manually. Select **Add accrued expense**, then enter: - Description - Amount - Accrual date - Expense account - Liability account Briefcase automatically selects your default accruals account, although you can change it if needed. If your ledger uses tracking categories, classes or departments, you can assign those as well. By default, Briefcase immediately creates and posts the accrual journal to your ledger. If the journal has already been posted outside Briefcase, select **Track only (already posted to ledger)** instead. This records the accrued expense in Briefcase without creating another journal. ![Screenshot 2026-02-24 at 16.03.47.png](https://assets.usepylon.com/d006615b-0ff8-478d-95cd-ac5f62ea53c5%2F1771949029798-Screenshot2026-02-24at16.03.47.png?Expires=253370764800&Signature=DIzNKtsTtBBpNrJYFherY4FM15whZwIFJXys-Zt9HI7hXADM191Znr22X6s3lipBAiBwc-VvrKxoU2KemVULhWyk-~rHLdjoJrgQksHO6rrx6lGs8vQ6NSI5s5Mc1u1I9YyiBqGcRgEW~bqLF9FPsQkwJK6~I85Iyum4c7gRpQEdo4kJLTIceps7qXu6gIMo~7Y-Nh01w~iIugLzhrguRjgB7TpPYhWEy8BY34iRTq1fDkmGbD0~RAJKCSA83x8eL92GLCpfZ-qwU7YZSHLS6ud16rvb4MolLha3l8Zb6THz29S2SWdkbjILgYVjU64Zu4aX1Lmp-LnaYNdNx4dwyw__&Key-Pair-Id=K3NV4LZ47N8M46 "Screenshot 2026-02-24 at 16.03.47.png") ## Reversing a Manual Accrual Briefcase doesn’t automatically reverse manual accrued expenses. When you’re ready to reverse one: 1. Open the accrued expense from the **Active** section. 2. Select **Add adjustment**. 3. Enable **This is an accrual reversal**. 4. Choose the original accrual to reverse. 5. Review the journal and select **Create**. The reversal is linked to the original accrual, making it easy to track the complete history. ![Screenshot 2026-02-24 at 16.06.22.png](https://assets.usepylon.com/d006615b-0ff8-478d-95cd-ac5f62ea53c5%2F1771949188207-Screenshot2026-02-24at16.06.22.png?Expires=253370764800&Signature=oOFmGBnR-TurHbLp38gobrcsjlHiz9atF-1~AGfxPFzNigFbRFsET5H9Hz5Pey4WrEPOQgW1r2k3nf0K0gOOkxt9N-S5q~sdv0xX8XebdyGcfnxlw1vwpCkUGdRSWlc1uZQ80H6LhmRSOKhsy2ppaDmRtzoOKKhQrI5lpTVadoPRenXp9ZL2~ThQU3195SywH8DH-zLJSr7ihLwW2j4jUYCGNR2gb-9g1DiL~fwmanAmPPDLFd0Lw8bavqJio4hVZyQEli0JmbRlXOOJdtzhcOUCLJSqBUoJwPo48xeKlYoH8WmZk1Q4VlGDAjy29rx-sbY7uosMSyFRgw6NC46o6g__&Key-Pair-Id=K3NV4LZ47N8M46 "Screenshot 2026-02-24 at 16.06.22.png") # Multi-line accrued expenses Briefcase currently only supports automatic accrual suggestions for single-line invoices. Invoices containing multiple line items won’t be analysed for recurring expenses or receive automatic accrual suggestions. --- # How does Briefcase handle CIS invoices? > Canonical page: https://briefcase.so/articles/how-does-briefcase-handle-cis-invoices > Briefcase content index: https://briefcase.so/llms.txt How does Briefcase handle CIS invoices?. Briefcase can automatically detect and process Construction Industry Scheme (CIS) invoices so you don't have to split. Briefcase can automatically detect and process **Construction Industry Scheme (CIS)** invoices so you don't have to split or code them manually. ## How it works When you upload a CIS invoice, Briefcase will: 1. **Detect CIS** — identify the invoice as CIS based on its content and your CIS configuration. 2. **Split lines** — separate labour and materials into individual line items. 3. **Apply VAT** — set the correct VAT rate per line (including Domestic Reverse Charge at 0% where applicable). 4. **Publish** — post each line to the correct account in your accounting software. ![cis.png](https://kb-assets.briefcase.so/support-kb/7009068970/0-1758494122057-cis.png "cis.png") ## Setup ### Xero For Xero, CIS works automatically with no extra setup in Briefcase. You just need to make sure two things are configured in Xero: 1. **Enable CIS on the organisation** — the Xero organisation must be registered as a CIS contractor. 2. **Mark suppliers as CIS subcontractors** — each supplier that sends you CIS invoices must be flagged as a CIS subcontractor on their contact record in Xero. Briefcase reads the CIS status of each supplier directly from Xero, so once your contacts are set up correctly, CIS treatment is applied automatically. ### QuickBooks For QuickBooks clients, you must **enable the CIS Contractor status** within the business settings in Briefcase for CIS treatment to be applied. QuickBooks' API doesn't expose the "Less CIS" field. After you publish, **enter the CIS deduction manually** in QuickBooks. ![Screenshot 2025-09-21 at 23.43.59.png](https://kb-assets.briefcase.so/support-kb/7009068970/1-1758494684496-Screenshot2025-09-21at23.43.59.png "Screenshot 2025-09-21 at 23.43.59.png") --- # How does Briefcase handle Deferred Income? > Canonical page: https://briefcase.so/articles/how-does-briefcase-handle-deferred-income > Briefcase content index: https://briefcase.so/llms.txt How does Briefcase handle Deferred Income?. This guide covers how AI agent detects deferred income from your sales invoices, drafts deferred income schedules,. This guide covers how AI agent detects deferred income from your sales invoices, drafts deferred income schedules, and posts recurring journal entries. When you upload an invoice, after our bookkeeping AI agent codes transactions, our deferred income AI agent also reviews the transaction, if it recognises a deferred income, it **drafts a deferred income schedule** for you. When you publish the schedule, Briefcase will **post the recurring journal** entries automatically. # How it works 1. Upload a sales invoice via email, web, or WhatsApp. Once the bookkeeping workflow finishes, the **deferred income AI agent analyses the transaction** and flags to you if it detects a deferred income. ![Screenshot 2025-12-15 at 10.26.33.png](https://kb-assets.briefcase.so/support-kb/6882329384/1-1765795550750-Screenshot2025-12-15at10.26.33.png "Screenshot 2025-12-15 at 10.26.33.png") 2. If it’s a deferred income, the **agent creates a draft schedule** which is visible in the new Deferred income tab and on the transaction details page. ![Screenshot 2025-12-15 at 10.26.44.png](https://kb-assets.briefcase.so/support-kb/6882329384/2-1765795587756-Screenshot2025-12-15at10.26.44.png "Screenshot 2025-12-15 at 10.26.44.png") 3. **Review and publish** the schedule, Briefcase will then post the journals on each period end. Deferred income can then be viewed in the tracker. ![Screenshot 2025-12-15 at 10.31.25.png](https://kb-assets.briefcase.so/support-kb/6882329384/3-1765795634221-Screenshot2025-12-15at10.31.25.png "Screenshot 2025-12-15 at 10.31.25.png") 4. **You are always in control**, which means that you can always reverse journals, edit amounts, or archive the schedule whenever needed. # Migrating existing Deferred income to Briefcase 1. Select "Add deferred income" within the deferred income inbox to manually create a deferred income. ![Screenshot 2025-12-15 at 10.47.54.png](https://kb-assets.briefcase.so/support-kb/6882329384/4-1765795685123-Screenshot2025-12-15at10.47.54.png "Screenshot 2025-12-15 at 10.47.54.png") 2. Enter the total **Deferred income Amount** (excluding VAT) in your ledger currency. 3. Add the **Opening Balance** – the remaining portion still to be recognised in future months. 4. Set the **Start Date** as the date in which the deferred income started amortising 5. Set the **End Date** as the date in which the deferred income will finish amortising 6. Set the **Release From Date** as the date that you want Briefcase to start posting amortisation. Briefcase will then calculate an estimate of the deferred balance for each period between the **Start Date** and the **Release From Date** (i.e. the periods of amortisation that have already been posted): ![image.png](https://kb-assets.briefcase.so/support-kb/6882329384/5-1782404059957-image.png "image.png") 7. Review the tracked periods and update the deferred balance estimates if anything is wrong. 8. Choose the appropriate Liability account and Sales **Account Codes** and hit **Publish**. Don’t forget to remove any recurring journals for this deferred income in your ledger to avoid double posting. Briefcase will **not** post deferred income journals for the tracked periods. We assume that this is already posted. ## Adding deferred income that has already been fully amortised Briefcase supports the ability to add existing deferred income which has already been fully amortised for tracking purposes. This is useful if you are using Briefcase's deferred income tracker or Briefcase Working Papers. To do this: 1. Click "Add deferred income" from the deferred income inbox page as normal 2. In the top right, click the "Already amortised" switch: ![image.png](https://kb-assets.briefcase.so/support-kb/6882329384/6-1782404393476-image.png "image.png") 3. Fill in the rest of the information as normal. You will notice that all the periods in the schedule are shown as tracked periods. This means that Briefcase will **not** post any journals to your ledger. 4. Review the schedule and update any of the deferred balance estimates for each period if they are wrong. This will ensure that the tracker reconciles correctly. 5. **Review and publish** the schedule as normal # Managing your deferred income tracker You can easily export the deferred income tracker in Briefcase into a CSV by selecting "Export CSV". ![Screenshot 2025-12-15 at 10.50.05.png](https://kb-assets.briefcase.so/support-kb/6882329384/7-1765795865824-Screenshot2025-12-15at10.50.05.png "Screenshot 2025-12-15 at 10.50.05.png") You can also filter the deferred income tracker by **category, time period, and date range.** # Manually marking a transaction as a deferred income If our deferred income AI agent did not correctly detect and classify an invoice as a deferred income, you can do this manually within the invoice page by selecting "Mark As" and then "Deferred income". ![Screenshot 2025-12-15 at 10.52.08.png](https://kb-assets.briefcase.so/support-kb/6882329384/8-1765795966074-Screenshot2025-12-15at10.52.08.png "Screenshot 2025-12-15 at 10.52.08.png") # Xero Tracking categories Add a tracking category to a deferred income schedule and we’ll **assign it automatically** to every journal the schedule generates. ![Screenshot 2025-12-15 at 10.54.01.png](https://kb-assets.briefcase.so/support-kb/6882329384/9-1765796058552-Screenshot2025-12-15at10.54.01.png "Screenshot 2025-12-15 at 10.54.01.png") # Quickbooks class Select class to a deferred income schedule and we'll **assign it automatically** to every journal the schedule generates ## Choosing how deferred income is spread: monthly or daily proration You can control how Briefcase releases deferred income across its periods. On the schedule, use the **Proration** toggle: \- **Monthly** (the default) recognises the total in equal amounts across each month of the schedule. \- **Daily** weights each period by the number of days in the month, so a 31-day month recognises slightly more than a 28-day February. This gives a more precise release, which is useful for larger balances or where revenue needs to match the exact days of service. You can set this per schedule while it's still in **Draft** or **Review** (it locks once the deferred income is published). To set it once for a client, use the firm-wide default in **Business Settings** → **Prepayment & deferred income proration**, which applies to both prepayments and deferred income - you can still override an individual schedule before publishing. --- # How do I manage expense claims in Briefcase? > Canonical page: https://briefcase.so/articles/how-does-briefcase-handle-expense-claims > Briefcase content index: https://briefcase.so/llms.txt How do I manage expense claims in Briefcase?. You can create expense claims in two ways: automatically, by adding a note like “expense” when you upload a. You can create expense claims in two ways: **automatically**, by adding a note like “expense” when you upload a receipt, or **manually**, by grouping invoices from the invoice inbox. Either way, expense claims group multiple invoices into a single claim for an employee, and once created, the expense claim can be published directly into Xero or Quickbooks. # Create expense claims automatically ### Add a note mentioning “expense” (e.g. “expense for Sam”, “this is an expense”, or just “expense”) when you upload a receipt — via the web, WhatsApp, or email — and Briefcase takes care of the rest: 1. Briefcase analyses your note, identifies the upload as an expense claim, and extracts the claimant name if provided. 2. The invoice is processed as usual — extracting line items, categorising, and assigning VAT. 3. Instead of autopublishing, Briefcase finds or creates a monthly expense claim for the claimant based on the invoice date. 4. The transaction is linked to the expense claim, ready for you to review and publish. ![Automatic expense claim processing](https://briefcase.so/images/changelog/2026-03-21-expense-claims.png "Automatic expense claim processing") If you write “expense for Sam”, Briefcase matches Sam to an existing contact or creates a new one. If you just write “expense” without naming anyone, the claim is assigned to the person who uploaded the receipt. Expense claims are grouped by claimant and invoice month. If Sam uploads three receipts dated in March, they all land in the same “Sam – March 2026” expense claim. A receipt dated in April creates a new claim automatically. The grouping is based on the invoice date, not the upload date, so a late submission still ends up in the correct month. # Create expense claims manually 1. Select relevant invoices and click **Expense claim** on the bottom of the screen. ![expense claim 1.png](https://kb-assets.briefcase.so/support-kb/6284433533/1-1758526641514-expenseclaim1.png "expense claim 1.png") 2. Assign relevant contact, you can create new contact by typing the name and clicking **Add “Name”** button. 3. Navigate to the **expense claim inbox** in the left menu and publish it. ![expense claim 2.png](https://kb-assets.briefcase.so/support-kb/6284433533/2-1758526717709-expenseclaim2.png "expense claim 2.png") 4. Expense claim is now available as new invoice in your Xero or QBO connection. Use the "Source" field in the invoices inbox to identify documents submitted by employees for easy expense claim grouping. ## Approving expense claims You can use permissions to create a simple review process, with publishing acting as the approval step. A claim only reaches Xero or QuickBooks after someone with permission to publish it has reviewed it. For the person submitting claims: 1. Go to **Settings → Organisation → Team** and select **Permissions** beside their name. 2. Choose **Custom access**. 3. Under **Expense Claims**, turn on **View Own Only** and **Create**. Leave **Publish** off. ![Custom access with Expense Claims View Own Only and Create selected while Publish is off](https://briefcase.so/images/support/user-access/expense-claim-permissions.png "Set expense claim permissions")![Custom access with Expense Claims View Own Only and Create selected while Publish is off](https://briefcase.so/images/support/user-access/expense-claim-permissions-dark.png "Set expense claim permissions") For the approver, turn on **View All** and **Publish** under **Expense Claims**. [Read more about managing user permissions](https://briefcase.so/articles/how-do-i-manage-user-permissions-in-briefcase) --- # How does Briefcase handle fixed assets & depreciation? > Canonical page: https://briefcase.so/articles/how-does-briefcase-handle-fixed-assets-depreciation > Briefcase content index: https://briefcase.so/llms.txt How does Briefcase handle fixed assets & depreciation? . This guide covers how AI agents detect fixed assets, drafts depreciation schedules and posts monthly. This guide covers how AI agents detect fixed assets, drafts depreciation schedules and posts monthly journal entries. When you upload an invoice, after our bookkeeping AI agent codes transactions, our fixed asset AI agent also reviews the transaction. If it recognises a fixed asset, it will check whether the fixed asset is depreciable and **draft a depreciation schedule** for the asset if it is. When you publish the depreciation schedule, Briefcase will **post the monthly journal** entries automatically. # How it works 1. Upload an invoice via email, web, or WhatsApp. Once the bookkeeping workflow finishes, the **fixed asset AI agent analyses the transaction** and flags to you if it detects a fixed asset. ![Screenshot 2026-01-30 at 11.43.06.png](https://kb-assets.briefcase.so/support-kb/8884586026/0-1769773392260-Screenshot2026-01-30at11.43.06.png "Screenshot 2026-01-30 at 11.43.06.png") 2. For each of the line items that is categorised to a fixed asset account, if the asset is detected as depreciable, the **agent determines the following parameters** to create the depreciation schedule: 1. Useful life (length of the depreciation schedule) 2. Residual value (value of the asset at the end of its useful life) 3. Depreciation account (account to use to record the accumulated depreciation) 4. Expense account (account to use to record the depreciation expense 3. Using the parameters, the AI agent **creates a draft depreciation schedule** for the fixed asset which is visible in the new Fixed Assets tab. ![Screenshot 2026-01-30 at 11.43.56.png](https://kb-assets.briefcase.so/support-kb/8884586026/1-1769773449741-Screenshot2026-01-30at11.43.56.png "Screenshot 2026-01-30 at 11.43.56.png") 4. **Review and publish** the schedule, Briefcase will then post the journals on each period end. Depreciation schedules can then be viewed in the tracker. ![Screenshot 2026-01-30 at 11.45.36.png](https://kb-assets.briefcase.so/support-kb/8884586026/2-1769773547303-Screenshot2026-01-30at11.45.36.png "Screenshot 2026-01-30 at 11.45.36.png") 5. **You are always in control**, which means that you can always update or reverse a schedule whenever needed. # Migrating existing Fixed Assets and Depreciation Schedules to Briefcase To bulk import assets, follow [this guide](https://briefcase.so/articles/how-can-i-bulk-upload-assets-to-briefcase). To create an asset: 1. Select "Add asset" within the fixed assets inbox to manually create a fixed asset. ![Screenshot 2026-01-30 at 11.36.11.png](https://kb-assets.briefcase.so/support-kb/8884586026/3-1769773060864-Screenshot2026-01-30at11.36.11.png "Screenshot 2026-01-30 at 11.36.11.png") 2. Enter the **Supplier Name** of the fixed asset 3. Add a **Description** 4. Choose the **Fixed Asset Account** where the asset has been capitalised 5. Enter the **Cost Basis** of the fixed asset 6. Select the **Acquisition Date** 7. Enter the **Residual Value** (value at the end of the asset's useful life) 8. Enter the **Remaining Useful Life** 9. Enter the **Schedule Start Date** (this is the date from which Briefcase will start tracking depreciation). The **End Date** of the schedule will then be automatically calculated based on the start date and useful life. 10. Enter the **Accumulated Depreciation to Date** (if this asset is partially depreciated, enter the total amount of depreciation to date) 11. In the table, select the **Contra-asset** (accumulated depreciation) and **Depreciation expense accounts** (these are the accounts used when posting the journals 12. **Review** the schedule and hit **Publish** Don’t forget to remove any recurring journals for this fixed asset's depreciation in your ledger to avoid double posting. Briefcase will **not** post depreciation journals for the tracked periods. We assume that this is already posted. ## Adding fixed assets that have been fully depreciated Briefcase supports the ability to add existing fixed assets which are already fully depreciated for tracking purposes. This is useful if you are using Briefcase's fixed assets tracker or working papers. To do this: 1. Click "Add asset" within the fixed assets inbox as normal. 2. Click the "Already depreciated" switch: ![image.png](https://kb-assets.briefcase.so/support-kb/8884586026/4-1782493099871-image.png "image.png") 3. Fill in the rest of the information as normal. You will notice that all the periods in the schedule are shown as tracked periods. This means that Briefcase will **not** post any journals to your ledger. 4. Review the schedule and update any of the net book value estimates for each period if they are wrong. This will ensure that the tracker reconciles correctly. 5. **Review and publish** the schedule as normal ## Adding non-depreciable fixed assets Briefcase supports the ability to add fixed assets that do not depreciate to the fixed asset register for tracking purposes. To do this: 1. Click "Add asset" within the fixed assets inbox as normal. 2. Click the "Non-depreciable" switch: ![image.png](https://kb-assets.briefcase.so/support-kb/8884586026/5-1782909953600-image.png "image.png") 3. Fill in the rest of the asset's information as normal. You will not see any schedule here since the asset does not depreciate. 4. Click "Publish" in the top right to save the asset to the fixed asset register You will now be able to see this asset in the fixed assets tracker as well as within the fixed assets section of working papers. # Managing your Fixed Assets tracker You can filter the fixed assets tracker by asset account and time period to view all registered assets and their net book value over time # Disposing of Fixed Assets 1. From the fixed asset details page, click "Actions" then dispose ![Screenshot 2026-02-25 at 15.08.52.png](https://kb-assets.briefcase.so/support-kb/8884586026/6-1772032135449-Screenshot2026-02-25at15.08.52.png "Screenshot 2026-02-25 at 15.08.52.png") 2. This will open a modal. In the modal, enter the disposal date, proceeds and proceeds account, then click "Next" ![Screenshot 2026-02-25 at 15.10.20.png](https://kb-assets.briefcase.so/support-kb/8884586026/7-1772032223204-Screenshot2026-02-25at15.10.20.png "Screenshot 2026-02-25 at 15.10.20.png") *Note that any depreciation journals posted after the disposal date will be reversed. If the disposal proceeds are greater than the net book value of the asset on the disposal date a gain will be recorded, otherwise a loss will be recorded.* 3. Enter the gain/loss on disposals account. You will then see a preview of the journal that will be posted to dispose of the asset: ![Screenshot 2026-02-25 at 15.16.19.png](https://kb-assets.briefcase.so/support-kb/8884586026/8-1772032584820-Screenshot2026-02-25at15.16.19.png "Screenshot 2026-02-25 at 15.16.19.png") 4. Review and click "Dispose asset". This will post the disposal journal to your ledger and stop the depreciation schedule for this asset. You will then be able to see disposals on the tracker: ![Screenshot 2026-02-25 at 15.18.05.png](https://kb-assets.briefcase.so/support-kb/8884586026/9-1772032690260-Screenshot2026-02-25at15.18.05.png "Screenshot 2026-02-25 at 15.18.05.png") # Multi-line Fixed Assets Briefcase will **not** group fixed asset line items together even if they have the same account and VAT rate so that each fixed asset can be capitalised independently, and a depreciation schedule can be created for each fixed asset. --- # How does Briefcase handle multi-line invoices? > Canonical page: https://briefcase.so/articles/how-does-briefcase-handle-multi-line-invoices > Briefcase content index: https://briefcase.so/llms.txt How does Briefcase handle multi-line invoices?. Briefcase can extract multi-invoices up to 20 lines. To convert an invoice to multi-line (or back to single. Briefcase can extract multi-invoices up to 20 lines. To convert an invoice to multi-line (or back to single line) simply click the multi-line button on the invoice view screen. ![Screenshot 2025-09-22 at 01.19.08.png](https://kb-assets.briefcase.so/support-kb/5458135628/0-1758500370075-Screenshot2025-09-22at01.19.08.png "Screenshot 2025-09-22 at 01.19.08.png") Here you can add as many manual lines as you want and fill in the details, with the total balance being calculated for you (and we won’t let you publish unless they match!) Briefcase will automatically split from single to multi-line and use AI to populate each line when it detects different VAT rates in an invoice To access a more granular view of the line items, select "Show All Lines" to have **all extracted lines** be exposed. ![Screenshot 2025-09-22 at 01.22.03.png](https://kb-assets.briefcase.so/support-kb/5458135628/1-1758500552930-Screenshot2025-09-22at01.22.03.png "Screenshot 2025-09-22 at 01.22.03.png") --- # How does Briefcase handle one-off prepayments? > Canonical page: https://briefcase.so/articles/how-does-briefcase-handle-one-off-prepayments > Briefcase content index: https://briefcase.so/llms.txt How does Briefcase handle one-off prepayments?. Briefcase automatically detects one-off prepayments such as purchased flight tickets, accommodation or event. Briefcase automatically detects **one-off prepayments** such as purchased flight tickets, accommodation or event tickets. # How it works 1. Upload your invoices. 2. Briefcase will run prepayment AI agent in the background. 3. If invoice qualities as prepayment, it will decide if it’s recurring or one-off prepayment. 4. For one-off prepayments we offset full amount at the beginning of the period and then release it at the end of the schedule. Journals with 0 amount are not posted to the ledger. ![prepayment 4.avif](https://kb-assets.briefcase.so/support-kb/7181082140/0-1758529130886-prepayment4.avif "prepayment 4.avif") --- # How does Briefcase handle prepayments? > Canonical page: https://briefcase.so/articles/how-does-briefcase-handle-prepayments > Briefcase content index: https://briefcase.so/llms.txt How does Briefcase handle prepayments?. This guide covers how AI agent detects prepayments, drafts prepayment schedules, and posts recurring journal. This guide covers how AI agent detects prepayments, drafts prepayment schedules, and posts recurring journal entries. When you upload an invoice, after our bookkeeping AI agent codes transactions, our prepayment AI agent also reviews the transaction. If it recognises a prepaid expense, it **drafts a prepayment schedule** for you. When you publish the schedule, Briefcase will **post the recurring journal** entries automatically. # Video walkthrough # How it works 1. Upload an invoice or receipt via email, web, or WhatsApp. Once the bookkeeping workflow finishes, the **prepayment AI agent analyses the transaction** and flags to you if it detects a prepayment. ![prepayment1.png](https://kb-assets.briefcase.so/support-kb/4894889692/1-1758528498756-prepayment1.png "prepayment1.png") 2. If it’s a prepaid expense, the **agent creates a draft schedule** which is visible in the new Prepayments tab and on the transaction details page. ![prepaymenst 2.png](https://kb-assets.briefcase.so/support-kb/4894889692/2-1758528506250-prepaymenst2.png "prepaymenst 2.png") 3. **Review and publish** the schedule, Briefcase will then post the journals on each period end. Prepayments can then be viewed in the tracker. ![prepayments 3.png](https://kb-assets.briefcase.so/support-kb/4894889692/3-1758528515535-prepayments3.png "prepayments 3.png") 4. **You are always in control**, which means that you can always reverse journals, edit amounts, or archive the schedule whenever needed. # Migrating existing prepayments to Briefcase 1. Click "Add prepayment" within the prepayments inbox to manually create a prepayment. ![Screenshot 2025-09-22 at 09.06.44.png](https://kb-assets.briefcase.so/support-kb/4894889692/4-1758528451016-Screenshot2025-09-22at09.06.44.png "Screenshot 2025-09-22 at 09.06.44.png") 2. Enter the total **Prepaid Amount** (excluding VAT) in your ledger currency. 3. Add the **Opening Balance** – the remaining portion still to be recognised in future months. 4. Set the **Start Date** as the date in which the prepayment started amortising 5. Set the **End Date** as the date in which the prepayment will finish amortising 6. Set the **Release From Date** as the date that you want Briefcase to start posting amortisation. Briefcase will then calculate an estimate of the prepaid balance for each period between the **Start Date** and the **Release From Date** (i.e. the periods of amortisation that have already been posted): ![image.png](https://kb-assets.briefcase.so/support-kb/4894889692/5-1782403564220-image.png "image.png") 7. Review the tracked periods and update the prepaid balance estimates if anything is wrong. 8. Choose the appropriate **Account Code** and hit **Publish**. Don’t forget to remove any recurring journals for this prepayment in your ledger to avoid double posting. Briefcase will **not** post prepayment journals for the tracked periods. We assume that this is already posted. ## Adding prepayments that have already been fully amortised Briefcase supports the ability to add existing prepayments which are already fully amortised for tracking purposes. This is useful if you are using Briefcase's prepayments tracker or Briefcase Working Papers. To do this: 1. Click "Add prepayment" within the prepayments inbox as normal. 2. In the top right, click the "Already amortised" switch: ![image.png](https://kb-assets.briefcase.so/support-kb/4894889692/6-1782403776948-image.png "image.png") 3. Fill in the rest of the information as normal. You will notice that all the periods are shown as tracked periods. This means that Briefcase will **not** post any journals to your ledger. 4. Review the schedule and update any of the prepaid balance estimates for each period if they are wrong. This will ensure that the tracker reconciles correctly 5. **Review and publish** the schedule as normal # Managing your prepayments tracker You can easily export the prepayments tracker in Briefcase into a CSV by selecting "Export CSV". You can also filter the prepayments tracker by **category, time period, and date range.** ![Screenshot 2025-09-22 at 09.11.29.png](https://kb-assets.briefcase.so/support-kb/4894889692/7-1758528735958-Screenshot2025-09-22at09.11.29.png "Screenshot 2025-09-22 at 09.11.29.png") # Manually marking a transaction as a prepayment If our prepayment AI agent did not correctly detect and classify an invoice as a prepayment, you can do this manually within the invoice page by selecting "Mark As" and then "Prepayment". ![Screenshot 2025-09-22 at 09.15.26.png](https://kb-assets.briefcase.so/support-kb/4894889692/8-1758528961165-Screenshot2025-09-22at09.15.26.png "Screenshot 2025-09-22 at 09.15.26.png") # Tracking categories for prepayments Add a tracking category to a prepayment schedule and we’ll **assign it automatically** to every journal the schedule generates. ![prepayments5.avif](https://kb-assets.briefcase.so/support-kb/4894889692/9-1758529270509-prepayments5.avif "prepayments5.avif") ## Choosing how prepayments is spread: monthly or daily proration You can control how Briefcase releases prepayments across its periods. On the schedule, use the Proration toggle: \- Monthly (the default) recognises the total in equal amounts across each month of the schedule. \- Daily weights each period by the number of days in the month, so a 31-day month recognises slightly more than a 28-day February. This gives a more precise release, which is useful for larger balances or where revenue needs to match the exact days of service. You can set this per schedule while it's still in Draft or Review (it locks once the prepayment is published). To set it once for a client, use the firm-wide default in Business Settings → Prepayment & deferred income proration, which applies to both prepayments and deferred income - you can still override an individual schedule before publishing. --- # How does Briefcase handle tracking categories / classes? > Canonical page: https://briefcase.so/articles/how-does-briefcase-handle-tracking-categories-classes > Briefcase content index: https://briefcase.so/llms.txt How does Briefcase handle tracking categories / classes?. Briefcase supports both tracking categories (Xero) and classes (QuickBooks) based on their set up in. Briefcase supports both tracking categories (Xero) and classes (QuickBooks) based on their set up in your ledger. ## Automatic population Briefcase uses AI to **automatically populate tracking categories and classes** on your transactions. The AI considers: - **Historical patterns** - how similar transactions have been categorised in the past - **Document context** - mentions of tracking category or class names found in the invoice or bill itself - **Transaction details** - the supplier/customer, line item descriptions, and account categories Each prediction includes a confidence score. Only high-confidence predictions are applied automatically, so you can trust that the AI is making accurate assignments. As you process more transactions, the AI learns from your choices and becomes more accurate over time. ## Manual adjustments You can always review and override AI-assigned tracking categories or classes. They appear as a field for each invoice, where you can adjust them as needed. ![single line tracking code.png](https://kb-assets.briefcase.so/support-kb/3466428317/0-1758499935378-singlelinetrackingcode.png "single line tracking code.png") This is also supported on **multi-line invoices**, where tracking categories and classes can be applied to individual line items. ![multi line tracking code.png](https://kb-assets.briefcase.so/support-kb/3466428317/1-1758499945332-multilinetrackingcode.png "multi line tracking code.png") If you make a change to your tracking categories / classes in your ledger, Briefcase will sync changes overnight. To force a sync, select "Disconnect" for the entity in your dashboard and then "Reconnect". --- # How does Briefcase Working Papers work? > Canonical page: https://briefcase.so/articles/how-does-briefcase-working-papers-work > Briefcase content index: https://briefcase.so/llms.txt How does Briefcase Working Papers work?. This guide covers how Briefcase's Working Papers solution helps you automate parts of month-end, quarter-end or. This guide covers how Briefcase's Working Papers solution helps you automate parts of month-end, quarter-end or year-end closes for your clients. Briefcase Working Papers works best when you already use Briefcase's other financial close modules: prepayments, deferred income, fixed assets and accruals. - **Built-in auditability:** Every action performed is logged automatically so you know who changed what and when. - **Live Xero data sync:** Trial balances flow straight from the ledger. No more stale data being exported into Excel. Movements to the ledger are automatically synced to our Working Papers module. - **Evidence as a first-class citizen:** Statements, invoices, and confirmations can be attached directly to the balances they support. - **Prior period data at your fingertips:** Brought-forward balances, prior working paper snapshots and the documents that supported them are just one click away. Exactly where you need them to reconcile the account. Working Papers is live for Xero - coming soon for QuickBooks and Briefcase Ledger # Setting up a working paper In order to set up a working paper, you'll first need to ensure that your team have the relevant permissions. There are 2 new permissions that you'll find: ![image.png](https://kb-assets.briefcase.so/support-kb/7270457363/1-1780309313454-image.png "image.png") - **Edit:** This allows a user to perform any actions within the working paper to prepare it to be closed. This is the traditional "preparer" role - **Manage Periods:** This allows a user to create a new working paper and close it once all accounts are reconciled. This is the traditional "approver" role An admin can manage these permissions for users by going to the [team settings](https://app.briefcase.so/settings?tab=organization) page. Once you have set up permissions, you are ready to create your first working paper. To do this: 1. **Click the "Working Papers" tab** under "Financial Close" in the sidebar to open the Working Papers page: ![image.png](https://kb-assets.briefcase.so/support-kb/7270457363/2-1780309730245-image.png "image.png") 1. **Click on "Start first close"**. You will then be prompted to enter a start and end date for your first close. We recommend selecting a monthly or quarterly interval for this. ![image.png](https://kb-assets.briefcase.so/support-kb/7270457363/3-1780310480145-image.png "image.png") You have now successfully set up your first working paper: ![image.png](https://kb-assets.briefcase.so/support-kb/7270457363/4-1780310517562-image.png "image.png") # Walking through the working paper There are 5 defined steps in the working paper workflow in order to prepare the accounts to be closed: 1. Post pending invoices 2. Post pending adjustments 3. Review creditors and debtors 4. Review fixed assets 5. Reconcile balance sheet accounts ## 1\. Post pending invoices In order to ensure that there is no missing data for the working paper period, **Briefcase automatically surfaces any cost invoices, sales invoices or expense claims** which are dated before the working paper close date and have not yet been posted. You will see these in section 1: ![image.png](https://kb-assets.briefcase.so/support-kb/7270457363/5-1780310825603-image.png "image.png") In order to handle these, you can simply click on the invoice and post it to your ledger from Briefcase. You can also archive the invoice if it does not need to be posted. Once all pending invoices have been posted, this section will be marked as complete: ![image.png](https://kb-assets.briefcase.so/support-kb/7270457363/6-1780310992538-image.png "image.png") Note that only pending invoices that have already been uploaded to Briefcase will be surfaced here. Ensure that all invoices have been uploaded to Briefcase before completing this step. ## 2\. Post pending adjustments If there are any fixed assets, prepayments, deferred income or accruals that Briefcase has detected but haven't been posted yet, they will appear in this 2nd section: ![image.png](https://kb-assets.briefcase.so/support-kb/7270457363/7-1780311159322-image.png "image.png") As with posting the pending adjustments, you can click on the adjustment and post it from Briefcase. **We recommend using Briefcase's financial close modules as the working papers module is optimised to use these.** If you are not using Briefcase's financial close modules, you can archive these adjustments to clear this section. Once all pending adjustments have been posted, this section will be marked as complete: ![image.png](https://kb-assets.briefcase.so/support-kb/7270457363/8-1780311318070-image.png "image.png") ## 3\. Review creditors and debtors The Accounts Payable (AP) and Accounts Receivable (AR) balance sheet accounts have a unique type of reconciliation. Click one of the tabs in section 3 to start the reconciliation: ![image.png](https://kb-assets.briefcase.so/support-kb/7270457363/9-1780311567872-image.png "image.png") This will take you to the AP or AR account details page. Here you will see an aged breakdown of outstanding invoices: ![image.png](https://kb-assets.briefcase.so/support-kb/7270457363/10-1780311651049-image.png "image.png") You can click on the dropdown of any contact to see a list of outstanding invoices from that contact including the due date and how overdue it is: ![image.png](https://kb-assets.briefcase.so/support-kb/7270457363/11-1780311765475-image.png "image.png") Briefcase will automatically flag any contacts for the following reasons: - The contact has an invoice(s) which is more than 3 months overdue - The contact has a negative balance ![image.png](https://kb-assets.briefcase.so/support-kb/7270457363/12-1780311844708-image.png "image.png") You can click the "Review" button to bring up a more detailed view of the flag. This will show you the specific invoices which have been flagged and the reason why. At this point you have 2 options: 1. **Organise for the invoice(s) to be paid** (either by the customer to the client for AR or by the client to the supplier for AP): once the invoice is paid, the flag will automatically disappear when reloading the page 2. **Resolve the flag with a justification:** Add a note explaining why this invoice isn't paid with up to 5 attachments as evidence: ![image.png](https://kb-assets.briefcase.so/support-kb/7270457363/13-1780312139192-image.png "image.png") In the case that you resolve the flag, it will now show as resolved in the table. You can click on on "Resolved" to view the resolution justification and attachments: ![image.png](https://kb-assets.briefcase.so/support-kb/7270457363/14-1780312220612-image.png "image.png") Once all flags have been resolved, you will be able to mark this account as reconciled by clicking "Reconcile" in the top right: ![image.png](https://kb-assets.briefcase.so/support-kb/7270457363/15-1780312292323-image.png "image.png") Once you have reconciled both Accounts Payable (AP) and Accounts Receivable (AR), this section will be marked as completed: ![image.png](https://kb-assets.briefcase.so/support-kb/7270457363/16-1780315254488-image.png "image.png") ## 4\. Review fixed asset register This section uses Briefcase's existing Fixed Assets module to automatically reconcile all fixed asset balance sheet accounts. If you are not already using Briefcase's built-in Fixed Asset register, we recommend doing so. You can learn more about this in [this support article](https://briefcase.so/articles/how-does-briefcase-handle-fixed-assets-depreciation). The top section of the fixed assets section shows a breakdown of the entire fixed asset register for the working paper period: ![image.png](https://kb-assets.briefcase.so/support-kb/7270457363/17-1780316419968-image.png "image.png") Here you can see the opening balance of the cost basis, accumulated depreciation and net book value. You can also see the movement within the working paper period to see how much depreciation has been posted this period for example. In the bottom right you will also see the number of assets registered as well as the change in assets over the working paper period. Below you will see the fixed assets grouped by asset account: ![image.png](https://kb-assets.briefcase.so/support-kb/7270457363/18-1780316582388-image.png "image.png") Each line shows the number of assets in the group and the total value of the assets in the group. You can click to expand any of the groups to see a breakdown of the assets within the group: ![image.png](https://kb-assets.briefcase.so/support-kb/7270457363/19-1780316640259-image.png "image.png") Briefcase will automatically compare the account per Xero against the computed balance based on the assets and their depreciation. This will happen for the cost account (for example 710 - Office Equipment) and for the contra-asset account (for example 711 - Less Accumulated Depreciation on Office Equipment). If the account balances match, the account will be auto-reconciled for you. If there is a difference, this will be shown and you have 2 options: 1. **Update the fixed asset register:** In the case that an asset is missing from the register for example, you would want to add this asset to the register. 2. **Manually reconcile with a difference:** You will have the option for reconcile the account with a difference, justifying the reason for the difference (eg "rounding error") and attaching any relevant documents to support this. Once all fixed asset groups are reconciled, the fixed asset section will be marked as complete: ![image.png](https://kb-assets.briefcase.so/support-kb/7270457363/20-1780316909544-image.png "image.png") ## 5\. Balance sheet reconciliation The final section involves reconciling the rest of the balance sheet accounts. At this point, you should see that some of the accounts are already reconciled due to being reconciled in the previous steps. There are a range of accounts which are reconciled in different ways. In order to reconcile an account, you can click on the account from the balance sheet accounts table to see the account details page: ![image.png](https://kb-assets.briefcase.so/support-kb/7270457363/21-1780317588385-image.png "image.png") ### Reconciling an account In order to reconcile an account, you will need to provide supporting evidence on the account's schedule which matches the account balance per the ledger. When initially opening the account details page, you will see this: ![image.png](https://kb-assets.briefcase.so/support-kb/7270457363/22-1780317724148-image.png "image.png") 1. **Add relevant line item(s):** you can think of line items as entities which make up the balance of an account. For example in order to reconcile the VAT account, you might want to add 2 line items: 1. Input VAT: VAT reclaimable on purchases 2. Output VAT: VAT payable on sales ![image.png](https://kb-assets.briefcase.so/support-kb/7270457363/23-1780317873807-image.png "image.png") Line items persist across working paper periods, so once you create a line item, you will see this in the next working paper. This means that you will likely only need to create these line items for the initial working paper, and then they will be there for all future working papers. 1. **Add support for line items:** Once you have added the relevant line items, you now need to add support to them. This is done by clicking "Add support": ![image.png](https://kb-assets.briefcase.so/support-kb/7270457363/24-1780318102217-image.png "image.png") This will open a modal where you can input the amount you would like to support, and an optional note and attachments as evidence. 1. **Reconcile the account:** once support is added for each line item, you will be able to see the difference between the support you added and the GL balance: ![image.png](https://kb-assets.briefcase.so/support-kb/7270457363/25-1780318250671-image.png "image.png") Click "Reconcile" in the top right to reconcile the account. If the difference is not exactly £0.00, a modal will appear when clicking "Reconcile" to ask for some additional information: ![image.png](https://kb-assets.briefcase.so/support-kb/7270457363/26-1780318329367-image.png "image.png") You are still able to reconcile an account with a difference however you need to provide a justification as to why the account is still able to the reconciled. For the future working paper periods, you will then see the prior period supports shown in the schedule table: ![image.png](https://kb-assets.briefcase.so/support-kb/7270457363/27-1780324879878-image.png "image.png") ### Dormant Accounts A dormant account is defined as an account where the opening and closing balance for the working paper period are both £0. Dormant accounts are not shown in the balance sheet breakdown by default. You can view them by clicking "Show dormant accounts": ![image.png](https://kb-assets.briefcase.so/support-kb/7270457363/28-1780317075954-image.png "image.png") Dormant accounts are automatically marked as reconciled so there is no further action for you to take: ![image.png](https://kb-assets.briefcase.so/support-kb/7270457363/29-1780317114715-image.png "image.png") ### Managed Accounts A managed account is defined as an account which is managed by a Briefcase financial close module, for example Prepayments, Income in Advance or Accruals. Note that fixed asset accounts are also marked as "managed" however these are reconciled in the previous fixed assets section. Briefcase automatically adds each item from the relevant tracker to the schedule for these accounts: ![image.png](https://kb-assets.briefcase.so/support-kb/7270457363/30-1780317303275-image.png "image.png") In this example, 2 prepayments are on the prepayments tracker. Each gets a line item with the supporting balance being the outstanding amount to be released from the prepayment account. The balance per schedule is computed as the sum of the supporting balances for each line item and is compared to the balace per GL. If these balances match, the account will be automatically reconciled and there is no further action for you to take. If the balances do not match, you will need to investigate the reason why and then you have 2 options: 1. **Update the tracker:** Similar to when there is a difference in fixed assets, you may be able to fix the difference by adding a missing item to the tracker. 2. **Reconcile with a difference:** You are also able to reconcile the account manually with a difference by including a justification as to why the account balances do not match. # Closing the working paper Once you have reconciled all accounts, you are ready to close the working paper. If there are any outstanding actions to take, you will see this in the top section of the working paper details page. Otherwise, if the working paper is ready to be closed, you will see this: ![image.png](https://kb-assets.briefcase.so/support-kb/7270457363/31-1780318510258-image.png "image.png") Click "Close period". This will bring up a confirmation modal, confirming that this is what you want to do. Once you have closed the period, an immutable snapshot of the data is taken and it cannot be updated. Click "Close period" on the modal to confirm. You will need the "Working Papers - Manage Periods" permission to do this. When closing the period Briefcase will run a series of checks to ensure that the ledger data hasn't drifted for each account since it was reconciled. For example, let's say you reconciled the VAT account with a balance of £10,000. If we detect that the account balance is now £10,500 in Xero, we would block closing the working paper and automatically unreconcile the VAT account as it has drifted and now needs to be reviewed and reconciled again. If all checks pass, the working paper will be closed successfully. Briefcase will create an immutable point-in-time snapshot of the balance sheet which you will be able to reference in the future. # Viewing a closed working paper You can view any previous working papers in the "closed" section on the working papers page: ![image.png](https://kb-assets.briefcase.so/support-kb/7270457363/32-1780318962392-image.png "image.png") Click "View working paper" to see the closed working paper snapshot. ![image.png](https://kb-assets.briefcase.so/support-kb/7270457363/33-1780318999786-image.png "image.png") Here you will see the balance sheet accounts. This data is taken from the snapshot of each account, rather than from Xero. Therefore, if you retroactively update one of these accounts after the working paper is closed, you will **not** see this change here. You can also see who reconciled each account in the "Reconciled by" column. You can click into any of the balance sheet accounts to see more details of the reconciliation of the account. For each account, we also show an "audit trail" where you can view who made each change to the account and when: ![image.png](https://kb-assets.briefcase.so/support-kb/7270457363/34-1780319198062-image.png "image.png") --- # How to connect bank account to Briefcase Ledger (MTD ITSA) > Canonical page: https://briefcase.so/articles/how-to-connect-bank-account-to-briefcase-one > Briefcase content index: https://briefcase.so/llms.txt How to connect bank account to Briefcase Ledger (MTD ITSA). There are 2 ways to turn your transactions into a live bank feed in Briefcase Ledger: (1) Directly. There are 2 ways to turn your transactions into a live bank feed in Briefcase Ledger: - (1) Directly connect your bank account(s) via open banking OR - (2) Upload bank statements (PDFs supported) and our AI Autopilot will extract every transaction, assign to the right account, and turn into a live bank feed. ### 1\. Connect your bank account(s) via open banking Briefcase supports real-time bank feeds for 82+ UK institutions. - Go to **Bank** section (left-side panel) → **Add Bank** → **Connect Bank Feed** ### 2\. Transform bank statements into a live bank feed - Step 1: Go to **Bank** section (left-side panel) → **Add Bank** → **Add Manually** → Fill in the details → **Create** - Step 2: Upload your bank statements → **Statements** tab (Bank section) → click on the uploaded bank statement → **Assign Transactions** → Select the bank account you manually created in step 1 --- # How to get started with Briefcase as a client > Canonical page: https://briefcase.so/articles/how-to-get-started-with-briefcase-as-a-client > Briefcase content index: https://briefcase.so/llms.txt How to get started with Briefcase as a client. This guide covers how to setup your Briefcase account from when your accountant invites you to having full. This guide covers how to setup your Briefcase account from when your accountant invites you to having full access to the platform. Your accountant must invite you to Briefcase. If they have not done so already - please reach out to them. ## Video walkthrough 1. What is Briefcase (0.00 - 0.31) 2. How to setup your account (0.31 - 1.42) 3. How to upload documents to Briefcase (1.42 - 3.56) 4. How to review and process transactions in Briefcase (3.56 - 7.01) ## Summary ### What is Briefcase? Briefcase makes it easy to capture and share invoices and receipts with your accountant. We support the upload of purchase invoices, sales invoices, and bank statements. ### How do I setup my Briefcase account? Your accountant will invite you by email. Look out for an email with the subject "Welcome to Briefcase", click the link, and follow the steps to set up your account. ### How do I upload documents to Briefcase? There are three ways to upload information to Briefcase: - **Direct Upload:** Simply drag and drop documents at the "Upload documents" section and we will filter for duplicates, non-transactional items, and different document types. - **Email:** Save your unique Briefcase forwarding email address so that you can send invoices via email directly to your account. - **WhatsApp:** Either scan the QR code displayed during sign up with your phone's native camera or save our number (+447380878620) as a contact on your phone. Ensure that your phone number that has WhatsApp is connected to your Briefcase account which can be found in your "User settings". See [How to upload receipts and invoices to Briefcase via WhatsApp](https://briefcase.so/articles/whatsapp-upload). For batches of photos, see [How to upload multiple pictures or merge a multi-page invoice on WhatsApp](https://briefcase.so/articles/how-do-i-upload-multiple-pictures-in-one-go-on-whatsapp). The next section is only relevant for those that perform bookkeeping themselves. If your accountant handles this for you, then you just need to know how to upload documents. ### How do I review and process invoices in Briefcase? After you have uploaded documents to Briefcase, our AI will extract information and intelligently code relevant fields for each invoice. This includes: - **Transaction information:** Such as date, due date, reference number, supplier name, currency, and amount. - **Account codes:** Using your individual chart of accounts. - **VAT rates:** Based on HMRC legislation for the item purchased. Once you have reviewed your invoice and are happy with the coding, simply select a publish location, press "Publish", and the invoice details will be sent straight to your Xero or Quickbooks account. ## FAQs What do I do if I didn't receive my invite email or verification email? Please confirm that your accountant has invited you to Briefcase. If you still haven't received an email, check your spam/junk folder in case it went there. If you still face issues, reach out to us at [support@briefcase.so](mailto:support@briefcase.so) How do I add additional users to Briefcase? Briefcase offers unlimited users for all connected entities. To add more people (such as employees) you will need to contact your accountant and share the emails of those you wish to add. They will then receive an email with the same sign up process as above I didn't scan the WhatsApp QR code at sign up - where can I find it again? You can always find your WhatsApp connection settings in the "User Settings" found by clicking the cog icon on the top right Make sure to use your phones native camera to scan the QR code and to save us as a contact on your phone ![Screenshot 2025-09-18 at 15.29.11.png](https://kb-assets.briefcase.so/support-kb/5032477172/1-1758205770482-Screenshot2025-09-18at15.29.11.png "Screenshot 2025-09-18 at 15.29.11.png") Where can I find my Briefcase email address? You can always find your unique Briefcase email address in the "Business Settings" on the bottom left ![Screenshot 2025-09-18 at 15.28.17.png](https://kb-assets.briefcase.so/support-kb/5032477172/2-1758205700877-Screenshot2025-09-18at15.28.17.png "Screenshot 2025-09-18 at 15.28.17.png") Who do I contact if I need help? If you have any questions or require support, please reach out to your accountant or to our team directly at [support@briefcase.so](mailto:support@briefcase.so) ## Useful links - [📄 Setting up Email Auto Forwarding (Outlook/Microsoft)](https://briefcase.so/articles/setting-up-email-auto-forwarding-outlook-microsoft) - [📄 Setting up Email Auto Forwarding (Gmail)](https://briefcase.so/articles/setting-up-email-auto-forwarding-gmail) - [📄 How Briefcase Protects your Information](https://briefcase.so/articles/how-briefcase-protects-your-information) - [📄 5 Reasons to Switch to Briefcase](https://briefcase.so/articles/copy-of-5-reasons-to-switch-to-briefcase) --- # How to get started with Briefcase as an accountant > Canonical page: https://briefcase.so/articles/how-to-get-started-with-briefcase-as-an-accountant > Briefcase content index: https://briefcase.so/llms.txt How to get started with Briefcase as an accountant. This guide covers how to set up your practice on Briefcase — from first login to inviting your team and. This guide covers how to set up your practice on Briefcase — from first login to inviting your team and clients, connecting ledgers, and uploading documents. We recommend watching our demo video here first:[📄 Introduction](https://briefcase.so/articles/introduction) # What is Briefcase? Briefcase is an AI-native bookkeeping platform that captures invoices and receipts, categorises to your client’s chart of accounts, and supports VAT compliance — integrated with Xero and QuickBooks. Briefcase also automates prepayments as part of its financial close module. # How do I setup my firm? 1. You will receive an invite link to join your newly created organisation as an **Admin.** 2. To add a client entity, select **"Add client"** in the dashboard, followed by Xero or Quickbooks. You will then be diverted to your ledger and prompted to allow Briefcase access to that client. 3. To add colleagues and client users, open **Settings → Organisation → Team** and follow [how to invite team members and clients](https://briefcase.so/articles/how-do-i-invite-new-users-to-briefcase). # How do I upload documents? See our [document upload guides](https://briefcase.so/help/collections/uploading_documents) for supported document types and upload options. For clients sending receipts from their phones, see [How to upload receipts and invoices to Briefcase via WhatsApp](https://briefcase.so/articles/whatsapp-upload). For batches of photos or pages of one invoice, see [How to upload multiple pictures or merge a multi-page invoice on WhatsApp](https://briefcase.so/articles/how-do-i-upload-multiple-pictures-in-one-go-on-whatsapp). # How do I manage my team? Use these guides to add people and give them the right access: - [Invite team members and clients](https://briefcase.so/articles/how-do-i-invite-new-users-to-briefcase) to your practice's Briefcase account. - [Manage user permissions and client account access](https://briefcase.so/articles/how-do-i-manage-user-permissions-in-briefcase), including upload-only access. # How do I train my team? We are happy to schedule training calls with your team to get them set up with Briefcase and answer any questions they have. Please reach out to your account manager to schedule this. # How do I train my clients? We have a range of materials to support you as you transition clients to Briefcase. Please see the following guides: - [📄 How to get started with Briefcase as a client](https://briefcase.so/articles/how-to-get-started-with-briefcase-as-a-client) - [📄 Draft email for client communication](https://briefcase.so/articles/draft-email-for-client-communication) - [📄 5 Reasons to Switch to Briefcase](https://briefcase.so/articles/copy-of-5-reasons-to-switch-to-briefcase) --- # How to get started with Briefcase Ledger as a client > Canonical page: https://briefcase.so/articles/how-to-get-started-with-briefcase-one-as-a-client > Briefcase content index: https://briefcase.so/llms.txt How to get started with Briefcase Ledger as a client. This guide covers how to setup your Briefcase Ledger account from when your accountant invites you to. This guide covers how to setup your Briefcase Ledger account from when your accountant invites you to having full access to the platform. Your accountant must invite you to Briefcase. If they have not done so already - please reach out to them. # What is Briefcase Ledger? **Briefcase Ledger** is an end-to-end AI-native solution built specifically for **MTD** sole traders and landlords. Simply upload your documents and connect your bank account(s), and Briefcase will automate the end-to-end workflow, including data capture, bank reconciliation, and HMRC compliance. ## How do I get set up on Briefcase Ledger? ### **1\. Create your account** **Your accountant will invite you via either a sign-up link or email:** - **Sign-up link:** Click on the link and follow the steps to set up your account. - **Email:** Look out for an email with the subject *"Welcome to Briefcase"*, accept invitation, and follow the steps to set up your account. ### 2\. Connect your bank account(s) via open banking Briefcase supports real-time bank feeds for 82+ UK institutions. You can also upload bank statements (PDFs supported) and our AI Autopilot will extract every transaction, assign to the right account, and turn into a live bank feed. - [📄 How to connect bank account to Briefcase Ledger](https://briefcase.so/articles/how-to-connect-bank-account-to-briefcase-one) ### 3\. Upload documents There are three ways to upload information to Briefcase: - [📄 Web Upload](https://briefcase.so/articles/how-do-i-upload-documents-to-briefcase) - [How to upload receipts and invoices to Briefcase via WhatsApp](https://briefcase.so/articles/whatsapp-upload) - [📄 Email Upload](https://briefcase.so/articles/email-upload) Sending several pictures or pages of the same invoice? See [How to upload multiple pictures or merge a multi-page invoice on WhatsApp](https://briefcase.so/articles/how-do-i-upload-multiple-pictures-in-one-go-on-whatsapp). **Contextual Upload** Upload documents with **notes** via email, in a WhatsApp message or directly in the platform. Briefcase can use the additional context, such as "team meal", to apply the correct VAT treatment between a team or client lunch, for example. ### 4\. Connect to HMRC (MTD ITSA) Connect directly to HMRC, so your tax obligations and businesses are automatically synced through — no manual exports or data entry required. You must be signed up for MTD ITSA with HMRC before connecting to Briefcase. Two ways to link HMRC to your account: - In the **Submissions** section (bottom left panel), go to **MTD ITSA** → **Connect to HMRC** - OR navigate to **Business Settings** (bottom left corner), go to **HMRC** tab → Connect to HMRC View full demo of Briefcase Ledger here: [📄 Briefcase Ledger - Overview](https://briefcase.so/articles/what-is-briefcase-one-demo-video) ## Q&A **What do I do if I didn't receive my invite email or verification email?** Please confirm that your accountant has invited you to Briefcase. If you still haven't received an email, check your spam/junk folder in case it went there. If you still face issues, reach out to us at [support@briefcase.so](mailto:support@briefcase.so) **How do I add additional users to Briefcase?** Briefcase offers unlimited users for all connected entities. To add more people (e.g. employees) you will need to contact your accountant and share the emails of those you wish to add. They will then receive an email with the same sign up process as above **I didn't scan the WhatsApp QR code at sign up - where can I find it again?** You can find your WhatsApp QR code from **Settings** (Top right corner) → **User** Make sure to use your phone's native camera to scan the QR code and to save us as a contact on your phone **Where can I find my Briefcase email address for forwarding documents for upload?** You can find the Briefcase email address(es) that you can use to forward upload documents from your email in **Business Settings** (bottom left corner) → Preferences → Forwarding Emails **How can I add new businesses or income streams to my account?** You can add new businesses directly to your HMRC account and they will be synced to Briefcase. We do support multiple businesses per client (sole trade, UK property, & foreign property). However, we currently do not support adding new businesses directly on Briefcase after account creation yet. **Who do I contact if I need help?** If you have any questions or require support, please reach out to your accountant or to our team directly at [support@briefcase.so](mailto:support@briefcase.so) # More about us - Read what our customers say about us [here](https://www.briefcase.so/customers) - Read about our approach to data security [here](https://briefcase.so/#security) - Read our thoughts and insights [here](https://www.briefcase.so/blog) --- # How do I manage two-factor authentication (2FA) in Briefcase? > Canonical page: https://briefcase.so/articles/how-to-manage-two-factor-authentication-2fa-in-briefcase > Briefcase content index: https://briefcase.so/llms.txt How do I manage two-factor authentication (2FA) in Briefcase?. 2FA is mandated across all Briefcase accounts in order to maintain an extra layer of security. 2FA is mandated across all Briefcase accounts in order to maintain an extra layer of security and protection. # How it works 1. Open **Settings** (⚙ top-right). 2. Go to **User settings**. 3. Click **Enable 2FA**. 4. Pick where you’d like your codes delivered **Authenticator app** or **email**. ![2fa1.webp](https://kb-assets.briefcase.so/support-kb/3203160302/0-1758530622466-2fa1.webp "2fa1.webp") 1. Re-enter your password to confirm. ![2fa2.webp](https://kb-assets.briefcase.so/support-kb/3203160302/1-1758530635139-2fa2.webp "2fa2.webp") 2. Follow the on-screen prompts to finish setup. Once enabled, Briefcase will ask for a 2FA code **every 30 days** or whenever you sign in from a new device. --- # How to request paperwork on Briefcase Ledger? > Canonical page: https://briefcase.so/articles/how-to-request-paperworks-on-briefcase-ledger > Briefcase content index: https://briefcase.so/llms.txt How to request paperwork on Briefcase Ledger?. When you're doing the books in Briefcase Ledger, you'll often hit a bank transaction with no invoice attached,. When you're doing the books in Briefcase Ledger, you'll often hit a bank transaction with no invoice attached, or need a bank statement to reconcile a period. Instead of chasing your client over email or WhatsApp yourself, you can request the paperwork directly from Briefcase. Briefcase emails the request, chases it for you with automatic reminders, and then processes and files whatever comes back — auto-completing the task once the paperwork is matched. ## **How to request paperwork in Briefcase Ledger - Demo** You can request two types of paperwork: 1\. **Invoices:** for specific bank transactions that are missing a supporting document 2\. **Bank statements:** for a bank account, covering the months you need - Note: You can only request paperwork for transactions that aren't already reconciled. If any reconciled transaction is selected, the Request button is disabled. ### Request a bank statement First, add a bank account — either manually or by connecting a bank feed. Then tick the checkbox(es) next to the account and choose "Request bank statement" from the popover. Specify the months you need, set an assignee and due date, add an optional message, and send. ![Request bank statement dialog with month selection, assignee and due date fields, and an optional message](https://briefcase.so/images/changelog/2026-06-15-request-bank-statement.png) ### Request invoices Requesting invoices works much the same way: 1. Select the bank transactions you want invoices for. 2. Add the assignee and due date. 3. The client replies to the request email with the invoices. Briefcase matches each one against its bank transaction and auto-completes the task. **Note:** External users can also be invited to Briefcase to use more upload methods, including WhatsApp, or to do their own bookkeeping. Go to **Settings → Organisation → Team**, open **Your Clients** and select **Invite client**. Choose the client account and access they need, then review and send the invitation. ![The Review step of the Invite someone window, showing the person, client account, access and delivery choices](https://briefcase.so/images/support/user-access/invite-review-step.png "Review and send an invitation")![The Review step of the Invite someone window, showing the person, client account, access and delivery choices](https://briefcase.so/images/support/user-access/invite-review-step-dark.png "Review and send an invitation") ### **What happens after you send a request** 1\. **The assignee gets an email** listing the exact items you've requested. This works whether they're an internal Briefcase user or an external client with no account. ![Email sent to the assignee listing the requested paperwork](https://briefcase.so/images/changelog/2026-06-15-paperwork-request-email.png) 2\. They **reply to that email** with the paperwork attached. No login or portal needed. 3\. Briefcase triages and processes the attachment automatically: - **Invoices:** Briefcase matches each invoice against its bank transaction. - **Bank statements:** Briefcase processes the statement and assigns its transactions to the bank account. 4\. The task auto-completes once the paperwork is matched, with a full audit trail of what was requested, when, and what came back. ### ![Auto-completed paperwork task showing a full audit trail](https://briefcase.so/images/changelog/2026-06-15-task-auto-completed.png) **Automatic reminders** You don't need to chase manually. Briefcase emails the assignee reminders on a set schedule around the due date (every reminder is recorded on the task's activity trail): - 1 day after the request is created - 14 days, 7 days, 2 days and 1 day **before** the due date - 1 day, 2 days and 7 days **after** the due date if it's still outstanding ### **Tracking your requests** Open requests appear on the **Tasks** page, where you can see each **task's status** and **due date** at a glance — including an **Overdue** flag or a **Due** countdown. Completed requests stay on record with their full activity history. ## **FAQ** 1\. Who can send requests? \> Any team member with financial-close access. Client users can't create requests. 2\. Do clients need a Briefcase login to respond? \> No. External clients simply reply to the request email with the paperwork attached, and Briefcase does the rest. \> A login is only needed if you want to give them extra upload methods like WhatsApp. Learn more about inviting current team members or external clients [here](https://briefcase.so/articles/how-do-i-invite-new-users-to-briefcase). 3\. What if the invoice or statement doesn't match automatically? \> The task stays open so you can review it. Auto-completion only happens once Briefcase has matched the invoice to its transaction (or assigned the statement's transactions to the account). 4\. Can I request paperwork for a transaction that's already reconciled? \> No, requests can only be sent for unreconciled transactions. --- # How to toggle between light / dark mode? > Canonical page: https://briefcase.so/articles/how-to-toggle-between-light-dark-mode > Briefcase content index: https://briefcase.so/llms.txt How to toggle between light / dark mode?. You can select whether your platform colour scheme is in light or dark mode, by selecting the moon or sun icon on the. You can select whether your platform colour scheme is in light or dark mode, by selecting the moon or sun icon on the top right. ![Screenshot 2025-09-20 at 13.29.49.png](https://kb-assets.briefcase.so/support-kb/1914632759/0-1758371411485-Screenshot2025-09-20at13.29.49.png "Screenshot 2025-09-20 at 13.29.49.png") --- # How to use ApprovalMax with Briefcase? > Canonical page: https://briefcase.so/articles/how-to-use-approvalmax-with-briefcase > Briefcase content index: https://briefcase.so/llms.txt How to use ApprovalMax with Briefcase?. Xero Connect ApprovalMax to the Xero account, then publish all invoices from Briefcase to Awaiting Approval in. ## **Xero** Connect ApprovalMax to the Xero account, then publish all invoices from Briefcase to *Awaiting Approval* in Xero. ApprovalMax will automatically pick these up and route them through your existing approval workflows. Once approved in ApprovalMax, invoices will move to *Awaiting Payment* in Xero. ## **Quickbooks** Unfortunately ApprovalMax doesn't offer the same workflow for Quickbooks. However, ApprovalMax can automatically pull in all unpaid and paid bills from Quickbooks so you have visibility over them within the platform (although they will already be in *Approved* or *Paid* status). This is how to set it up: --- # Briefcase Connect - Overview > Canonical page: https://briefcase.so/articles/introduction > Briefcase content index: https://briefcase.so/llms.txt Briefcase Connect - Overview. Briefcase is the first AI Autopilot built for accountants and bookkeepers. Upload client documents (invoices, receipts, credit. Briefcase is the first AI Autopilot built for accountants and bookkeepers. Upload client documents (invoices, receipts, credit notes, bank statements, supplier statements) and the Briefcase AI Autopilot will do the rest, working for you across all bookkeeping tasks and month-end close. Sign up free [here](https://briefcase.so/). # How it works Briefcase Connect integrates with your existing Xero or QuickBooks ledger — or you can use Briefcase standalone for your MTD clients via Briefcase Ledger ([📄 Briefcase Ledger - Overview](https://briefcase.so/articles/what-is-briefcase-one-demo-video)). Briefcase also supports **two-way sync** with Xero or Quickbooks. This means data is always kept up to date and Briefcase AI is always learning from the most recent activity, no matter where the updates occur. Briefcase Capture & Close is now called **Briefcase Connect**. # Key features Briefcase can process costs and sales invoices, create expense claims, convert bank statement documents to CSV and automate supplier statement reconciliation. Here's what makes us different: - **Historical learning:** When you connect a Xero/QBO account Briefcase learns the last 12 months of ledger data overnight and uses this context to accurately process new documents uploaded into the platform. *No set up required.* - **Real-time learning:** Every time you update a category or tracking code in Briefcase, it automatically learns it for next time. *No supplier rules needed.* - **AI Autopilot:** All transactions are reviewed for legibility, completeness and historical consistency. After three manual publishes, similar transactions are auto-published to the ledger. *No manual intervention required.* - **VAT compliance:** Briefcase searches relevant VAT legislation for every purchase and assigns appropriate VAT rates based on UK VAT law and HMRC guidance. Briefcase explains its working and you can verify directly in the platform. *More compliant data.* - **Line item extraction:** Line items can be extracted with unique descriptions and VAT rates assigned to each line. Correct tracking codes can also be assigned on a line item basis. *More accurate data.* - **Prepayment automation:** Prepayments are detected, adjustment schedules are made and manual journals are posted and reconciled automatically by Briefcase AI. *More automated workflows.* - **Deferred income automation:** Deferred income is identified from sales invoices, release schedules are auto-generated and adjustment journals are suggested for automatic posting. *Auto-complete period-end accounts.* - **Fixed asset automatic detection & scheduling:** Fixed assets are detected from invoices and depreciation schedules are created. Upon review, journals are posted and reconciled to the general ledger automatically by Briefcase AI. The tracker shows all fixed assets auto-reconciled to the general ledger for review at month-end. *More accurate asset registers.* - **Accrued Expenses:** Over time, Briefcase will predict what are the recurring expenses for your business, and if invoices aren't provided for them at the end of the month, Briefcase will automatically suggest an accrual. When an invoice is uploaded, a reversal will be suggested. Journals are posted at the click of a button and reconciled back to your ledger. *Period-end made easy.* - **Balance sheet recs & working papers coming soon...** ### Want to get started? Sign up free [here](https://briefcase.so/)! # Upload methods Briefcase has **AI triage** which detects document types, sends them to the correct inbox, remove duplicates and filters out non-transactional emails automatically. This makes data upload effortless for accounting/bookkeeping firms and their clients. - [📄 Web Upload](https://briefcase.so/articles/how-do-i-upload-documents-to-briefcase) - [📄 WhatsApp Upload](https://briefcase.so/articles/whatsapp-upload) - [📄 Email Upload](https://briefcase.so/articles/email-upload) ### New Release! Contextual Upload Upload documents with written context via email, in a WhatsApp message or directly in the platform. Briefcase can use the additional context, such as "team meal", to apply the correct VAT treatment between a team or client lunch, for example. # Sign up free today or book a demo [here](https://briefcase.so/)! For more information on getting set up: - If you're an accountant or bookkeeper: [📄 How to get started with Briefcase as an accountant](https://briefcase.so/articles/how-to-get-started-with-briefcase-as-an-accountant) - If you're a business owner or employee: [📄 How to get started with Briefcase as a client](https://briefcase.so/articles/how-to-get-started-with-briefcase-as-a-client) # More about us - Read what our customers say about us [here](https://www.briefcase.so/customers) - Read about our approach to data security [here](https://briefcase.so/#security) - Read our thoughts and insights [here](https://www.briefcase.so/blog) --- # Partner badges > Canonical page: https://briefcase.so/articles/partner-badges > Briefcase content index: https://briefcase.so/llms.txt Partner badges. We know how important it is to demonstrate to your clients that you’re leveraging the latest technology. As an early adopter of Briefcase, feel. We know how important it is to demonstrate to your clients that you’re leveraging the latest technology. As an early adopter of Briefcase, feel free to download and showcase this on your LinkedIn profile or company website! ![Briefcase-Certified-Partner.webp](https://kb-assets.briefcase.so/support-kb/7144501677/0-1758531266272-Briefcase-Certified-Partner.webp "Briefcase-Certified-Partner.webp") --- # Setting up Email Auto Forwarding (Gmail) > Canonical page: https://briefcase.so/articles/setting-up-email-auto-forwarding-gmail > Briefcase content index: https://briefcase.so/llms.txt Setting up Email Auto Forwarding (Gmail). Auto-forwarding sends your client's emails to Briefcase automatically. Briefcase picks out the individual. Auto-forwarding sends your client's emails to Briefcase automatically. Briefcase picks out the individual transactions and puts them into your client's Briefcase inbox, handling duplicate checks and multi-page invoice splits along the way. **There are two ways to set this up:** - **Forward everything** → you have direct access to the client's inbox and want all of its email forwarded to Briefcase. - **Forward specific senders** → you receive emails from several clients in one shared inbox and want each client's emails forwarded to their own Briefcase account. Both start with the same first step: verifying the Briefcase forwarding address. ### Step 1: Add and verify the forwarding address 1. In Gmail, click the **Settings** gear icon, then **See all settings**. 2. Open the **Forwarding and POP/IMAP** tab. 3. Click **Add a forwarding address**. 4. Enter the client's Briefcase email address (found in the client's **Business Settings** in Briefcase), click **Next**, then **Proceed**. 5. You will receive a confirmation email from **no-reply@notifications.briefcase.so**. Open it and click the confirmation link to approve the forwarding request. If the confirmation email doesn't arrive within a few minutes, check your spam/junk folder. ### Option A: Forward everything 1. Back in the **Forwarding and POP/IMAP** tab, select **Forward a copy of incoming mail to** and choose the Briefcase address you just verified. 2. Select **keep Gmail's copy in the inbox**. 3. Click **Save Changes**. ***All emails received in this inbox will now be forwarded to your client's Briefcase inbox.*** ### Option B: Forward specific senders (multiple clients) First, repeat **Step 1** for each client's Briefcase address. Leave the Forwarding section set to **Disable forwarding** — the filters below do the forwarding. 1. Open the **Filters and Blocked Addresses** tab. 2. Click **Create a new filter**. 3. In the **From** field, enter the sender email addresses belonging to one client. 4. Click **Search** and check that the matching emails are the right ones, then click **Create filter**. 5. Select **Forward it to** and choose that client's Briefcase address. 6. Click **Create filter**. 7. Repeat for each client. ***Emails will now be forwarded to each client's Briefcase inbox based on your filters.*** ### Good to know - A forwarding address must be verified (Step 1) before it can be used in a filter. - Send a test email after setup to confirm forwarding is working. - If you don't see the forwarding options, they may be restricted by your administrator — contact your IT support. - Using an email client other than Gmail or Outlook? Email us at [support@briefcase.so](mailto:support@briefcase.so) and we'll help you get set up. --- # Setting up Email Auto Forwarding (Outlook/Microsoft) > Canonical page: https://briefcase.so/articles/setting-up-email-auto-forwarding-outlook-microsoft > Briefcase content index: https://briefcase.so/llms.txt Setting up Email Auto Forwarding (Outlook/Microsoft). Auto-forwarding sends your client's emails to Briefcase automatically. Briefcase picks out the individual. Auto-forwarding sends your client's emails to Briefcase automatically. Briefcase picks out the individual transactions and puts them into your client's Briefcase inbox, handling duplicate checks and multi-page invoice splits along the way. **There are two ways to set this up:** - **Forward everything** → you have direct access to the client's inbox and want all of its email forwarded to Briefcase. - **Forward specific senders** → you receive emails from several clients in one shared inbox and want each client's emails forwarded to their own Briefcase account. You'll find the client's Briefcase forwarding address (ending in **@briefcase.to**) in the client's **Business Settings** in Briefcase. ### Option A: Forward everything **Outlook for Windows** 1. On the **Home** tab, click **Manage Rules & Alerts**, then **New Rule**. 2. Under "Start from a blank rule", select **Apply rule on messages I receive** and click **Next**. 3. Leave the conditions empty and click **Next**, then click **Yes** to apply the rule to every message. 4. Select **forward it to people or public group**, click the underlined **people or public group**, enter the client's Briefcase forwarding address, and click **OK**. 5. Click **Next** past the exceptions (leave them empty), then click **Finish**. 6. Name the rule (e.g. **\[Client Name\] - Briefcase Auto Forwarding**) and click **OK**. **Outlook for Mac** 1. On the **Message** tab, click **Rules**, then **Edit Rules**. 2. Click **+** to add a rule and name it (e.g. **\[Client Name\] - Briefcase Auto Forwarding**). 3. Set the condition to **Apply to all messages**. 4. Set the action to **Forward to** and enter the client's Briefcase forwarding address. 5. Click **Save**. ***All emails received in this inbox will now be forwarded to your client's Briefcase inbox.*** ### Option B: Forward specific senders (multiple clients) Create one rule per client that matches that client's sender addresses. **Outlook for Windows** 1. On the **Home** tab, click **Manage Rules & Alerts**, then **New Rule**. 2. Select **Apply rule on messages I receive** and click **Next**. 3. Tick the condition **from people or public group**, click the underlined **from people or public group**, and enter the sender addresses belonging to one client. Click **Next**. 4. Select **forward it to people or public group**, click the underlined **people or public group**, enter that client's Briefcase forwarding address, and click **OK**. 5. Click **Next** past the exceptions (leave them empty), then click **Finish**. 6. Name the rule (e.g. **\[Client Name\] - Briefcase Auto Forwarding**) and click **OK**. 7. Repeat for each client. If your inbox receives mail for several addresses, also tick the condition **to people or public group** in step 3 and set it to the address your clients email (e.g. your internal receipts@ address). **Outlook for Mac** 1. On the **Message** tab, click **Rules**, then **Edit Rules**. 2. Click **+** to add a rule and name it (e.g. **\[Client Name\] - Briefcase Auto Forwarding**). 3. Set the condition to **From** and enter that client's sender addresses (e.g. admin@, invoices@, finance@). 4. Set the action to **Forward to** and enter that client's Briefcase forwarding address. 5. Click **Save**. 6. Repeat for each client. ***Emails will now be forwarded to each client's Briefcase inbox based on your rules.*** ### Troubleshooting: "Your organization doesn't allow external forwarding" If Outlook shows **"Your organization doesn't allow external forwarding. Please contact your administrator for further assistance"** when your rule tries to forward, the block is coming from **Microsoft 365** — not from Briefcase. Since 2020, Microsoft blocks automatic external forwarding by default through its outbound anti-spam policy, so a Microsoft 365 administrator needs to allow forwarding to Briefcase. These changes must be made by a **Microsoft 365 / Exchange administrator** — the person creating the forwarding rule can't fix this from Outlook. If that isn't you, forward the steps below to your IT team. **Step 1 — Allow automatic forwarding for the mailbox** We recommend scoping this to only the mailbox(es) that forward into Briefcase, so the rest of your organisation stays locked down. 1. Go to the **Microsoft Defender portal** ([security.microsoft.com](https://security.microsoft.com/)). 2. Open **Email & collaboration → Policies & rules → Threat policies → Anti-spam**. 3. Click **Create policy → Outbound**. 4. Give it a name (e.g. *Allow Briefcase forwarding*) and, under **Users, groups, and domains**, scope it to the mailbox(es) that forward into Briefcase. 5. Under the protection settings, set **Automatic forwarding rules** to **On – Forwarding is enabled**. 6. Click **Save**. Changes can take up to an hour to take effect. **Step 2 (optional) — Restrict forwarding to Briefcase only** Step 1 lets those mailboxes forward anywhere. To allow forwarding **only** to Briefcase and keep every other external destination blocked, add a mail flow rule: 1. Go to the **Exchange admin center** ([admin.exchange.microsoft.com](https://admin.exchange.microsoft.com/)) → **Mail flow → Rules → Add a rule → Create a new rule**. 2. Under **Apply this rule if**, choose **The message properties → include the message type → Auto-forward**. 3. Add an exception: **Except if → The recipient → address matches any of these words**, and enter **briefcase.to**. 4. Under **Do the following**, choose **Block the message → reject the message and include an explanation**. 5. Click **Save**. The result: auto-forwards to **@briefcase.to** are allowed, and auto-forwards to any other address stay blocked. Every Briefcase forwarding address ends in **@briefcase.to** (for example *acme-limited-4821@briefcase.to*), so allowing that one domain is all you need. You may see advice to simply add a **Remote Domain** for briefcase.to. In current Exchange Online the outbound anti-spam policy overrides remote-domain settings, so **Step 1 above** is what actually clears this error — the remote-domain setting alone will not. If the block persists after these changes, ask your admin to check for a custom mail flow (transport) rule that blocks external forwarding, under **Exchange admin center → Mail flow → Rules**. ### Good to know - Send a test email after setup to confirm forwarding is working. - If you see **"Your organization doesn't allow external forwarding"**, follow the Troubleshooting section above. If you don't see the rule options at all, contact your IT support. - Using Gmail instead? See [Setting up Email Auto Forwarding (Gmail)](https://briefcase.so/articles/setting-up-email-auto-forwarding-gmail). - Using an email client other than Outlook or Gmail? Email us at [support@briefcase.so](mailto:support@briefcase.so) and we'll help you get set up. --- # Setting up your business for MTD ITSA as a business owner > Canonical page: https://briefcase.so/articles/setting-up-your-business-for-mtd-itsa > Briefcase content index: https://briefcase.so/llms.txt Setting up your business for MTD ITSA as a business owner. Connect your HMRC Making Tax Digital for Income Tax Self Assessment (MTD ITSA) data to Briefcase. Connect your HMRC Making Tax Digital for Income Tax Self Assessment (MTD ITSA) data to Briefcase Ledger to sync your obligations and file your submissions. You must be signed up for MTD ITSA with HMRC before connecting Briefcase. ### Step 1 — Sign yourself up with HMRC Before signing up, make sure you are already registered for Self Assessment and have submitted at least one tax return. Then use the GOV.UK sign-up journey: - [Sign up for Making Tax Digital for Income Tax (GOV.UK)](https://www.gov.uk/guidance/sign-up-for-making-tax-digital-for-income-tax) You'll sign in with your personal Government Gateway user ID, confirm your identity, and provide your business name, the nature of your business, start date and accounting period. You can sign up for sole trader income, property income, or both. If you'd prefer your accountant or bookkeeper to handle this, ask them to sign you up using their Agent Services Account instead. ### Step 2 — Create your business in Briefcase 1. In Briefcase, go to **Clients** → **Add Client** → **Briefcase Ledger**. 2. Fill in the Client Information form with your own details — legal name, NI number, email, and VAT number if you're VAT-registered — then click **Continue**. ### Step 3 — Connect to HMRC On the Add Business step, click **Connect to HMRC**. 1. You'll be redirected to HMRC. Sign in with your personal Government Gateway user ID and password — the one linked to your NI number. 2. Grant the requested permissions on the consent screen. 3. You'll be redirected back to Briefcase, and your businesses, accounting periods and accounting method will sync automatically. If HMRC is unavailable or your sign-up hasn't been activated yet, use **Add manually**. You can reconnect later without losing your setup. ### Troubleshooting If you see "client or agent not authorised", your MTD ITSA sign-up isn't fully in place yet. Check that: - Sign-up (Step 1) is complete and at least 72 hours have passed — HMRC takes a little while to activate the record. - You signed in at HMRC with the Government Gateway account linked to your NI number (your personal tax account), not a business tax account. - If an accountant is signing you up on your behalf, they've completed sign-up in their Agent Services Account first. Once these are in order, return to Briefcase and click **Connect to HMRC** again to retry. ### Further reading - [Sign up for MTD Income Tax (GOV.UK)](https://www.gov.uk/guidance/sign-up-for-making-tax-digital-for-income-tax) - [Making Tax Digital for Income Tax overview (GOV.UK)](https://www.gov.uk/government/collections/making-tax-digital-for-income-tax) Questions? Email [support@briefcase.so](mailto:support@briefcase.so). --- # Setting up your client for MTD ITSA > Canonical page: https://briefcase.so/articles/setting-up-your-client-for-mtd-itsa > Briefcase content index: https://briefcase.so/llms.txt Setting up your client for MTD ITSA. Connect a client's HMRC Making Tax Digital for Income Tax Self Assessment (MTD ITSA) data to Briefcase Ledger to sync. Connect a client's HMRC Making Tax Digital for Income Tax Self Assessment (MTD ITSA) data to Briefcase Ledger to sync their obligations and file their submissions. Your client must be signed up for MTD ITSA with HMRC before connecting Briefcase. ### Step 1 — Sign your client up with HMRC Before you can sign up any clients, you need an Agent Services Account (ASA) and authorisation in place for each client you act for: 1. [Create an agent services account (GOV.UK)](https://www.gov.uk/guidance/get-an-hmrc-agent-services-account) — you only do this once for your practice. 2. Use your ASA to put client authorisation in place: - For existing clients, copy across your existing Self Assessment authorisations into the ASA. - For new clients, request authorisation through the ASA. 3. Sign the client up for MTD ITSA on GOV.UK: [Sign up your client for Making Tax Digital for Income Tax](https://www.gov.uk/guidance/sign-up-your-client-for-making-tax-digital-for-income-tax). You'll need the client's NI number, UTR and business details. ### Step 2 — Fill in client details in Briefcase 1. Go to **Clients** → **Add Client** → **Briefcase Ledger**. 2. Fill in the Client Information form (legal name, NI number, email, and VAT number if the client is VAT-registered), then click **Continue**. ### Step 3 — Connect to HMRC On the Add Business step, click **Connect to HMRC**. 1. You'll be redirected to HMRC. Sign in with your own Government Gateway user ID and password: - Agents — use your Agent Services Account (ASA) user ID. - Business owners signing themselves up — use your personal Government Gateway ID linked to your NI number. If you're an agent, HMRC may ask you to verify your identity before allowing you to sign in. Have a document such as your P60, passport or UK driving licence to hand. This is an HMRC requirement and is usually only needed the first time you sign in. 2. Grant the requested permissions on the consent screen. 3. You'll be redirected back to Briefcase, and the client's businesses, accounting periods and accounting method will sync automatically. If HMRC is unavailable or the client isn't signed up yet, use **Add manually**. You can reconnect later without losing your setup. ### Troubleshooting If you see "client or agent not authorised", the client isn't registered for MTD ITSA yet, or the authorisation isn't in place. Check that: - Sign-up (Step 1) is complete and at least 72 hours have passed. - You signed in at HMRC with the correct Government Gateway account — your ASA if you're an agent, or the business owner's own Gov Gateway if self-signing up. - If you're an agent, your Self Assessment authorisation for this client is active in your ASA. Existing Old Self Assessment authorisations are recognised for MTD ITSA; if the authorisation is only in the Old Self Assessment service, add it to your ASA first. Once these are in order, return to the client in Briefcase and click **Connect to HMRC** again to retry. ### Further reading - [Get an HMRC agent services account (GOV.UK)](https://www.gov.uk/guidance/get-an-hmrc-agent-services-account) - [Sign up your client for MTD ITSA (GOV.UK)](https://www.gov.uk/guidance/sign-up-your-client-for-making-tax-digital-for-income-tax) - [Individual self sign-up (GOV.UK)](https://www.gov.uk/guidance/sign-up-for-making-tax-digital-for-income-tax) Questions? Email [support@briefcase.so](mailto:support@briefcase.so). --- # Supplier statement reconciliation > Canonical page: https://briefcase.so/articles/supplier-statement-reconciliation > Briefcase content index: https://briefcase.so/llms.txt Supplier statement reconciliation. Briefcase automatically reconciles supplier statements with your transactions, helping you verify that your records match. Briefcase automatically reconciles supplier statements with your transactions, helping you verify that your records match your supplier's records and identify any discrepancies. ## How it works 1. **Upload documents** via email, WhatsApp, or web 2. **Briefcase identifies and processes** supplier statements automatically 3. **Statements are matched** against existing transactions (partial matches require confirmation) 4. **New transactions auto-reconcile** against unreconciled statements 5. **Manual reconciliation available** when no matches are found ![anonymise.png](https://kb-assets.briefcase.so/support-kb/1306957268/0-1761336817626-anonymise.png "anonymise.png") ## Matching criteria Briefcase matches statement transactions using four criteria: - Supplier name - Transaction date - Total amount - Document reference **Fully matched** – All 4 criteria match (automatic reconciliation) **Partially matched** – 3 of 4 criteria match (requires your confirmation) **Unmatched** – Fewer than 3 criteria match (available for manual matching) ## What to do with matches ### Fully matched No action needed. These are automatically reconciled. ### Partial matches Review and either accept or reject the suggested match. ### Unmatched transactions These may indicate missing transactions or discrepancies. You can manually match them to the correct transaction or investigate further. --- # What is Briefcase? (Demo video) > Canonical page: https://briefcase.so/articles/what-is-briefcase-demo-video > Briefcase content index: https://briefcase.so/llms.txt What is Briefcase? (Demo video). Briefcase is the leading AI-native autopilot for bookkeeping and financial close. Upload client documents via web upload,. **Briefcase is the leading AI-native autopilot for bookkeeping and financial close.** Upload client documents via web upload, email or WhatsApp and Briefcase uses the latest AI capabilities to understand the context and help you move faster across your workflows. We built Briefcase with intelligence at its core, and this means **Briefcase learns from you**. Every time you recategorise something, change a tracking code, or correct a VAT treatment, Briefcase remembers. So instead of writing and maintaining rules, you just *work* - and it gets noticeably smarter the more you do. Over time, you're building an increasingly powerful asset to help you scale faster. Check out our full demo below: Briefcase Capture & Close is now called **Briefcase Connect**, and Briefcase One is now **Briefcase Ledger**. [Sign up free here.](https://briefcase.so/) ## Two ways to use Briefcase Briefcase comes in two flavours, and you get the same powerful AI in both: - **Briefcase Connect** - plugs straight into your existing **Xero** or **QuickBooks** ledger. Two-way sync ensures data is live and the AI Autopilot is always learning from the most recent activity, wherever the update happens. - **Briefcase Ledger** - the same AI plus a **full ledger of its own**, built for **MTD**. Connect a bank feed, reconcile, and file straight to HMRC - one platform from receipt to submission. Adding a client takes a few seconds: connect their Xero or QuickBooks ledger (or start fresh on Briefcase Ledger), and Briefcase pulls in their history for context. # Bookkeeping in Briefcase ## 📄 Getting documents in Briefcase has **AI triage** that detects document types, routes them to the correct inbox, removes duplicates, and filters out non-transactional emails automatically. There are three ways to submit, to fit with how you and your clients work: - [📄 Web Upload](https://briefcase.so/articles/how-do-i-upload-documents-to-briefcase)— drag and drop files in - [📄 Email Upload](https://briefcase.so/articles/email-upload)— forward documents as they arrive in your inbox - [📄 WhatsApp Upload](https://briefcase.so/articles/whatsapp-upload)— snap a photo on the go ![image.png](https://kb-assets.briefcase.so/support-kb/2601081140/1-1780996418449-image.png "image.png") There are three ways to load documents into Briefcase **Contextual Upload:** you can add written context - via email, WhatsApp, or in the platform - and Briefcase uses it. A note like *"lunch with a client"* tells Briefcase to apply the client-entertainment rules, so it knows the VAT isn't reclaimable. Your client gives Briefcase the context only they have, and the AI acts on it. ## 🤖 The AI Autopilot Autopilot helps you move faster across a whole range of workflows by learning from you, and the business context. When you first start, documents come to you to review - and every time you approve or correct one, Briefcase learns the pattern. Once it's seen enough and is confident, it starts publishing the routine stuff on its own. Before anything auto-publishes, the Autopilot runs three checks: 1. **Legible** — can it actually read the document? 2. **Complete** — did it extract every field? 3. **Consistent** — has it seen three or more similar transactions in the past ![image.png](https://kb-assets.briefcase.so/support-kb/2601081140/2-1780996381166-image.png "image.png") Briefcase AI Autopilot runs checks on each document Pass all three and it posts straight to the ledger with no human touch - that means no supplier rules, no setup. The transactions publishing themselves are simply the ones you've already taught it. And when something *doesn't* auto-publish, Briefcase tells you why, in plain English, and asks for your input. Review it once, and it'll learn for next time. ## Extraction & VAT intelligence Briefcase reads messy, real-world documents and gets the VAT right. - **Line-item extraction:** Take an invoice with multiple different items, all on one document. Briefcase reads each line and routes it to the right account - office equipment, cleaning, whatever it may be. You could never write a rule for that - and you don't have to. - **Transparent reasoning:** Hover over any 🪄 to see the logic behind Briefcase's choice - its reasoning, in plain English, so everything is clear and auditable. - **VAT compliance:** Briefcase is trained weekly on HMRC's VAT legislation and verifies the supplier's VAT number directly with HMRC. You can hover over to click straight through to the specific legislation on HMRC's website. ![image.png](https://kb-assets.briefcase.so/support-kb/2601081140/3-1780996478583-image.png "image.png") Hover over any 🪄 to view the reasoning from Briefcase # Financial close Financial Close features are currently only available in Briefcase Connect, integrated with Xero or QuickBooks This is where Briefcase goes beyond bookkeeping — the month-end close. - **Prepayments:** An annual software invoice comes in. Briefcase spots the prepayment — from the cover period and date range, or even a mention of an annual or quarterly subscription — and drafts the entire twelve-month journal schedule before anyone touches it. You review, hit publish, and the journals post automatically each month-end, reconciling back as they go. - **Deferred income:** The same, on the sales side. Invoice a client up front for a year and Briefcase recognises it, spreads it across the period, and releases it month by month — consolidating what's often managed in spreadsheets into one neat workflow. - **Fixed assets:** Detected right at the point of upload. Three fixed assets on a single invoice? Briefcase splits them into three separate assets, suggests useful life and depreciation, and posts to the register monthly. Suggestions are fully editable. - **Accruals:** Briefcase learns your recurring bills from historic transactions, and when one *doesn't* arrive, it proactively suggests the accrual — then reverses it automatically when the invoice finally lands. ![image.png](https://kb-assets.briefcase.so/support-kb/2601081140/4-1780996861261-image.png "image.png") An example of an insurance policy prepayment, identified and tracked by Briefcase Across all of this — prepayments, deferrals, assets, accruals — every adjustment links straight back to its source document, and a **live tracker** reconciles each one back to the ledger, down to the penny. # Working papers & closing the period Financial Close features are currently only available in Briefcase Connect, integrated with Xero or QuickBooks Everything above feeds the last step: closing the period. **Working papers** walks the whole month-end close, start to finish, in one place. - **Sense-check:** Any invoices still waiting to be posted, any adjustments detected? Publish them right here. - **Creditors & debtors review:** Briefcase ages every supplier and customer balance and flags anything over three months, so you can add a quick note and resolve it. - **Balance-sheet reconciliations:** every balance-sheet account, listed with its balance. Because Briefcase has been running your prepayments, fixed assets and deferrals all along, those accounts are *already* reconciled against the ledger. For the rest — VAT, payroll, loans — build a quick schedule: add a line, enter the amount, attach the supporting file, and reconcile. Small differences can be reconciled and explained. Line items carry forward, so next month you just roll the support on. ![image.png](https://kb-assets.briefcase.so/support-kb/2601081140/5-1780997046058-image.png "image.png") Working Papers consolidates your processes into one simple workflow When every account ticks green, you close the period — and Briefcase takes an **immutable snapshot** of the balance sheet, stored forever, with a full audit trail of who signed off and when. No more messy spreadsheets. # Briefcase Ledger: the full ledger Choose Briefcase Ledger and you get the same powerful AI, all the bookkeeping functionality described above, plus a full ledger of its own, built for MTD. - 🏦 **Bank reconciliation + cash coding in one workflow:** connect a bank feed via open banking (82+ UK institutions) or upload a bank statement, and every transaction lands in one place — categorised, matched and VAT-rated. Here, Autopilot runs a **fourth check**: a matching bank transaction. Pass all four and it's reconciled and posted automatically; cash-code a few yourself and it does the rest, getting smarter every time. - ↔ **Full double-entry ledger:** live P&L, balance sheet, chart of accounts, and drill-down from any report line to the underlying entry. - 📮 **Direct HMRC submission:** when the quarter closes, Briefcase Ledger files your MTD submission straight to HMRC from the ledger. - 🏪 **Multi-business support:** multiple sole trade, UK property, and foreign property lines under one client licence, each with separate P&L accounts. ![image.png](https://kb-assets.briefcase.so/support-kb/2601081140/6-1780997194195-image.png "image.png") Pull together your quarterly MTD submissions in one place, then submit directly to HMRC That's Briefcase Ledger - a single platform, from receipt to submission. ## Getting started [Sign up free today](https://briefcase.so/) or [book a demo here.](https://briefcase.so/) - If you're an accountant or bookkeeper: [📄 How to get started with Briefcase as an accountant](https://briefcase.so/articles/how-to-get-started-with-briefcase-as-an-accountant) - If you're a business owner or employee: - [📄 How to get started with Briefcase as a client](https://briefcase.so/articles/how-to-get-started-with-briefcase-as-a-client) ## More about us - Read what our customers say about us [here](https://www.briefcase.so/customers) - Read about our approach to data security [here](https://briefcase.so/#security) - Read our thoughts and insights [here](https://www.briefcase.so/blog) --- # Briefcase Ledger - Overview > Canonical page: https://briefcase.so/articles/what-is-briefcase-one-demo-video > Briefcase content index: https://briefcase.so/llms.txt Briefcase Ledger - Overview. Briefcase is the AI-native ledger built for accountants and bookkeepers. Upload documents (invoices, receipts, credit notes, bank. Briefcase is the AI-native ledger built for accountants and bookkeepers. Upload documents (invoices, receipts, credit notes, bank statements, supplier statements), connect your bank account, and the Briefcase AI Autopilot will do the rest - working for you across data capture, bank reconciliation, and HMRC submission. Sign up free [here](https://briefcase.so/). # How it works **Briefcase Ledger** is an end-to-end solution built specifically for **MTD** sole traders and landlords. Briefcase One is now called Briefcase Ledger # Key features Briefcase Ledger handles everything from document capture to HMRC submission, so your books are always up to date and compliant. Here's what sets it apart: - **AI Autopilot:** All transactions are reviewed for legibility, completeness, historical consistency, and bank transactions match. After three manual publishes, similar transactions are auto-published to the ledger. *No manual intervention required.* - **Real-time learning:** Every time you update a category or tracking code in Briefcase, it automatically learns it for next time. *No supplier rules needed.* - **VAT compliance automation:** Briefcase extracts VAT numbers from invoices, checks supplier VAT registration directly with HMRC, and validates against relevant legislation. Briefcase explains it's working so you can verify in-platform. *More compliant data.* - **Multiline invoice categorisation:** Line items are extracted with unique descriptions and VAT rates assigned per line. Corrections are learned automatically. *More accurate data.* - **Cash coding automation:** Bank transactions are auto-categorised based on completeness and historical consistency. *Faster reconciliation.* - **Invoice-to-bank matching:** Briefcase automatically matches and reconciles uploaded invoices to bank transactions. *No manual matching needed.* - **Multi-business support:** Multiple sole trade, UK property, and foreign property lines under one client licence, each with separate P&L accounts. *One platform for every client.* Plus everything you'd expect: a full double-entry general ledger with P&L, balance sheets, and journals; and direct HMRC submission for MTD. ## Want to get started? Sign up free or book a demo [here](https://briefcase.so/)! # Document upload methods Briefcase has **AI triage** which detects document types, sends them to the correct inbox, remove duplicates and filters out non-transactional emails automatically. This makes data upload effortless for accounting/bookkeeping firms and their clients. - [📄 Web Upload](https://briefcase.so/articles/how-do-i-upload-documents-to-briefcase) - [📄 WhatsApp Upload](https://briefcase.so/articles/whatsapp-upload) - [📄 Email Upload](https://briefcase.so/articles/email-upload) ### Contextual Upload Upload documents with written context via email, in a WhatsApp message or directly in the platform. Briefcase can use the additional context, such as "team meal", to apply the correct VAT treatment between a team or client lunch, for example. # Connect your bank account Link your bank account(s) via open banking. Briefcase supports real-time bank feeds for 82+ UK institutions. You can also upload bank statements (PDFs supported) and our AI Autopilot will extract every transaction, assign to the right account, and turn into a live bank feed. [📄 How to connect bank account to Briefcase Ledger (MTD ITSA)](https://briefcase.so/articles/how-to-connect-bank-account-to-briefcase-one) # Connect to HMRC (MTD ITSA) Connect directly to HMRC, so your tax obligations and businesses are automatically synced through — no manual exports or data entry required. [📄 Setting up your business for MTD ITSA as a business owner](https://briefcase.so/articles/setting-up-your-business-for-mtd-itsa) [📄 Setting up your client for MTD ITSA](https://briefcase.so/articles/setting-up-your-client-for-mtd-itsa) # More about us - Read what our customers say about us [here](https://www.briefcase.so/customers) - Read about our approach to data security [here](https://briefcase.so/#security) - Read our thoughts and insights [here](https://www.briefcase.so/blog) --- # What types of documents can I upload to Briefcase? > Canonical page: https://briefcase.so/articles/what-types-of-documents-can-i-upload-to-briefcase > Briefcase content index: https://briefcase.so/llms.txt What types of documents can I upload to Briefcase?. Briefcase processes a range bookkeeping documents in common file formats. From your single upload point,. Briefcase processes a range bookkeeping documents in common file formats. From your single upload point, our AI will review documents, triage them, and allocate them to the correct inbox. ## Supported document types - Cost invoices - Sales invoices - Receipts - Credit notes - Bank statements - Supplier statements Any other documents detected (e.g. non-transactional emails or general correspondence will be automatically archived) ## Supported file types - **PDF** — .pdf - **Images** — .jpeg, .jpg, .png, .gif, .webp, .heic, .heif - **Microsoft Word** — .doc, .docx - **Microsoft Excel** — .xls, .xlsx - **OpenDocument** — .odt, .ods ## Multi-Invoice PDFs - Upload a single PDF containing multiple invoices (up to 50 pages). - Briefcase automatically detects page breaks and splits the file into individual entries; the original multi-invoice PDF is archived. - Our AI will attempt to keep related documents within a individual invoice (e.g. delivery notes). If these are mistakenly archived, you can simply attach them to the invoice. See [this guide](https://briefcase.so/articles/how-do-i-add-additional-documents-to-an-invoice) for instructions on how. - Briefcase cannot split documents where multiple invoices / receipts are on the same page. Separate invoices must start on separate pages. ## Upload limitations - **PDFs** - PDFs with more than 50 pages cannot be processed. Larger files should be split into smaller ones with maximum of 50 pages each. - Encrypted PDFs cannot be split or processed (system will skip document splitting). - **Maximum file size** - 20MB per document (files exceeding this limit are automatically rejected). - **Maximum line items** - Briefcase supports multi-line invoice extraction up to 20 lines per invoice - **Upload quality** - Scanned documents with poor image quality and handwritten documents may have reduced accuracy. --- # What user types exist within Briefcase? > Canonical page: https://briefcase.so/articles/what-user-types-exist-within-briefcase > Briefcase content index: https://briefcase.so/llms.txt What user types exist within Briefcase?. Briefcase offers granular control over who can access what within your organisation. This ensures that your sensitive. Briefcase offers granular control over who can access what within your organisation. This ensures that your sensitive data remains secure while facilitating collaboration among your team and clients. # Key Features - **Organisation Settings:** Centralised management of all users and their roles. - **Custom Invite Links:** Secure, time-bound links to invite new users or clients to Briefcase. - **Role-Based Access Control:** Choose Team member or Client user, then set the access they need. - **Account Access Management:** Specify which accounts each person can access. - **Secure Account Addition:** Organisation admins can restrict access to new accounts upon creation. **Organisation Settings** can be found by clicking the **cog icon** in the top-right corner next to your practice name. This is separate to **Client Account Settings** which can be found at the bottom of the left navigation bar. # Choosing a user type When you invite someone, Briefcase first asks whether they are a **Team member** or **Client user**. You then choose the accounts and access they need. # User types and access ## Organisation admin 1. **Account access:** Full access to all accounts 2. **Account creation:** Can add new accounts to Briefcase and restrict who has access to these accounts upon creation. 3. **Invite permissions:** Can invite team members and client users 4. **Role management:** Make team members Organisation admins, and change user access ## Team member 1. **Account access:** Limited access to assigned accounts 2. **Account creation:** Can add new accounts to Briefcase, all Organisation admins and team members will be granted access to these accounts by default 3. **Invite permissions:** Can invite team members and client users 4. **Role management:** Cannot change roles or access permissions ## Client user 1. **Account access:** Restricted access to only their assigned accounts 2. **Account creation:** Cannot add new accounts to Briefcase 3. **Invite permissions:** Cannot invite team members or other client users 4. **Role management:** Cannot change roles or access permissions --- # How to upload receipts and invoices to Briefcase via WhatsApp > Canonical page: https://briefcase.so/articles/whatsapp-upload > Briefcase content index: https://briefcase.so/llms.txt How to upload receipts and invoices to Briefcase via WhatsApp. Briefcase makes it easy to upload receipts, invoices, and other documents directly from your. Briefcase makes it easy to upload receipts, invoices, and other documents directly from your phone using WhatsApp. Simply send a photo or file to our WhatsApp Business number, and it'll appear in your Briefcase inbox ready for processing. Sending several pictures or a multi-page invoice? Follow our guide: [How to upload multiple pictures or merge a multi-page invoice on WhatsApp](https://briefcase.so/articles/how-do-i-upload-multiple-pictures-in-one-go-on-whatsapp). # Video walkthrough # How to set up **Important:** You must use a personal WhatsApp number to upload documents to Briefcase. Business WhatsApp numbers are not supported. 1. Add your mobile number to your user profile on the Briefcase [settings page](https://app.briefcase.so/settings) 2. Add Briefcase's number (+44 7380 878620) to your WhatsApp contacts by [clicking here](https://wa.me/447380878620) or scanning the QR code below from your phone ![briefcase\_wa\_qr\_code.png](https://kb-assets.briefcase.so/support-kb/7518965215/1-1758495997413-briefcase_wa_qr_code.png "briefcase_wa_qr_code.png") 3. Upload pictures of invoices and receipts to the Briefcase contact on WhatsApp # Upload flow After you send your initial documents in the chat, you'll receive a follow-up message with the option to "Submit" the documents as there are or "Make Changes". Tap "Make Changes" to: - Add more documents (from your device or by taking new photos) - Merge multiple pages into a single PDF (ideal for multi-page receipts or invoices) - Add notes to your submission (these will appear in the dashboard next to the processed document) - Switch the organisation you're uploading to (if you have multiple favourited organisations) ![compliant\_screenshot.jpg](https://kb-assets.briefcase.so/support-kb/7518965215/2-1768914493169-compliant_screenshot.jpg "compliant_screenshot.jpg") # How to manage multiple entities on WhatsApp If you have multiple favourited companies in Briefcase, when you upload a document Briefcase will automatically suggest the last company you uploaded to. Simply tap "Submit" if you're happy with the selection. To change company, tap "Make Changes". Briefcase will show a list of your favourited companies — select one from the list and complete the flow to upload your document. ### How the company list works - WhatsApp displays a maximum of **20 companies** in the selection list - Only **companies you've favourited** on your dashboard will appear (you can favourite or unfavourite companies from the dashboard at any time) - If you have **just one favourited company**, uploads go **straight to that company** automatically — no selection appears - If you **update your favourites**, send another document on WhatsApp to refresh the list. The updated selection will appear from your next upload onward ![Screenshot 2025-09-22 at 00.09.07.png](https://kb-assets.briefcase.so/support-kb/7518965215/3-1758496159598-Screenshot2025-09-22at00.09.07.png "Screenshot 2025-09-22 at 00.09.07.png") Our AI will detect for duplicates against documents uploaded to Briefcase directly, for example if a client sends a receipt via WhatsApp and also uploads it in a digital format. --- # Why should I switch to Briefcase Ledger? > Canonical page: https://briefcase.so/articles/why-should-i-switch-to-briefcase-one > Briefcase content index: https://briefcase.so/llms.txt Why should I switch to Briefcase Ledger?. Making Tax Digital (MTD) is coming — and it's not optional (sadly). From 6 April 2026, sole traders and landlords. Making Tax Digital (MTD) is coming — and it's not optional (sadly). From **6 April 2026**, sole traders and landlords with qualifying income over **£50,000** have to keep digital records and send HMRC an update every quarter, not just once a year. The threshold falls to **£30,000**, then **£20,000**, in the years after ([gov.uk](https://makingtaxdigital.campaign.gov.uk/)). **Briefcase Ledger** is the simplest, most efficient way to handle MTD and here's why it's the right move for you and your business. * * * ## 🛠 Built for Making Tax Digital — not bolted on The big platforms — Xero, QuickBooks, Sage — were built for large, complex businesses, and have had MTD bolted on afterwards. Briefcase Ledger was built **from the ground up** for exactly your situation: a sole trader or landlord who needs to file with HMRC, simply and correctly. One purpose, done properly — register your details, add your income (self-employment, UK or foreign property, or any mix), and you're set up in under a minute. ## 📲 Easy upload — choose what works for you We've focussed on making it effortless to get all your documents into Briefcase, in whichever way makes sense for you: - [📄 WhatsApp Upload](https://briefcase.so/articles/whatsapp-upload)— snap a photo of a receipt or invoice while out and about, and send it straight in. - [📄 Email Upload](https://briefcase.so/articles/email-upload)— forward supplier invoices to Briefcase as they land, or set up auto-forwarding. - [📄 Web Upload](https://briefcase.so/articles/how-do-i-upload-documents-to-briefcase)— drag and drop everything at once on the web. ## 🤖 Faster turnarounds with AI Briefcase uses AI to actually understand the context of your document. It reads each one, pulls out the supplier, amounts, line items and VAT, and files it correctly. No typing, no data entry, no manual sorting. You send it; it's handled. There are no rules to set up and no jargon to learn. The more you use it, the smarter it gets and the quicker it moves — so it increasingly automates your workflows every month. That means you get the information you need faster, and the tasks you need done sooner. ## 📊 Everything accurate, in one place — from receipt to HMRC No bridging spreadsheets. No exporting and re-keying. No juggling three tools. Briefcase Ledger takes you the whole way: capture your documents, keep your books, see a live view of how your business is doing, and file your quarterly updates and year-end straight to HMRC — all from one login. Because your records stay up to date throughout the year, you and your accountant can see clearer reports whenever you need them, including your profit and loss. When the quarter closes, your submission is calculated from the records you’ve already kept in Briefcase. ![image.png](https://kb-assets.briefcase.so/support-kb/8296735950/0-1781003082439-image.png "image.png") You get detailed Balance Sheet reporting in Briefcase Ledger One platform, from the receipt in your pocket to the return at HMRC. ![image.png](https://kb-assets.briefcase.so/support-kb/8296735950/1-1781003035541-image.png "image.png") View your P&L reports in detail within Briefcase Ledger ## 🔒 **Your data is safe — and never used to train AI** We know financial information is sensitive. Briefcase is built to keep it protected. Briefcase is independently audited against **ISO/IEC 27001** and is **GDPR compliant**. Your data is hosted on **European servers** and encrypted both **at rest** and **in transit**. Each customer’s data is kept separate, and access is protected with **mandatory two-factor authentication**. Briefcase uses AI to help process your documents, but your data is **never used to train AI models** and is handled under **zero-data-retention agreements** with our AI providers. In short: your data stays secure, private, and under your control. * * * ## To recap ✅ **Effortless** — send a photo on WhatsApp; the AI does the bookkeeping. ✅ **All in one** — capture, books, and HMRC submissions in one place. ✅ **Backed by experienced accountants** — the platform they already trust. **Getting started takes minutes.** Speak to your accountant to get set up on Briefcase Ledger — ready for Making Tax Digital, without the stress. Learn more about Briefcase Ledger on our website [here](https://briefcase.so/mtd-for-itsa) * * * View or share the PDF version of this page below: [Why switch to Briefcase Ledger.pdf](https://kb-assets.briefcase.so/support-kb/8296735950/2-1781197872308-WhyswitchtoBriefcaseLedger.pdf) --- # Building the future of accounting > Canonical page: https://briefcase.so/blog > Briefcase content index: https://briefcase.so/llms.txt Expert insights on AI-powered bookkeeping, OCR alternatives, VAT automation, and building AI agents for accounting. From the Briefcase engineering team. [We're hiring→](https://briefcase.so/careers) Thoughts on AI, automation, and bookkeeping from the Briefcase team. [ ![Interviewing at Briefcase](https://briefcase.so/marketing/blog/interviewing-at-briefcase.jpg) Engineering9 Sept 2026 ### Interviewing at Briefcase We hire only for individual contributor roles and evaluate a single criterion: is the person likely to raise the bar in at least one area? Here is what the engineering interview process looks like, start to finish. 4 min readRead ](https://briefcase.so/blog/interviewing-at-briefcase)[ ![MTD is a labour problem, not a software problem](https://briefcase.so/marketing/blog/mtd-is-a-labour-problem.png) Insights30 Apr 2026 ### MTD is a labour problem, not a software problem Less than one third of the sole traders and landlords required to comply with MTD have signed up so far. The problem is not a lack of software. We believe it is something much more foundational: who is going to do the work? 7 min readRead ](https://briefcase.so/blog/mtd-is-a-labour-problem)[ Briefcase Ledger Insights30 Mar 2026 ### Introducing Briefcase Ledger From 6 April 2026, 864,000 sole traders must file quarterly digital updates with HMRC. Today we're launching Briefcase Ledger: a standalone MTD platform with automated reconciliation, document capture and direct HMRC submission. 8 min readRead ](https://briefcase.so/blog/introducing-briefcase-one)[ ![Building autonomous evaluation pipelines for retrieval](https://briefcase.so/marketing/blog/building-autonomous-evaluation-pipelines-for-retrieval.png) Engineering24 Mar 2026 ### Building autonomous evaluation pipelines for retrieval Hand-labelling retrieval datasets doesn't scale. We built an LLM-powered labelling agent to evaluate retrieval quality automatically. 7 min readRead ](https://briefcase.so/blog/building-autonomous-evaluation-pipelines-for-retrieval)[ ![Build for verification, not review](https://briefcase.so/marketing/blog/build-for-verification.png) Engineering16 Mar 2026 ### Build for verification, not review How reinforcement learning with verifiable reward is reshaping AI, and why building for verifiability is the key to becoming a truly AI native company. 7 min readRead ](https://briefcase.so/blog/build-for-verification-not-review)[ ![Our culture](https://briefcase.so/marketing/blog/how-we-build-briefcase.jpg) Engineering9 Mar 2026 ### Our culture A company is just a group of people. Briefcase is a group of people that are naive enough to think we will change the world. 5 min readRead ](https://briefcase.so/blog/our-culture)[ ![Building Tax-Aware AI](https://briefcase.so/marketing/blog/building-tax-aware-ai.png) Engineering15 Dec 2025 ### Building Tax-Aware AI When an AI agent classifies a transaction's VAT treatment, it shouldn't be guessing—it should cite the exact HMRC guidance it relied on. 12 min readRead ](https://briefcase.so/blog/building-tax-aware-ai)[ ![Why build what you can buy?](https://briefcase.so/marketing/blog/why-build.png) Engineering17 Nov 2025 ### Why build what you can buy? Most startups avoid spending engineering cycles on internal tools. Meanwhile, we built an internal LLM Observability platform. Here's why. 10 min readRead ](https://briefcase.so/blog/why-build-what-you-can-buy)[ ![Building autopilot](https://briefcase.so/marketing/blog/building-autopilot.png) Engineering9 Nov 2025 ### Building autopilot Probabilistic AI agents paired with deterministic formal verification create the perfect combination for high trust domains like finance and accounting. 15 min readRead ](https://briefcase.so/blog/building-autopilot)[ ![Introducing AI Autopilot](https://briefcase.so/marketing/blog/introducing-ai-autopilot.png) Insights22 Aug 2025 ### Introducing AI Autopilot Today, we're releasing our biggest feature yet: AI Autopilot. Autopilot evaluates uploaded transactions and determines whether they're safe to publish directly to ledgers. 5 min readRead ](https://briefcase.so/blog/introducing-ai-autopilot)[ ![OCR vs AI Bookkeeping: What Actually Changes When You Switch](https://briefcase.so/marketing/blog/beyond-ocr.png) Insights9 Jun 2025 ### OCR vs AI Bookkeeping: What Actually Changes When You Switch OCR reads text from invoices. AI does the bookkeeping. Real examples of how AI handles VAT, categorisation, and prepayments that OCR tools miss entirely. 8 min readRead ](https://briefcase.so/blog/beyond-ocr-how-ai-is-transforming-bookkeeping)[ ![Everyone codes](https://briefcase.so/marketing/blog/everyone-codes.png) Engineering7 May 2025 ### Everyone codes At Briefcase, we are product-obsessed. Every team member provides customer support, everyone contributes to our product roadmap, and everyone, including our commercial people, codes. 6 min readRead ](https://briefcase.so/blog/everyone-codes)[ ![Building a Vertical AI Agent](https://briefcase.so/marketing/blog/vertical-ai-agent.png) Engineering29 Apr 2025 ### Building a Vertical AI Agent How Briefcase constructs AI agents for the accounting industry, emphasizing predictability, consistency and accuracy. 8 min readRead ](https://briefcase.so/blog/building-a-vertical-ai-agent)[ ![Introducing 'Contextual Learning' in the world of AI Accounting](https://briefcase.so/marketing/blog/contextual-learning.png) Insights12 Aug 2024 ### Introducing 'Contextual Learning' in the world of AI Accounting Generative AI offers substantial efficiency improvements, yet foundational models lack specific business knowledge. Contextual Learning provides the solution. 10 min readRead ](https://briefcase.so/blog/introducing-contextual-learning-in-the-world-of-ai-accounting)[ ![How can you trust an AI to do your accounting?](https://briefcase.so/marketing/blog/trust-ai.png) Insights24 Jul 2024 ### How can you trust an AI to do your accounting? LLMs are inherently probabilistic, so how can you trust them with deterministic accounting workflows? We cover self-reflection, explainability and auditability in AI. 5 min readRead ](https://briefcase.so/blog/how-can-you-trust-an-ai-to-do-your-accounting)[ ![What is an 'AI Agent' and what does it mean for accountants?](https://briefcase.so/marketing/blog/ai-agent.png) Insights12 Jun 2024 ### What is an 'AI Agent' and what does it mean for accountants? AI agents are advanced AI systems designed to interact with their environment autonomously. Unlike conversational AI, these systems operate through integrated infrastructure. 4 min readRead ](https://briefcase.so/blog/what-is-an-ai-agent-and-what-does-it-mean-for-accountants)[ ![How will multimodal AI transform the accounting industry?](https://briefcase.so/marketing/blog/multimodal-ai.png) Insights24 May 2024 ### How will multimodal AI transform the accounting industry? Recent AI advancements have introduced Gemini 1.5 and GPT-4o, highlighting multimodal capabilities as the new standard in AI. 4 min readRead ](https://briefcase.so/blog/how-will-multimodal-ai-transform-the-accounting-industry) ## More from Briefcase [How to Automate Invoice Processing for Accounting Firms in 2026A practical guide to automating invoice processing in your accounting practice. Compare OCR, AI agents, and rule-based tools.](https://briefcase.so/blog/automate-invoice-processing-accounting-firms/index.html)[Top 6 AI bookkeeping software tools for UK accountants (2026)An honest comparison of the best AI bookkeeping software for UK accounting firms. We cover Briefcase, Dext, AutoEntry, Xero, QuickBooks, and more.](https://briefcase.so/blog/best-ai-bookkeeping-software-uk-accountants/index.html)[Dext Alternative: Why UK Accounting Firms Are Switching to AI AgentsLooking for a Dext alternative? Compare Dext with AI-native bookkeeping tools. See why UK firms are switching from OCR to AI agents.](https://briefcase.so/blog/dext-alternative-uk-accounting-firms/index.html)[MTD for ITSA 2026: A Practical Guide to Software and Compliance for AccountantsEverything UK accountants need to know about Making Tax Digital for Income Tax Self Assessment. Deadlines, software requirements, and how to prepare.](https://briefcase.so/blog/mtd-for-itsa-2026-accounting-software-guide/index.html)[AI Bookkeeping vs OCR: A Practical Comparison for Accounting FirmsWhat is the difference between OCR and AI for bookkeeping? A clear comparison for UK accounting firms covering accuracy, VAT handling, and automation.](https://briefcase.so/blog/ai-bookkeeping-vs-ocr-accounting-firms/index.html)[AI Agents for Accounting: How They Work and Why They Matter in 2026What are AI agents in accounting? A practical guide for UK accounting firms covering how AI agents differ from traditional automation, what they can do today, and how to evaluate them.](https://briefcase.so/blog/ai-agents-accounting-how-they-work/index.html)[Month-End Close Automation: A Practical Guide for UK Accounting FirmsHow to automate the month-end close process for your accounting clients. Covers working papers, prepayments, fixed assets, bank reconciliation, and VAT.](https://briefcase.so/blog/month-end-close-automation-accounting-firms/index.html)[AI Working Papers Software: A Practical Guide for UK AccountantsCompare AI working papers software for UK accounting firms. We cover Briefcase, Silverfin, Papercare and others, with honest detail on what each does well and where they fall short.](https://briefcase.so/blog/ai-working-papers-software-uk-accountants/index.html)[Bookkeeping Automation Software: What UK Accounting Firms Need in 2026A practical guide to bookkeeping automation software for UK accounting firms. Covers what automation really means in 2026, how to evaluate tools, and what the best platforms actually do.](https://briefcase.so/blog/bookkeeping-automation-software-uk-accounting-firms/index.html)[MTD for ITSA Penalties Explained: Points, Fines, and What Late Submission Actually CostsA clear breakdown of MTD for ITSA penalties, including the 2026/27 quarterly-update exemption and what late tax returns or payments can cost.](https://briefcase.so/blog/mtd-itsa-penalties-late-submission-guide/index.html)[MTD for ITSA Software Compared: What Sole Traders and Landlords Actually Need in 2026An honest comparison of MTD for ITSA software for UK sole traders and landlords. We compare Xero, QuickBooks, FreeAgent, Sage, Hammock, and Briefcase Ledger on features, pricing, and what each does well.](https://briefcase.so/blog/mtd-itsa-software-compared-sole-traders-landlords/index.html)[Briefcase vs Silverfin: AI Working Papers Software Compared (2026)A side-by-side comparison of Briefcase and Silverfin for UK accounting firms. We cover pricing, AI capabilities, integrations, and which approach works for which kind of practice.](https://briefcase.so/blog/briefcase-vs-silverfin-ai-working-papers/index.html)[First MTD for ITSA Quarterly Submission: A Practical Guide for Sole Traders and LandlordsThe first MTD for ITSA quarterly deadline was 7 August 2026 and the next is 7 November. A practical guide to what to file and how to prepare.](https://briefcase.so/blog/first-mtd-itsa-quarterly-submission-guide/index.html) --- # AI Agents for Accounting: How They Work and Why They Matter in 2026 > Canonical page: https://briefcase.so/blog/ai-agents-accounting-how-they-work > Briefcase content index: https://briefcase.so/llms.txt What are AI agents in accounting? A practical guide for UK accounting firms covering how AI agents differ from traditional automation, what they can do today, and how to evaluate them. 27 February 2026 · 10 min read If you manage an accounting practice in the UK, you have probably heard the phrase “AI agents” thrown around at conferences, in trade press, and by every software vendor at Accountex. But the term gets used loosely. Some vendors slap it on repackaged OCR. Others use it to describe chatbots that can answer questions about your ledger. Neither of those is quite right. This guide cuts through the noise. We will explain what an AI agent actually is in the context of bookkeeping and accounting, how it differs from the tools you already use, what it can realistically do today, and how to evaluate whether one is worth adopting in your practice. ## What is an AI agent in accounting? An AI agent is software that can **observe** data, **reason** about it, and **act** on it—without needing explicit step-by-step instructions for every scenario. In accounting, that means the software can look at a purchase invoice, work out what it is, decide how to code it, determine the VAT treatment, and post it to the correct ledger account. If it encounters something ambiguous, it escalates to a human rather than guessing. That might sound like what Dext or AutoEntry already do, but there is a fundamental architectural difference. Traditional tools use a pipeline: OCR extracts text, rules match suppliers to codes, and a human reviews whatever falls through the gaps. An AI agent replaces the rigid middle step with a model that understands context. ### The observe-reason-act loop Every AI agent follows a variation of this cycle: 1. **Observe:** Ingest the document (invoice, receipt, bank statement) and extract structured data from it. This goes beyond OCR—the agent understands layouts, reads handwriting, and handles multi-page PDFs. 2. **Reason:** Compare the extracted data against the client’s ledger history. How were similar invoices from this supplier coded before? What VAT rate was applied? Does the amount look consistent with prior months? Are there any line items that need splitting across categories? 3. **Act:** Post the transaction to the ledger with the determined coding, VAT treatment, and any required allocations. If confidence is high, this happens automatically. If not, the agent queues it for human review with an explanation of what it found and why it was uncertain. The critical distinction is step two. A rule-based system looks up a supplier mapping table. An AI agent looks at the actual content of the invoice, the historical context of the client’s books, and the specific line items to make a judgement. When a supplier changes their invoice format, rules break. Agents adapt. ## How AI agents differ from OCR and rule-based automation Most accounting practices already use some form of automation, typically OCR tools like [Dext](https://briefcase.so/blog/dext-alternative-uk-accounting-firms), Hubdoc, or AutoEntry. These tools are useful, but they operate on a fundamentally different level to AI agents. ### OCR: extracting text OCR converts images of text into machine-readable characters. It answers the question “what words are on this page?” Modern OCR is quite good at this, but it does not understand what those words mean. It can tell you a number is £1,200, but it cannot tell you whether that is a cost of goods, a fixed asset purchase, or a prepayment. ### Rule-based automation: following instructions Rule-based systems layer logic on top of OCR. If supplier equals “Amazon”, code to 7500 (Office Supplies). If amount exceeds £5,000, flag for review. These rules are powerful when your data is consistent, but they are brittle. A new supplier requires a new rule. A supplier that sells both stationery and IT equipment cannot be handled by a single rule. Mixed-rate VAT invoices often defeat them entirely. ### AI agents: understanding context AI agents read the invoice and understand it. They see that this Amazon invoice is for three monitors at £400 each, recognise that as IT equipment based on the line item descriptions, code it to the correct nominal, and apply 20% standard-rate VAT. Next month, when the same Amazon account buys printer paper, the agent codes it to office supplies instead. It is not following a supplier rule; it is reading the content and making a judgement informed by the client’s historical patterns. For a deeper comparison of OCR versus AI in bookkeeping, see our [practical comparison guide](https://briefcase.so/blog/ai-bookkeeping-vs-ocr-accounting-firms). ## What can AI agents do for accounting firms today? The capabilities vary across vendors, but the most mature AI agent systems can handle the following workflows end-to-end: ### Purchase invoice processing This is where most firms start. The agent receives invoices via email, upload, or WhatsApp. It extracts the supplier details, line items, amounts, and VAT. It categorises each line item based on historical patterns and posts the transaction to Xero or QuickBooks. For a typical bookkeeping client, this eliminates 80-90% of manual data entry. ### Sales transaction processing AI agents can also handle the sales side. They learn patterns from existing sales invoices and receipts, categorise income correctly, and auto-publish when they are confident in the treatment. This is particularly useful for clients with high-volume, repetitive sales transactions. ### VAT determination UK VAT is notoriously complex. AI agents can cross-reference supplier VAT registration numbers against HMRC records, identify exempt and zero-rated items, handle reverse charge scenarios for construction (CIS) and imported services, and support both standard and flat rate schemes. The best systems reference actual HMRC legislation, making their treatments auditable and defensible. ### Bank reconciliation Beyond processing source documents, AI agents can match transactions against bank feeds, identify direct debits and standing orders, and suggest coding for bank transactions that do not have a corresponding invoice. ### Fixed asset management When an agent encounters a purchase that looks like a capital asset—say, machinery over the firm’s capitalisation threshold—it can flag it, create a fixed asset record, and set up the depreciation schedule automatically. This bridges a gap that used to require a separate step at month-end or year-end. ### Prepayments and deferred revenue If an invoice covers a future period (an annual insurance premium, for example), the agent can detect this, create the prepayment journal, and set up the monthly release schedule. The same applies in reverse for deferred revenue on the sales side. **Briefcase handles all of the above with AI agents that learn from your ledger. See how it works for your practice.** [Start free trial](https://app.briefcase.so/sign-up) ## How to evaluate an AI agent for your practice Not every product labelled “AI” is actually an AI agent. Here is a practical framework for separating genuine capability from marketing: ### 1\. Does it learn from your data? A real AI agent improves as it processes more of your client’s transactions. It should get better at coding, VAT treatments, and edge cases over time. Ask vendors: “If I correct a coding decision, will the system learn from that correction for future transactions?” If the answer involves manually updating rules, it is not an agent. ### 2\. Can it handle line-item detail? Many OCR tools work at the invoice level: one supplier, one code. Real-world invoices often have multiple line items requiring different nominal codes and VAT rates. Test with a mixed invoice and see what happens. ### 3\. What is the review workflow? You want a system that operates on a sliding scale of autonomy. Routine, high-confidence transactions should post automatically. Anything unusual should be queued for review with a clear explanation. The ratio should improve over time as the agent learns your preferences. ### 4\. Is there an audit trail? Every decision the agent makes should be logged. You need to see why a transaction was coded a certain way, what data the agent considered, and what its confidence level was. This is not optional—it is a regulatory requirement for accountants. ### 5\. Does it integrate with your existing stack? UK accounting firms overwhelmingly use Xero or QuickBooks. The agent needs to work natively with your ledger, not require you to export CSVs and re-import them. Look for real-time sync, not batch processing. > The best AI agent is the one your team actually uses. If the review workflow is clunky or the integration is unreliable, accuracy does not matter because no one will trust it. ## The limits of AI agents in 2026 It is worth being honest about what AI agents cannot yet do reliably: - **Complex tax planning:** AI agents can apply VAT rules and handle routine corporation tax adjustments, but they are not replacing your tax advisory work. Multi-jurisdictional tax planning, R&D tax credit claims, and inheritance tax strategies still need human expertise. - **Client relationships:** The advisory side of accounting—reviewing management accounts with a client, discussing cash flow projections, recommending business structure changes—requires human judgement and trust. AI agents free up your time to do more of this work, not less. - **Unprecedented scenarios:** AI agents learn from patterns. A genuinely novel transaction type that has no historical precedent will be flagged for review. This is by design—the agent knows what it does not know. - **Regulatory interpretation:** While agents can apply known rules (HMRC VAT notice 700, for instance), interpreting new or ambiguous regulations still requires professional judgement. The honest pitch for AI agents is not that they replace accountants. It is that they handle the 80% of bookkeeping work that is repetitive and pattern-based, giving your team capacity to focus on the 20% that actually requires their expertise. ## What does this mean for UK accounting firms? The practical impact depends on your firm’s size and client mix, but the patterns we see across UK practices using AI agents are consistent: - **Capacity without headcount:** Firms are taking on more bookkeeping clients without hiring additional staff. One senior bookkeeper can oversee AI agents handling 30-40 clients where they previously managed 10-15 manually. - **Faster month-end close:** When transactions are coded and posted in near real-time, the backlog that typically builds up before month-end largely disappears. Firms report closing client books in days rather than weeks. See our guide on [automating invoice processing](https://briefcase.so/blog/automate-invoice-processing-accounting-firms) for practical steps. - **Better staff retention:** Junior staff spend less time on data entry and more time on review, analysis, and client interaction. That makes the role more interesting and reduces the turnover that plagues bookkeeping teams. - **Competitive positioning:** As the [MTD for ITSA deadline approaches](https://briefcase.so/blog/mtd-for-itsa-2026-accounting-software-guide), firms that can process quarterly submissions efficiently will win sole trader and landlord clients from those that cannot. ## Frequently asked questions ### What is an AI agent in accounting? An AI agent in accounting is software that can observe financial data, make decisions, and take actions without step-by-step human instructions. Unlike traditional automation that follows fixed rules, AI agents understand context. They can read an invoice, determine the correct nominal code based on how similar invoices were coded previously, apply the right VAT treatment, and post the entry to your ledger. If something looks unusual, they flag it for review rather than guessing. ### How do AI agents differ from OCR and rule-based automation? OCR extracts text from documents. Rule-based automation follows if-then logic you configure manually. AI agents combine both with reasoning. They extract data, understand what it means in context, learn from historical patterns in your ledger, and make judgement calls. The key difference is adaptability: rules break when suppliers change invoice formats, but AI agents handle variation because they understand the underlying content, not just its layout. ### Can AI agents handle VAT correctly for UK accounting? Yes, modern AI agents can handle UK VAT with high accuracy. They cross-reference supplier VAT numbers, identify VAT-exempt items, handle mixed-rate invoices, and apply reverse charge rules where appropriate. The best systems reference actual HMRC VAT legislation to ensure treatments are defensible. They also support flat rate scheme detection and partial exemption scenarios. ### Are AI agents safe to use for bookkeeping? AI agents should be evaluated on their verification and audit trail, not just their accuracy. Look for systems that show their reasoning, provide confidence scores, and give you a clear review workflow for anything uncertain. The best AI agents operate with an autopilot model: they handle routine transactions end-to-end but escalate edge cases to a human. Every action should be logged and reversible. ## Getting started If you are evaluating AI agents for your practice, start with a single client. Pick one with a high volume of purchase invoices and a clean ledger history. Run the AI agent alongside your existing process for a month and compare the results. That gives you real data to make a decision, rather than relying on vendor demos. For a broader comparison of the tools available to UK firms, see our [guide to the best AI bookkeeping software for UK accountants](https://briefcase.so/blog/best-ai-bookkeeping-software-uk-accountants). With MTD for ITSA now live, AI agents are becoming essential for handling the quarterly submission workload — read our [comparison of MTD software for sole traders and landlords](https://briefcase.so/blog/mtd-itsa-software-compared-sole-traders-landlords) or our [guide to the new MTD penalty regime](https://briefcase.so/blog/mtd-itsa-penalties-late-submission-guide). **Briefcase is built around AI agents that learn from your ledger. Try it free for two weeks with your own clients.** [Start free trial](https://app.briefcase.so/sign-up) ## Further reading - [Briefcase vs Silverfin: AI Working Papers Software Compared](https://briefcase.so/blog/briefcase-vs-silverfin-ai-working-papers) - [AI Working Papers Software: A Practical Guide for UK Accountants](https://briefcase.so/blog/ai-working-papers-software-uk-accountants) - [First MTD for ITSA Quarterly Submission Guide](https://briefcase.so/blog/first-mtd-itsa-quarterly-submission-guide) - [What is an AI accounting agent?](https://briefcase.so/glossary/ai-accounting-agent) - [What is AI bookkeeping?](https://briefcase.so/glossary/ai-bookkeeping) ## Ready to put your books on Autopilot? Join hundreds of accounting practices across the UK saving hours every week. [Start free trial](https://app.briefcase.so/sign-up) Two-week free trial Cancel anytime Xero & QuickBooks --- # AI Bookkeeping vs OCR: Which Is Best for UK Firms? > Canonical page: https://briefcase.so/blog/ai-bookkeeping-vs-ocr-accounting-firms > Briefcase content index: https://briefcase.so/llms.txt Compare AI bookkeeping with OCR software for invoice capture, VAT extraction and automation. See which approach best fits UK accounting firms. 21 February 2026 · 9 min read Most UK accounting firms use some form of automated data capture. Whether it is Dext, AutoEntry, Hubdoc, or one of the built-in features in Xero and QuickBooks, the idea is the same: point the software at an invoice or receipt and let it extract the key data fields so you do not have to type them in. These tools are almost universally built on OCR — Optical Character Recognition. OCR has been the foundation of document automation in accounting for over a decade. It works, mostly. But there is a growing gap between what OCR can do and what accounting firms actually need. This article breaks down the practical differences between OCR-based bookkeeping tools and the newer generation of AI-powered alternatives, with a focus on what matters for UK practices: accuracy on real documents, VAT handling, scalability across clients, and the amount of human review required. ## How OCR works in bookkeeping OCR technology reads text from images. When you scan an invoice or photograph a receipt, OCR identifies individual characters and converts them into machine-readable text. Modern OCR tools add machine learning on top — they learn to identify common invoice layouts, so they know where to look for the supplier name, the date, the total, and the VAT amount. The practical result: you upload a document and the software outputs a set of data fields. Supplier: Screwfix. Date: 14 February 2026. Net: £84.50. VAT: £16.90. Total: £101.40. This is useful. It eliminates the most tedious part of bookkeeping — typing numbers from paper into software. But extraction is only half the job. ### Where OCR stops After extracting the data, a human bookkeeper needs to: - **Verify the extraction is correct.** Did the OCR read £84.50 or £84.80? On a blurry photo, it is hard to tell. - **Determine the VAT treatment.** Is this standard-rated? The OCR extracted the VAT amount, but is it correct? What if there are mixed-rated items on the same invoice? - **Code to the chart of accounts.** The Screwfix invoice — is this Building Materials, Property Repairs, Motor Expenses, or Office Maintenance? It depends on the client, the nature of the purchase, and the context. - **Handle edge cases.** Multi-page invoices, credit notes, foreign currency, CIS deductions, intercompany transactions. OCR gives you the raw data. You still do the bookkeeping. ## How AI bookkeeping works AI bookkeeping tools use large language models (LLMs) and multimodal AI instead of, or in addition to, traditional OCR. The difference is not incremental — it is a different approach entirely. Instead of recognising characters on a page, an AI agent *reads* the document the way a human would. It understands that this is an invoice from Screwfix, that the items purchased are electrical supplies, that the client is a property management company, and that these supplies are for a rental property refurbishment. From this understanding, it determines: - The supplier and all relevant details - Each line item with correct amounts - The VAT treatment (standard-rated in this case) - The correct nominal account (Property Repairs — Electrical) - Whether this matches historical patterns for this client The AI does not just extract data. It makes the decisions a bookkeeper makes. And when it is confident enough, it can publish the transaction directly to the ledger via [Autopilot](https://briefcase.so/blog/introducing-ai-autopilot) without human review. ## The practical differences that matter ### Accuracy on messy documents On clean, typed invoices in standard formats, OCR and AI perform similarly. Both extract supplier, date, and amounts accurately well above 90% of the time. The gap appears on real-world documents: photographed receipts with crumpled paper and poor lighting, handwritten invoices from contractors, multi-page supplier statements, documents with tables of line items, and invoices in non-standard formats. OCR struggles because it is fundamentally a character recognition technology — if the characters are unclear, accuracy drops. AI models see the document holistically. They can infer a supplier name from a partially obscured logo, calculate a missing VAT amount from the gross and net figures, and understand that a long list of numbers on page 2 is a continuation of the line items from page 1. The result is measurably higher accuracy on the documents that matter most — the difficult ones. ### VAT handling This is where the difference is most consequential for UK practices. OCR extracts the VAT amount printed on the invoice. That is it. It does not know whether the VAT treatment is correct, whether reverse charge should apply, whether the supply is zero-rated or exempt, or whether the client is on the flat rate scheme. AI agents understand VAT rules. They assess the nature of the supply, the jurisdiction, the client’s VAT scheme, and the transaction history. They can flag when a supplier has charged VAT incorrectly, identify when reverse charge should apply to overseas services, and handle mixed-rated invoices with different VAT rates on different line items. For practices where VAT corrections are a significant time sink, this alone can justify the switch from OCR to AI. ### Chart of accounts coding OCR tools typically offer basic rules: “When the supplier is Screwfix, code to Building Materials.” This works until the same supplier is used by different clients for different purposes, or until a new supplier appears that the rules do not cover. AI agents learn contextually. They understand that when Client A (a construction company) buys from Screwfix, it is materials for a job. When Client B (a property landlord) buys from Screwfix, it is a repair to a rental property. When Client C (an office-based business) buys from Screwfix, it is office maintenance. Same supplier, different coding, different context. The AI handles this without manual rule setup. ### Learning and improvement over time OCR tools improve slowly through updates to their recognition engine. The accuracy you get today is roughly the accuracy you will get next year, assuming the same quality of input documents. AI agents learn from your corrections. When you reclassify a transaction or change a VAT code, the AI incorporates that feedback into its understanding of your client’s patterns. Over weeks and months, it makes fewer errors and can handle more transactions autonomously. [Connolly Accountancy](https://briefcase.so/customers/connolly) saw their auto-publish rate reach 65% with 99% accuracy — meaning two thirds of transactions needed zero human involvement. ### Scope of automation OCR tools automate document capture. AI tools automate bookkeeping. The distinction matters because capture is only one part of the workflow. [Briefcase](https://briefcase.so/) handles invoice capture, bank reconciliation, working papers, prepayments, accruals, and fixed assets. OCR tools handle the first step and leave the rest to manual processes or separate tools. If you are measuring total time saved across the bookkeeping workflow, the difference is significant. **See the difference on your own client data. Try Briefcase free for two weeks.** [Start free trial](https://app.briefcase.so/sign-up) ## When OCR is still the right choice To be fair, OCR tools are not obsolete. They make sense in specific situations: - **Very low volume.** If you process a handful of invoices per client per month, the overhead of reviewing OCR extractions is small and the time savings from AI may not justify switching. - **Simple, consistent documents.** If your clients receive mostly standardised, typed invoices from a small number of regular suppliers, OCR handles these well. - **Budget constraints.** OCR tools are generally cheaper per unit of document processed, especially at low volumes. If your practice is small and cost is the primary concern, OCR may be the pragmatic choice. - **Already embedded in your workflow.** Switching tools has a cost. If your OCR tool is working adequately and the review overhead is manageable, the ROI of switching depends on your volume and growth trajectory. ## When AI bookkeeping is worth the switch The ROI tips firmly toward AI when: - **You process high volume across many clients.** The more transactions you process, the more the efficiency gap between “review everything” (OCR) and “review exceptions” (AI) compounds. - **VAT complexity is high.** Mixed-rated supplies, reverse charge, CIS, flat rate scheme — if your team spends significant time correcting VAT codes, AI pays for itself in accuracy alone. - **You want to grow without proportionally hiring.** AI lets you take on more clients with the same team. [Wilson Partners](https://briefcase.so/customers/wilson-partners) tripled their processing efficiency with Briefcase. - **MTD for ITSA is coming.** The quarterly submission requirements from April 2026 will significantly increase bookkeeping volume for practices managing sole traders and landlords. [AI automation is the practical way to handle this](https://briefcase.so/blog/mtd-for-itsa-2026-accounting-software-guide) without drowning. - **You want end-to-end automation.** If you are tired of stitching together separate tools for capture, reconciliation, and working papers, a unified AI platform covers the full workflow. ## Frequently asked questions ### What is the difference between OCR and AI in bookkeeping? OCR extracts text from images — it reads characters on an invoice and outputs data fields like supplier name, date, and amount. AI bookkeeping understands the document in context: it determines VAT treatment, maps to the correct nominal account, learns from corrections, and can publish to accounting software without human review. OCR digitises documents; AI does the bookkeeping. ### Is OCR still good enough for accounting firms? It depends on your needs. If you mainly want to eliminate manual data entry and are comfortable reviewing every extraction, OCR tools like Dext or AutoEntry work well. But if you want to reduce review time, automate VAT coding, handle bank reconciliation, and scale without hiring, AI-native tools like [Briefcase](https://briefcase.so/) offer significantly more. ### How accurate is AI bookkeeping compared to OCR? On clean, typed invoices, both achieve 90–95%+ accuracy for data extraction. The gap appears on complex documents (handwritten, photographed, multi-page) where AI outperforms OCR, and on bookkeeping decisions after extraction — VAT coding, nominal account mapping, and contextual categorisation — where OCR requires manual correction while AI agents handle these with 95–99% accuracy. ### Can AI bookkeeping tools work with Xero and QuickBooks? Yes. AI bookkeeping tools like Briefcase integrate directly with Xero and QuickBooks. They read your chart of accounts, supplier records, and historical transactions, then publish processed transactions directly to the ledger. The AI automates the work that feeds into your accounting software — it does not replace it. ## Getting started If you want to see how AI bookkeeping compares to your current OCR tool, the best approach is a side-by-side test. [Start a free Briefcase trial](https://app.briefcase.so/sign-up), connect a Xero or QuickBooks client, and run the same batch of invoices through both tools. Compare extraction accuracy, VAT coding, nominal account mapping, and how much human review each requires. For more on choosing the right tool for your practice, read our [guide to the best AI bookkeeping software for UK accountants](https://briefcase.so/blog/best-ai-bookkeeping-software-uk-accountants), or see how [AI is transforming invoice processing](https://briefcase.so/blog/automate-invoice-processing-accounting-firms) in practice. For a deeper look at what AI agents actually do, read our guide on [AI agents for accounting](https://briefcase.so/blog/ai-agents-accounting-how-they-work). And if month-end is a pain point, see our guide to [automating the month-end close](https://briefcase.so/blog/month-end-close-automation-accounting-firms). **Move beyond OCR. Try AI-powered bookkeeping free for two weeks.** [Start free trial](https://app.briefcase.so/sign-up) ## Further reading - [Briefcase vs Silverfin: AI Working Papers Software Compared](https://briefcase.so/blog/briefcase-vs-silverfin-ai-working-papers) - [AI Working Papers Software: A Practical Guide for UK Accountants](https://briefcase.so/blog/ai-working-papers-software-uk-accountants) - [Dext Alternative: Why UK Accounting Firms Are Switching to AI Agents](https://briefcase.so/blog/dext-alternative-uk-accounting-firms) - [What is AI bookkeeping?](https://briefcase.so/glossary/ai-bookkeeping) - [What is an AI accounting agent?](https://briefcase.so/glossary/ai-accounting-agent) ## Ready to put your books on Autopilot? Join hundreds of accounting practices across the UK saving hours every week. [Start free trial](https://app.briefcase.so/sign-up) Two-week free trial Cancel anytime Xero & QuickBooks --- # AI Working Papers Software for UK Accountants (2026) > Canonical page: https://briefcase.so/blog/ai-working-papers-software-uk-accountants > Briefcase content index: https://briefcase.so/llms.txt Compare AI working papers software for UK accountants, including Briefcase, Silverfin and Papercare. See automation, integrations, strengths and trade-offs. 15 March 2026 · 9 min read Working papers are the backbone of every set of accounts your firm produces. They prove that your trial balance figures are correct, that adjustments are justified, and that nothing material has been missed. They are also, for most firms, one of the most tedious parts of the job. Building prepayment schedules, calculating depreciation, reconciling bank accounts, identifying accruals that need reversing, and pulling it all together into a coherent pack takes hours per client. Multiply that across a hundred clients and you have a team spending a significant chunk of their month on work that feels mechanical but demands attention to detail. That is why AI working papers software has become one of the most talked-about categories in UK accounting technology. But the tools available today vary enormously in what they actually do. Some handle a narrow slice of the process. Others try to automate the entire journey from raw transactions to finished working papers. This guide covers what is available right now for UK firms, what each tool is genuinely good at, and where the gaps remain. ## What AI working papers software actually does Traditional working papers software gives you templates. You link cells to trial balance figures, build your schedules manually, and track your review points in the file. The software organises the paperwork but does not do the thinking. AI working papers software flips this. Instead of starting with a blank template and pulling data in, it starts with the data and builds the working papers outward. At its best, this means: - **Automatic detection of adjustments** — the software scans the ledger and identifies transactions that look like prepayments, accruals, or fixed asset additions based on their characteristics rather than rules you configure - **Schedule generation** — once it identifies a prepayment, it builds the schedule, calculates the monthly release amounts, and prepares the journals - **Bank reconciliation** — matching bank feeds to ledger entries, flagging unreconciled items, and producing the reconciliation statement - **Fixed asset management** — detecting new asset purchases, applying the correct depreciation method and rates, and maintaining the register - **Anomaly detection** — spotting unusual balances, duplicate payments, missing entries, and other issues that would normally surface during manual review The quality of each of these varies significantly between tools. Some handle detection well but leave journal posting to you. Others automate the full cycle but only for certain types of adjustment. ## The main options for UK accounting firms ### Silverfin Silverfin is the established name in cloud working papers for UK accounting firms. It connects to Xero, QuickBooks, and Sage, pulling trial balance data into structured working paper templates. The platform includes analytics dashboards, automated reporting, and a template marketplace where firms share and sell their own working paper packs. The AI element in Silverfin comes through their Silverfin Assistant, which identifies anomalies in financial data, flags unusual balances, and highlights missing transactions. It is effective for review-stage work, helping managers spot issues without manually scanning every schedule. Where Silverfin is strongest: firms wanting a comprehensive cloud platform that handles working papers, reporting, and client analytics in one place. It suits medium to large practices that want to standardise their approach across teams. Where it is weaker: Silverfin does not handle the upstream bookkeeping. It starts from the trial balance, which means the data entry, coding, and VAT treatment still need to happen before Silverfin gets involved. If your bottleneck is the bookkeeping itself rather than the working papers, Silverfin solves the second half of the problem but not the first. ### Papercare Papercare positions itself as a dedicated AI working papers tool for UK accountants. It connects to Xero, Sage, and QuickBooks and produces working papers with AI-powered anomaly detection, risk identification, and automated commentary. The tool is particularly focused on the compliance workflow. It can identify potential issues in a set of accounts, generate review notes, and help firms standardise their working paper quality across different staff members. Where Papercare is strongest: firms that want AI specifically applied to the working papers and review process, without changing their broader technology stack. It integrates with existing setups rather than replacing them. Where it is weaker: like Silverfin, Papercare operates after the bookkeeping is done. It does not capture invoices, code transactions, or handle VAT. The working papers quality depends entirely on the quality of the data that goes in. ### Briefcase Briefcase takes a fundamentally different approach. Rather than treating working papers as a separate step that happens after bookkeeping, Briefcase handles the entire workflow from document capture through to working papers. The platform uses [AI agents](https://briefcase.so/blog/ai-agents-accounting-how-they-work) that learn from your ledger. They capture invoices, extract the data, determine the correct nominal codes and VAT treatment, and post to Xero or QuickBooks. Because the AI handles the bookkeeping, it already knows which transactions are prepayments, which are fixed assets, and which need accruing. Working papers become a natural output of the bookkeeping process rather than a separate exercise. In practice, this means Briefcase detects prepayments and builds amortisation schedules automatically, identifies fixed asset purchases and creates depreciation schedules, tracks accrued expenses against the ledger, and produces bank reconciliation working papers. Recent updates have added automated accrual suggestions for recurring expenses and fixed asset disposal functionality with automatic reversal calculations. Where Briefcase is strongest: firms that want to automate the whole journey. If you currently spend time on data entry, coding, and working papers preparation, Briefcase handles all three. The working papers are more accurate because the same system that coded the transactions also builds the schedules, so there are fewer reconciliation gaps. Where it is weaker: if you have a well-established bookkeeping workflow using other tools and only need the working papers automated, Briefcase asks you to move more of your process. It is a bigger change to adopt than a standalone working papers tool. ### MyWorkpapers MyWorkpapers is an Australian-origin platform that has expanded into the UK market. It provides cloud-based working papers with trial balance integration, document management, and collaborative review workflows. The platform focuses on structure and collaboration. Working papers are organised into standard sections, review notes are tracked inline, and sign-off workflows ensure nothing gets missed. It integrates with Xero and other ledgers for trial balance imports. Where MyWorkpapers is strongest: firms migrating from traditional desktop working papers tools like CaseWare or Mercia who want a cloud-based replacement with familiar structure. Where it is weaker: the AI element is less developed than Silverfin or Briefcase. It is more of a digital working papers platform than an AI-driven automation tool. ## How to evaluate AI working papers software for your firm The right choice depends on where your bottleneck actually sits. Ask yourself three questions: 1. **Is the bookkeeping the problem, or just the working papers?** If your team spends most of its time on data entry and coding, a standalone working papers tool only solves part of the issue. You need something that addresses the upstream work too. 2. **How standardised is your current process?** If every manager prepares working papers differently, a tool like Silverfin that enforces templates and standardisation will have an immediate impact. If your process is already consistent but just slow, automation matters more than standardisation. 3. **What integrations matter?** Most UK firms run Xero or QuickBooks. All the tools mentioned above integrate with both. But if you have clients on Sage, FreeAgent, or other platforms, check compatibility carefully. Also consider whether you need the working papers tool to integrate with your practice management system. ## What to watch out for AI working papers software is still a relatively young category. A few things to be cautious about: - **Detection accuracy varies by client type** — AI that works well for standard SME accounts may struggle with complex multi-entity structures, construction industry clients, or businesses with unusual revenue recognition patterns. Ask vendors about accuracy rates for your specific client mix. - **VAT handling is not always complete** — UK VAT is genuinely complicated. Partial exemption, flat rate scheme transitions, reverse charge rules, and capital goods scheme calculations can trip up tools that were built primarily for simpler tax environments. Test with your most complex VAT client, not your simplest. - **Fixed assets need UK-specific treatment** — capital allowances under the Annual Investment Allowance, writing down allowances, and the full expensing regime all have specific rules. Make sure any tool you evaluate handles current UK tax legislation, not just generic straight-line depreciation. - **Data quality going in determines quality coming out** — if your bookkeeping has errors, working papers built on that bookkeeping will have errors too. Tools that handle both bookkeeping and working papers have an advantage here because they control the data quality from the start. **Briefcase automates working papers as part of the complete bookkeeping workflow. From invoice capture to financial close, one platform handles the lot.** [Start free trial](https://app.briefcase.so/sign-up) ## The direction of travel Working papers software is converging with bookkeeping automation. The firms getting the most value from AI are those that have stopped treating bookkeeping and working papers as separate workflows. When the same system codes a transaction, posts it to the ledger, and builds the working paper schedule, the entire process becomes faster and more reliable. This is already happening. Briefcase and similar platforms are collapsing what used to be a multi-tool, multi-step process into a single automated flow. Silverfin is adding more upstream automation. Papercare is expanding its detection capabilities. The direction is clear: within a few years, the distinction between a bookkeeping tool and a working papers tool will largely disappear. For UK firms evaluating their options now, the practical question is whether to adopt an end-to-end platform today or layer specialised tools on top of your existing setup. Both approaches work. The end-to-end approach saves more time but requires a bigger commitment. The layered approach lets you move incrementally but means maintaining integrations between multiple systems. Either way, the days of building every working paper schedule from scratch in Excel are ending. The question is not whether to adopt AI working papers software, but which approach fits your practice. ## Further reading If you are exploring how AI can automate more of your accounting workflow, these related guides may help: - [AI Agents for Accounting: How They Work and Why They Matter in 2026](https://briefcase.so/blog/ai-agents-accounting-how-they-work) - [Month-End Close Automation: A Practical Guide for UK Accounting Firms](https://briefcase.so/blog/month-end-close-automation-accounting-firms) - [AI Bookkeeping vs OCR: A Practical Comparison for Accounting Firms](https://briefcase.so/blog/ai-bookkeeping-vs-ocr-accounting-firms) - [Best AI Bookkeeping Software for UK Accountants in 2026](https://briefcase.so/blog/best-ai-bookkeeping-software-uk-accountants) ## Frequently asked questions ### What is AI working papers software? AI working papers software automates the preparation of accounting working papers, which are the supporting documents that prove the figures in your accounts are correct. Instead of manually building spreadsheets for prepayments, accruals, fixed assets, and bank reconciliations, AI working papers tools pull data directly from the ledger, detect adjustments that need making, build the schedules, and post the journals. The AI element means the software learns patterns from your ledger rather than relying purely on rules you configure. ### How does AI improve working papers over traditional software? Traditional working papers software still requires significant manual input. You build templates, link cells to trial balance figures, and manually identify which transactions need adjustment. AI working papers software reverses that workflow. It scans the ledger to find items that look like prepayments, accruals, or fixed assets based on patterns in the data, then suggests the adjustments. You review and approve rather than build from scratch. This typically cuts working papers preparation time by 60 to 80 percent. ### Which AI working papers software is best for UK accounting firms? It depends on your workflow. Silverfin is strong for larger firms wanting a comprehensive cloud platform with connected working papers and analytics. Papercare focuses specifically on AI-powered working papers with anomaly detection. Briefcase takes a different approach, handling the entire bookkeeping workflow from data capture through to working papers, meaning your working papers are a natural output of the bookkeeping process rather than a separate step. For firms that want end-to-end automation from invoice capture to financial close, Briefcase covers more ground. ### Can AI working papers software handle UK-specific requirements like VAT? Yes. The better AI working papers tools understand UK VAT schemes including standard, flat rate, and partial exemption. They handle prepayment and accrual calculations with correct VAT treatment, manage fixed asset capital allowances under UK rules, and produce working papers that align with how HMRC expects records to be kept. When evaluating tools, check whether they handle reverse charge VAT, mixed-rate invoices, and the specific nominal structures used in UK practice. ## Ready to put your books on Autopilot? Join hundreds of accounting practices across the UK saving hours every week. [Start free trial](https://app.briefcase.so/sign-up) Two-week free trial Cancel anytime Xero & QuickBooks --- # How to Automate Invoice Processing for Accounting Firms in 2026 > Canonical page: https://briefcase.so/blog/automate-invoice-processing-accounting-firms > Briefcase content index: https://briefcase.so/llms.txt A practical guide to automating invoice processing in your accounting practice. Compare OCR, AI agents, and rule-based tools. Cut processing time by 80%. 19 February 2026 · 8 min read Invoice processing is the single largest time sink in most accounting practices. A typical bookkeeper spends 3–5 minutes per invoice: opening the document, reading the supplier details, entering line items, applying the correct VAT treatment, coding to the chart of accounts, and publishing to Xero or QuickBooks. Multiply that across hundreds or thousands of invoices per month and the numbers become staggering. For a mid-sized practice handling 2,000 invoices per month across its client base, that is 100–170 hours of staff time every month spent on data entry. At an average cost of £25–35 per hour, invoice processing alone can cost £30,000–70,000 annually in labour. This guide covers the practical approaches to automating invoice processing in 2026, what actually works, what the trade-offs are, and how to choose the right solution for your practice. ## The three generations of invoice automation Not all automation is equal. The technology has evolved significantly over the past decade, and understanding the differences matters when choosing a solution. ### Generation 1: Template-based OCR The earliest invoice automation tools used Optical Character Recognition (OCR) with predefined templates. You would configure a template for each supplier, telling the software where on the page to find the invoice number, date, total, and so on. Tools like AutoEntry and Hubdoc popularised this approach. The advantage was simplicity. The disadvantage was that every new supplier format required a new template, the software broke when suppliers changed their invoice layout, and accuracy on anything other than clean, typed documents was poor. Handwritten invoices, photographed receipts, and unusual formats were essentially unsupported. ### Generation 2: Intelligent OCR with machine learning The next generation added machine learning on top of OCR. Instead of rigid templates, these tools learned to identify common invoice fields regardless of layout. Dext (formerly Receipt Bank) and similar tools fall into this category. They can handle a wider variety of formats and improve over time as they process more documents. The limitation is that they still fundamentally extract text from images. They do not understand what an invoice means. They cannot reliably determine VAT treatment, match a supplier to your chart of accounts, or handle multi-page invoices with complex line items. A human still needs to review and correct most extractions. ### Generation 3: AI agents The current generation uses large language models and multimodal AI to process invoices. Rather than extracting text and hoping it maps to the right fields, AI agents understand the document as a whole. They can read a photographed receipt, identify the supplier, understand the line items, determine the correct VAT treatment based on the transaction type and jurisdiction, and code it to the right nominal account. This is the approach [Briefcase](https://briefcase.so/) takes. The AI does not just extract data — it makes the same decisions a trained bookkeeper would, and it learns from corrections. When the AI is confident enough, it can publish directly to the ledger via [Autopilot](https://briefcase.so/blog/introducing-ai-autopilot) without human intervention. ## What to look for in an invoice automation tool If you are evaluating invoice automation for your practice, these are the capabilities that actually matter in 2026. ### Accuracy on real-world documents Ask any vendor for their accuracy rate and they will say “95%+”. The number that matters is the accuracy on your actual client documents — which include blurry phone photos of receipts, multi-page supplier invoices, handwritten notes, foreign currency transactions, and documents in inconsistent formats. Test with your worst-case documents, not their demo data. ### VAT handling For UK practices, correct VAT treatment is non-negotiable. The tool should understand the difference between standard-rated, reduced-rated, zero-rated, and exempt supplies. It should handle reverse charge VAT on overseas services, CIS deductions for construction clients, and the flat rate scheme. If you are manually correcting VAT codes on every other invoice, the automation is not doing its job. ### Chart of accounts mapping The tool should learn your client’s chart of accounts and apply the correct coding automatically. A subscription to Microsoft 365 should go to software costs, not office supplies. A payment to an electrical contractor for a rental property should go to property repairs, not general maintenance. This contextual understanding is where AI agents significantly outperform OCR-based tools. ### Xero and QuickBooks integration The integration should go beyond creating draft bills. Look for tools that can publish approved invoices directly, handle credit notes, manage supplier contacts, and sync payment status. A tool that creates drafts you still need to manually approve adds a step rather than removing one. ### Multi-client management If you run an accounting practice, you need to process invoices across dozens or hundreds of clients, each with their own chart of accounts, VAT schemes, and supplier bases. The tool should handle this without requiring separate configuration for each client. Look for contextual learning that adapts to each client’s patterns over time. ## The real economics of invoice automation The financial case for automation is straightforward, but it is worth being specific. ### Time savings A skilled bookkeeper processes an invoice in 3–5 minutes manually, including opening the document, reading the details, entering the data, applying VAT, coding to the chart of accounts, and publishing. With AI automation, the same invoice takes 10–30 seconds of human review time. With Autopilot-style features where the AI publishes directly when confident, many invoices require zero human time. For a practice processing 2,000 invoices per month: - **Manual processing:** 100–170 hours/month - **With AI automation + human review:** 10–17 hours/month - **With AI Autopilot (high-confidence auto-publish):** 3–5 hours/month ### Error reduction Manual data entry has an error rate of 1–4%, depending on the complexity of the documents and the experience of the bookkeeper. Common errors include incorrect VAT codes, wrong nominal accounts, transposed digits in amounts, and missed line items on multi-page invoices. AI agents typically achieve error rates below 1% and, critically, they make consistent errors that can be systematically identified and corrected, unlike the random errors humans make. ### Staff redeployment The hours freed up by automation do not need to result in redundancies. Most practices are capacity-constrained — they turn away work because their team is buried in data entry. Automation lets you take on more clients with the same team, or redirect existing staff toward higher-value advisory work that clients will pay more for. ## How to implement invoice automation in your practice A phased approach works best. Trying to automate everything on day one across all clients creates risk and frustration. ### Phase 1: Start with one client Pick a client with a manageable volume of invoices (50–100 per month) and a reasonably clean chart of accounts. Set up the automation tool, process a month’s worth of invoices, and compare the results against what your team would have done manually. Measure accuracy, time saved, and any issues that arise. ### Phase 2: Expand to similar clients Once you are confident in the accuracy and workflow, roll out to 5–10 clients with similar profiles. This is where the contextual learning of AI tools pays off — the system gets better as it processes more documents from more suppliers. ### Phase 3: Enable Autopilot for high-confidence transactions After the AI has learned your clients’ patterns, enable automatic publishing for transactions where the AI is highly confident. A well-calibrated system can auto-publish 40–70% of invoices without human review, with the remaining 30–60% flagged for quick human verification. ### Phase 4: Full practice rollout Extend to all clients. At this point, your team’s role shifts from data entry to exception handling and quality review — a fundamentally different and more rewarding job. ## Common pitfalls to avoid - **Choosing based on demo accuracy.** Every tool works well on clean, typed invoices in a demo. Test with your real documents — the blurry photos, the handwritten receipts, the multi-page supplier statements. - **Ignoring the review workflow.** Some tools extract data well but make the review process painful. If your team spends 2 minutes reviewing each extraction, you have only saved 1–3 minutes per invoice. The review interface matters as much as the extraction accuracy. - **Underestimating VAT complexity.** A tool that gets the amount right but the VAT code wrong is creating problems, not solving them. VAT accuracy should be your primary evaluation criterion for any UK practice. - **Not measuring the baseline.** Before implementing automation, measure how long your team actually spends on invoice processing. Without a baseline, you cannot quantify the improvement or justify the investment. - **Trying to automate everything at once.** Start small, prove the value, then expand. This reduces risk and gives your team time to adapt to the new workflow. ## Frequently asked questions ### How much time does automated invoice processing save? Most accounting firms reduce per-invoice processing time from 3–5 minutes to under 30 seconds with AI-powered automation, representing an 80–90% time saving. For a firm processing 2,000 invoices per month, this translates to roughly 80–100 hours saved monthly. ### Can AI handle handwritten or poor quality invoices? Modern AI agents using multimodal models can interpret handwritten invoices, photographed receipts, and low-resolution scans with high accuracy. Unlike traditional OCR which relies on character recognition, AI models understand context — so they can infer a supplier name even when partially obscured, or calculate a missing VAT amount from the gross and net figures. ### Does automated invoice processing work with Xero and QuickBooks? Yes. Most invoice automation tools integrate directly with Xero and QuickBooks via their APIs. Extracted data — supplier, amounts, VAT, line items, dates — is mapped to the correct fields and published as draft or approved bills and invoices in your accounting software. [Briefcase integrates with both](https://briefcase.so/pricing). ### What is the difference between OCR and AI agents for invoice processing? OCR extracts text from images by recognising individual characters. It struggles with varied layouts, handwriting, and multi-page documents. AI agents go further — they understand the document as a whole, can categorise transactions, apply VAT rules, match against your chart of accounts, and learn from corrections over time. The result is significantly higher accuracy and less human review. ## Getting started If you are ready to automate invoice processing in your practice, start a free trial and see the results in minutes. Connect your Xero or QuickBooks account, upload a batch of invoices, and let the AI handle the rest. There is no setup fee and no minimum commitment. **Ready to cut your invoice processing time by 80%?** [Start free trial](https://app.briefcase.so/sign-up) For a deeper look at how AI agents work in accounting, read our guide on [AI agents for accounting](https://briefcase.so/blog/ai-agents-accounting-how-they-work) or our post on [how AI is transforming bookkeeping beyond OCR](https://briefcase.so/blog/beyond-ocr-how-ai-is-transforming-bookkeeping). If you also handle month-end work, see our guide to [automating the month-end close](https://briefcase.so/blog/month-end-close-automation-accounting-firms), or see how [Wilson Partners reduced their processing time with Briefcase](https://briefcase.so/customers/wilson-partners). ## Further reading - [Briefcase vs Silverfin: AI Working Papers Software Compared](https://briefcase.so/blog/briefcase-vs-silverfin-ai-working-papers) - [Best AI Bookkeeping Software for UK Accountants](https://briefcase.so/blog/best-ai-bookkeeping-software-uk-accountants) - [Dext Alternative: Why UK Firms Are Switching](https://briefcase.so/blog/dext-alternative-uk-accounting-firms) - [What is AI bookkeeping?](https://briefcase.so/glossary/ai-bookkeeping) - [What is an AI accounting agent?](https://briefcase.so/glossary/ai-accounting-agent) ## Ready to put your books on Autopilot? Join hundreds of accounting practices across the UK saving hours every week. [Start free trial](https://app.briefcase.so/sign-up) Two-week free trial Cancel anytime Xero & QuickBooks --- # Top 6 AI bookkeeping software tools for UK accountants (2026) > Canonical page: https://briefcase.so/blog/best-ai-bookkeeping-software-uk-accountants > Briefcase content index: https://briefcase.so/llms.txt Compare bookkeeping tools for UK practices, including Briefcase, Dext and AutoEntry, plus capture and automation already available in Xero and QuickBooks. There are plenty of promises flying around about AI in accounting but which tool is actually delivering for firms, and how can you set yourself and your team up for success? We'll compare capture, coding, financial close and more across the top options that are out there to see which one is right for you. ![Alex Dernie](https://briefcase.so/marketing/authors/alex-dernie.webp) By Alex DernieUpdated 11 September 2026 With so many options available, it can be overwhelming to figure out the right option for you. The ranking below prioritises bookkeeping automation, UK VAT handling and month-end work. Each review sets out the features, extra costs and limitations that matter when choosing for your practice. ## 1.Briefcase **Summary:** Briefcase automates bookkeeping and financial close, from reading a supplier invoice to preparing the adjustments and working papers needed at month-end. It uses the document, the business’s transaction history and UK VAT guidance to code entries and explain its decisions. Your team reviews exceptions while eligible documents publish through Autopilot. AI, expenses and financial close are included in the licence. Supplier payments are charged separately. Built from the ground up around AI, Briefcase learns how each client’s books are kept and gets smarter as your team uses it. It learns from transaction history and coding corrections, so more of the work can happen automatically over time, without setting up supplier rules. Firms who are looking to improve efficiency and free up time in their team often pick Briefcase for these reasons. ### Key features - **Convenient capture.** Send documents by WhatsApp, email or web upload. Whole-inbox forwarding picks out invoices and filters out junk. - **Learns over time.** Contextual account coding learns from each client’s transaction history and your coding corrections, getting better as you use it without supplier rules to maintain. - **UK VAT decisions.** Tax treatments come with explanations linked to HMRC guidance, so your team can check the reasoning. - **Auto-publishing with verification.** Autopilot adds checks for document legibility, completeness and consistency with past transactions. It publishes only when those checks pass with high confidence, and holds exceptions for review. As it learns your work, it can take on more of the repetitive bookkeeping. - **Transparent decisions.** Hover over the AI indicators to see why Briefcase chose a code or treatment. Autopilot also explains why a document was published or held for review. - **Working papers.** Manage financial close with balance sheet reconciliations, aged debtors and creditors, P&L analysis and supporting evidence in one place. - **Automatic detection of adjustments.** Identify prepayments, fixed assets, deferred income and missing-cost accruals, with schedules and draft adjustments ready for review. - **Supplier statement reconciliation.** Match supplier statements against the books to identify missing invoices and discrepancies. - **Expenses and mileage.** Collect employee claims through the web or WhatsApp, with route calculations for mileage. - **Full ledger included.** Briefcase Ledger brings together double-entry accounts, bank feeds, AI cash coding, sales invoicing, approvals, supplier payments and financial reports. You can also use Connect with an existing Xero or QuickBooks ledger. #### Pros - No supplier rules to maintain: coding uses document context and client history, and learns from categorisation and tracking corrections. - Reviewers can follow the reasoning behind a tax code or a held document, instead of checking an unexplained suggestion. - Bookkeeping feeds into close schedules and working papers, reducing the work of rebuilding them separately at month-end. - Clients can submit documents and expense claims through WhatsApp. - Choose an integrated ledger or improve bookkeeping while retaining Xero or QuickBooks. - No separate AI, expense or close-module add-ons. Supplier payments are charged separately. #### Cons - No billable-expense tagging to recharge a purchase or expense line to a customer. - If you choose Connect, it works only with Xero or QuickBooks, not Sage or FreeAgent. Briefcase Ledger is the better option if you want a single, automated tool across all workflows. AI Autopilot Legibility: passedCompleteness: passedConsistency: passed This document was autopublished because it was legible, all data points were extracted and there were at least 3 historically consistent transactions. Example of a document published by Autopilot. All three checks passed, and the explanation shows why it qualified. [Connolly Accountants’ published case study](https://briefcase.so/customers/connolly) reports a 65% autopublish rate and 99% accuracy across fields. The practice replaced Dext, brought bookkeeping back in-house and increased client count without increasing headcount. These results come from its use of Briefcase with an existing ledger. **Prepayment detected** This transaction has been identified as a prepayment and journal schedule has been created automatically. Briefcase detects a prepayment and creates a schedule for review. The reviewer can inspect the schedule or correct the classification. For a closer look at the publishing checks, see [Briefcase Autopilot](https://briefcase.so/blog/introducing-ai-autopilot). Compare the relevant Ledger or Connect subscription on the [pricing page](https://briefcase.so/pricing). ## 2.Dext **Summary:** Dext combines document capture with collection, approvals and other practice workflows. Its included category predictions learn from past coding without requiring supplier rules. Optional AI Assist adds contextual category, tax-code and description suggestions, explanations and controls for applying them. Supplier rules and automatic publishing are also part of the core product. [Category predictions](https://help.dext.com/en/articles/416739-how-dext-auto-categorises-your-costs-items) and [AI Assist](https://help.dext.com/en/articles/500051-what-is-dext-ai-assist)are distinct features. AI Assist covers Costs and Sales, not the Bank workspace; its line-item actions require line-item extraction. [Bank Match](https://help.dext.com/en/articles/377054-how-does-bank-match-work-in-dext) identifies matching payments, with functionality varying by integration. It does not itself complete reconciliation in the ledger. Dext’s [practice plans](https://help.dext.com/en/articles/273220-dext-plans-for-accountants-and-bookkeepers) use per-client pricing with a minimum of ten clients and optional additions. Compare the complete plan your team would use. If you already use Dext and are considering leaving, our [Dext alternatives guide](https://briefcase.so/blog/dext-alternative-uk-accounting-firms) looks specifically at that decision. #### Key features - **Document capture.** Collect documents by email and reconcile supplier statements. - **Expenses and mileage.** Manage employee claims and approvals. - **Coding suggestions.** Included category predictions, plus optional AI Assist for contextual suggestions and explanations. - **Matching and prepayments.** Bank Match identifies matching payments; prepayment journals use allocation dates you set. - **Publishing workflows.** Supplier rules, auto-publishing and approval workflows. #### Pros - Combines capture with broader practice workflows. - Supports both reviewed suggestions and automated publishing. #### Cons - Practice plans have a minimum ten-client commitment. - Line-item AI Assist actions depend on extraction allowance. - AI Assist is a paid addition for practice clients except Dext Solo; Payments also costs extra. - Line-item and supplier-statement extraction incur charges beyond the included allowances. ## 3.AutoEntry **Summary:** AutoEntry is worth considering when document extraction is the main job you need to improve. It captures invoice data, including line items, and supports saved defaults and automatic publishing. The practical question is how well those defaults handle your supplier mix and how often someone must correct the output. It also supports supplier statement reconciliation and employee expense reports, including mileage and approvals. See AutoEntry’s[product overview](https://help.autoentry.com/en/articles/1782618-what-is-autoentry) and [automation documentation](https://help.autoentry.com/en/articles/15325864-automation-in-autoentry). Its [pricing uses credits](https://www.autoentry.com/pricing). An invoice costs one credit for totals-only extraction or two with line items. A credit allowance is therefore not the same number of invoices. Check the target ledger connection, rollover rules and the cost of a busy month before choosing a subscription. #### Key features - **Invoice extraction.** Capture invoice data, including line items. - **Saved defaults.** Reuse settings for repeat documents. - **Automatic publishing.** Publish using configured defaults. - **Statements and expenses.** Supplier statement reconciliation, expense reports, mileage and expense approvals. #### Pros - Credit purchasing ties the allowance to usage. - Defaults and publishing automation can reduce repeat processing. #### Cons - Line-item invoice extraction uses twice the credits of totals-only extraction. - You need to model busy months and credit rollover to compare cost reliably. ## 4.Apron **Summary:** Apron is relevant when a practice wants to consider capture alongside supplier payments. Its [William automation](https://getapron.com/william) includes auto-publishing eligible purchase invoices and receipts to Xero or QuickBooks after checks. Apron’s [auto-publish documentation](https://support.getapron.com/en/articles/15064137-understand-auto-publish) excludes supplier statements, sales invoices and credit notes from that workflow. It also describes supplier-history and document checks, with items held for review when they do not qualify. Include these exceptions in a trial, especially if they account for much of your team’s work. Check which capture, William and payment features the quote includes. Apron has published a [pricing change effective 1 December 2026](https://support.getapron.com/en/articles/16819956-apron-pricing-is-changing-on-1-december); its pricing pages distinguish current and future terms. Use the terms that apply when you will buy. #### Key features - **Document capture.** Capture purchase documents and search a connected inbox. - **Expenses and mileage.** Submit claims through approval workflows. - **Auto-publishing.** William checks eligible documents before publishing to Xero or QuickBooks. - **Supplier payments.** Make payments as part of the wider Apron offering. #### Pros - Relevant when capture and supplier payments are both buying priorities. - Auto-publishing checks hold ineligible documents for review. #### Cons - Auto-publish excludes supplier statements, sales invoices and credit notes. - Supplier-history requirements can leave documents needing review. - Supplier-payment charges apply beyond the selected plan’s allowance. - William currently requires Silver, Gold or Platinum partner status. New pricing takes effect on 1 December 2026. ## 5. Xero + Hubdoc **Summary:** Hubdoc collects purchase documents and publishes them to Xero, with supplier settings for automatic publishing. Xero lists Hubdoc with its UK Simple, Ignite, Grow, Comprehensive and Ultimate subscriptions when connected to the subscription. That makes it a sensible capture baseline for an existing Xero client. See [Xero’s UK plans](https://www.xero.com/uk/pricing-plans/) and [Hubdoc publishing settings](https://central.xero.com/0/article/Publish-Hubdoc-documents-to-Xero-UK). Xero also offers automatic bank reconciliation through JAX. Its UK documentation lists this with Grow and higher plans, with the AI Automate add-on available for Simple and Ignite. Higher-confidence transactions can be reconciled automatically; others remain for review. Check [Xero’s reconciliation features and plan conditions](https://www.xero.com/uk/accounting-software/reconcile-bank-transactions/) for the client’s entitlement. For a client with a handful of documents per month, Hubdoc may cover capture without another subscription. As volume or complexity increases, test how much coding, review and close work remains. “Included” means part of the paid Xero subscription. **Where users report friction.** On the [Xero App Store’s Hubdoc reviews](https://apps.xero.com/uk/app/hubdoc/reviews), Louise Doig describes missed receipt details and more manual work than expected; Anna Giamarelos reports disconnections interrupting reconciliation. Other reviewers report time savings from email forwarding. Test extraction and publishing on your own documents before relying on the included workflow at scale. #### Key features - **Document capture.** Collect documents and extract data through Hubdoc. - **Publishing settings.** Configure supplier publishing settings for Xero. - **Bank reconciliation.** Reconcile in Xero, including plan-dependent JAX automation. #### Pros - Hubdoc is included with the listed UK Xero subscriptions. - Capture and bank reconciliation can sit within an existing Xero setup. #### Cons - JAX automatic reconciliation may require a higher plan or an add-on; ordinary bank matching and rules are separate. - Hubdoc credit notes need manual publishing. Multi-line documents can still require manual line entry. - This combination is for Xero clients; it does not cover a mixed-ledger portfolio on its own. ## 6. QuickBooks Online **Summary:** QuickBooks Online lets clients upload or email receipts and supplier bills, or photograph them in the mobile app. It extracts information for review, after which you can add the transaction or match an existing one. Intuit’s [UK receipt-capture guide](https://quickbooks.intuit.com/learn-support/en-uk/help-article/import-transactions/upload-receipts-bills-quickbooks-online/L862MmZHn_GB_en_GB) describes the review-and-match process, including tax-rate extraction for receipt line items. QuickBooks’ [Accounting AI](https://quickbooks.intuit.com/uk/accounting-agent/) suggests bank-transaction categories from past activity. AI features are available on UK plans below Advanced, although their scope varies by plan. For repeatable bank transactions, [QuickBooks bank rules](https://quickbooks.intuit.com/learn-support/en-uk/help-article/banking/set-bank-rules-categorise-online-banking-online/L0mjJl0nD_GB_en_GB) can categorise transactions and auto-add those meeting the conditions you set. Treat receipt review and bank-rule automation as separate workflows. Check UK subscription availability rather than assuming features advertised for the US product also apply. For a handful of receipts per month, the included capture tools may be enough. At higher volumes, repeated review and corrections can add up across clients. Use a trial to measure how much of that work a dedicated tool saves. #### Key features - **Receipt and bill capture.** Upload by app, email or computer. - **Review and matching.** Review extracted transactions before adding or matching them. - **Bank-feed coding.** AI suggestions and categorisation rules with optional auto-add. - **Expenses and approvals.** Employee expense submissions and configured approvals on Advanced. - **Assets and schedules.** Advanced offers AI-assisted fixed-asset setup after expense coding, plus depreciation and revenue-recognition schedules. #### Pros - Uses tools already available within relevant QuickBooks subscriptions. - Clients can photograph receipts in the accounting app they already use. #### Cons - The documented receipt workflow still involves review, adding or matching. - Bank-rule auto-add applies to transactions meeting configured conditions; it is separate from receipt processing. - Employee claim submission, configured approvals and the fixed-asset and revenue-schedule workflows require Advanced. ## The final feature checklist Compare the work each tool covers, from collecting an invoice to closing the books. Read the short notes alongside the ticks for product, plan and workflow differences. **Briefcase includes AI, line-item extraction, expenses and financial close in the relevant product subscription.** Supplier payments carry an extra charge. Pricing scales with document volume; Ledger and Connect cover different accounting setups. [See what is included](https://briefcase.so/pricing). **At a glance**What the symbols mean **Included**In the product or plan noted**Extra cost**Add-on, upgrade or usage charge**Partial workflow**Setup or scope differs; see note**Not available**In the workflow compared**Not verified**Unconfirmed in the sources checked On smaller screens, scroll each table across to see all six options. ### Capture and coding Compare how documents reach the books, how coding improves with transaction history, and what still needs review before publishing. Capture and coding: six UK bookkeeping options | Feature | [Briefcase](https://briefcase.so/blog/best-ai-bookkeeping-software-uk-accountants#briefcase-connect) | [Dext](https://briefcase.so/blog/best-ai-bookkeeping-software-uk-accountants#dext) | [AutoEntry](https://briefcase.so/blog/best-ai-bookkeeping-software-uk-accountants#autoentry) | [Apron](https://briefcase.so/blog/best-ai-bookkeeping-software-uk-accountants#apron) | [Xero + Hubdoc](https://briefcase.so/blog/best-ai-bookkeeping-software-uk-accountants#included-tools) | [QuickBooks](https://briefcase.so/blog/best-ai-bookkeeping-software-uk-accountants#quickbooks) | | --- | --- | --- | --- | --- | --- | --- | | Receipt and invoice capture | Included. | Included. | Included. | Included. | Included. Hubdoc | Included. | | Collect invoices from email | Included. Whole-inbox forwarding + filtering | Included. Email-in; Fetch also available | Included. Email-in | Included. Inbox search + email-in | Included. Forward to Hubdoc | Included. Email receipts and bills | | Coding that learns over time | Included. Document context + history | Included. Learns and applies categoriesAI Assist: paid add-on² | Not verified. Saved defaults; learning not verified | Included. William learns from historyPartner eligibility³ | Included. Xero bill-code suggestions; after 150 approved bills | Included. Bank-code suggestions learn from correctionsAvailable below Advanced | | VAT decision transparency | Included. Reasoning + HMRC guidance links | Extra cost. AI Assist explanationsPaid add-on² | Not verified. | Included. William reasoning logPartner eligibility³ | Not verified. | Not verified. | | Automatic purchase-document publishing | Included. Autopilot checks | Included. Supplier rules includedAI Assist: paid add-on² | Included. Configured defaults | Included. William; eligible invoices and receiptsPartner eligibility³ | Included. Hubdoc settings; credit notes excluded | Not available. Receipt workflow needs review | | Line-item extraction | Included. | Extra cost. Allowance includedPaid bundles beyond allowance² | Extra cost. 2 credits per invoiceTotals-only extraction: 1 credit | Included. Included with Capture | Not verified. | Partial workflow.Receipt line-tax extraction; full invoice detail unverified | | Supplier statement reconciliation | Included. Included in Briefcase | Extra cost. Allowance includedCharges beyond allowance² | Included. | Not verified. | Not verified. | Not verified. | ### Financial close Look beyond data entry to the adjustments and evidence needed at month-end. These rows distinguish automatic detection from schedules you set up yourself. Financial close: six UK bookkeeping options | Feature | [Briefcase](https://briefcase.so/blog/best-ai-bookkeeping-software-uk-accountants#briefcase-connect) | [Dext](https://briefcase.so/blog/best-ai-bookkeeping-software-uk-accountants#dext) | [AutoEntry](https://briefcase.so/blog/best-ai-bookkeeping-software-uk-accountants#autoentry) | [Apron](https://briefcase.so/blog/best-ai-bookkeeping-software-uk-accountants#apron) | [Xero + Hubdoc](https://briefcase.so/blog/best-ai-bookkeeping-software-uk-accountants#included-tools) | [QuickBooks](https://briefcase.so/blog/best-ai-bookkeeping-software-uk-accountants#quickbooks) | | --- | --- | --- | --- | --- | --- | --- | | Automatically detect prepayments | Included. From invoice lines | Partial workflow.Set dates; journals generated | Not verified. | Not verified. | Not verified. | Not verified. | | Automatically detect fixed assets | Included. Identify assets + prepare depreciation | Not verified. | Not verified. | Not verified. | Partial workflow.Draft asset after account coding | Partial workflow.Assisted setup after expense codingAdvanced plan | | Automatically detect missing-cost accruals | Included. Draft for human review and posting | Not verified. | Not verified. | Not verified. | Not verified. | Not verified. | | Automatically detect deferred income | Included. From uploaded sales invoices | Not verified. | Not verified. | Not verified. | Not verified. | Partial workflow.Advanced; schedules after setup | | Working papers with supporting evidence | Included. Connect | Not verified. | Not verified. | Not verified. | Included. Classic for existing users; new product in beta | Not verified. | ### Expenses, payments and ledger Check how staff submit claims, who approves spending and where payments happen. Ledger compatibility shows which accounting system each workflow uses. Expenses, payments and ledger: six UK bookkeeping options | Feature | [Briefcase](https://briefcase.so/blog/best-ai-bookkeeping-software-uk-accountants#briefcase-connect) | [Dext](https://briefcase.so/blog/best-ai-bookkeeping-software-uk-accountants#dext) | [AutoEntry](https://briefcase.so/blog/best-ai-bookkeeping-software-uk-accountants#autoentry) | [Apron](https://briefcase.so/blog/best-ai-bookkeeping-software-uk-accountants#apron) | [Xero + Hubdoc](https://briefcase.so/blog/best-ai-bookkeeping-software-uk-accountants#included-tools) | [QuickBooks](https://briefcase.so/blog/best-ai-bookkeeping-software-uk-accountants#quickbooks) | | --- | --- | --- | --- | --- | --- | --- | | Employee expense claims | Included. Web + WhatsApp; included | Included. | Included. | Included. | Extra cost. Grow and above£2.50 per extra user/month⁴ | Extra cost. Employee submissionsAdvanced plan | | Mileage claims | Included. Route calculation + HMRC rates; included | Included. Manual entry or GPS tracking | Included. Enter distance; configured rate | Included. Route distance + company rate | Extra cost. Grow and above£2.50 per extra user/month⁴ | Included. Track trips + record reimbursement | | Approval workflows | Included. Ledger | Included. | Included. Expense reports | Included. Payments + reimbursements | Included. Basic bill approvalExpense claims: plan-dependent⁴ | Extra cost. Configured workflowsAdvanced plan | | Initiate supplier payments | Extra cost. Ledger | Extra cost. Dext Payments£10/client/month + usage² | Not verified. | Extra cost. Plan allowanceFees beyond allowance³ | Extra cost. UK bill payments£0.20 beyond allowance⁴ | Not verified. UK availability unconfirmed | | Ledger compatibility | Briefcase LedgerOr Xero / QuickBooks via Connect | Xero + QuickBooksExternal integrations | Xero + QuickBooksExternal integrations | Xero + QuickBooksExternal integrations | Xero onlyOwn ledger | QuickBooks onlyOwn ledger | | Own full double-entry ledger | Included. Ledger¹ | Not available. External ledger | Not available. External ledger | Not available. External ledger | Included. | Included. | | Automated bank-feed coding or matching | Included. Ledger¹ | Included. Bank MatchIntegration limits; not ledger reconciliation | Not verified. Statement extraction; manual fast-coding | Not verified. Missing-document checks documented | Included. Matching and bank rulesJAX auto-reconciliation: plan-dependent⁴ | Included. AI suggestions; rules / auto-add | Competitor UK product documentation checked 11 September 2026. Feature availability, not a performance score. How to read the tablesWorkflow differences, costs and product scope **Reading the table.** A dash means the capability was not verified in the UK documentation reviewed; it is not a claim that the product lacks it. A half-circle identifies a related workflow that still needs manual setup or coding. A green £ marks an add-on, higher-plan requirement or charge beyond an included allowance; the cell explains which. Standard subscriptions and ordinary document allowances are not, by themselves, marked as feature add-ons. **1\. Briefcase products.** Connect works with Xero or QuickBooks. The own-ledger and bank-feed features belong to Ledger. Working papers here refers to Connect. This column covers the product range, not a single subscription. **2\. Dext costs.**[AI Assist is a paid addition](https://help.dext.com/en/articles/615854-getting-started-with-dext-ai-assist) for practice clients, with an exception for Dext Solo. Its £5/client/month launch offer runs to 31 October 2026. Line-item and supplier-statement extraction have included allowances, with charges beyond them. Category predictions and supplier-rule publishing are included without AI Assist.[Payments adds £10/client/month](https://help.dext.com/en/articles/595967-dext-payments-understanding-usage-and-invoicing), plus applicable usage fees. Core expense claims and approvals are included. **3\. Apron costs.**[Current partner pricing](https://getapron.com/pricing/accountants-archived) includes line-item extraction in Capture; William access requires Silver, Gold or Platinum partner status. Payment fees apply beyond the relevant plan allowance. [Terms change on 1 December 2026](https://getapron.com/pricing/accountants), including charges for additional connected inboxes. Use the pricing that applies to your start date. **4\. Xero costs.**[Grow, Comprehensive and Ultimate](https://www.xero.com/uk/pricing-plans/) include expense and mileage claims for 1, 5 and 10 users respectively; additional users cost £2.50/month. Domestic payments beyond included allowances cost £0.20 each. JAX auto-reconciliation is included from Grow and costs £3.50/month as an Ignite add-on. Published charges exclude VAT. **Other plan differences.**[AutoEntry includes all features](https://www.autoentry.com/pricing); document type and extraction detail determine credit use. Invoice line items use two credits versus one for totals-only extraction. The £ in that row marks increased consumption, not a separate module licence. [QuickBooks Advanced](https://quickbooks.intuit.com/uk/quickbooks-advanced/) is required for the employee-claim, configured-approval, fixed-asset and revenue-schedule features noted here; budget for a plan upgrade if you currently use a lower tier. **Learning over time.** This row covers coding informed by previous transactions or corrections, including suggestions that still need review. It does not mean every entry is published automatically. Dext can apply learned categories, William learns from ledger history and corrections, and Xero and QuickBooks offer coding suggestions. AutoEntry’s documented saved defaults do not establish the same learning behaviour. **Automatic detection.** The close rows ask whether software identifies the adjustment from documents or transaction history. A manually configured schedule or asset register is a different starting point. Briefcase’s accruals are drafted for a person to review and post. Dext generates prepayment journals after you select dates and the allocation method. Xero can create a draft asset after an invoice is coded to an asset account. QuickBooks Advanced offers assisted asset setup after expense coding, and revenue-recognition schedules after configuration. **Autopublish rates.**[Connolly Accountants reports 65% with Briefcase](https://briefcase.so/customers/connolly). That is one customer’s result. We have not found comparable, consistently measured rates across this shortlist, so we have not ranked vendors by percentage. Sources and availability notesVendor documentation and comparison methodology **About this comparison.** Briefcase publishes this guide and builds Briefcase Ledger and Connect. We used vendor documentation, published customer stories and the linked user feedback. We have not run a hands-on comparison of every tool. User reviews describe individual experiences. **Briefcase:**[whole-inbox forwarding and junk filtering](https://briefcase.so/articles/automatic-transaction-detection-and-junk-filtering), [VAT checks](https://briefcase.so/articles/how-does-briefcase-automate-vat-compliance), [fixed assets and depreciation](https://briefcase.so/articles/how-does-briefcase-handle-fixed-assets-depreciation), [working papers](https://briefcase.so/articles/how-does-briefcase-working-papers-work) and [product plans](https://briefcase.so/pricing). Native payments and approval workflows are planned; they are not live features in this comparison. **Dext:**[AI Assist](https://help.dext.com/en/articles/500051-what-is-dext-ai-assist) and its [licence pricing](https://help.dext.com/en/articles/615854-getting-started-with-dext-ai-assist), [collection and supplier statements](https://help.dext.com/en/articles/416741-ways-to-add-documents-to-dext), [expenses, mileage and approvals](https://dext.com/uk/blog/single/enhanced-expense-management-all-in-one-place) and [UK payments](https://help.dext.com/en/collections/1071338-dext-payments). Additional checks: [included category predictions](https://help.dext.com/en/articles/416739-how-dext-auto-categorises-your-costs-items), [Bank Match and integration limits](https://help.dext.com/en/articles/377054-how-does-bank-match-work-in-dext), [prepayment setup](https://help.dext.com/en/articles/386537-how-to-use-prepayments-in-dext),[statement allowances](https://help.dext.com/en/articles/183198-reconcile-supplier-statements-in-dext), [mileage and GPS](https://help.dext.com/en/articles/278978-how-to-add-a-mileage-claim-using-the-mobile-app). **AutoEntry:**[publishing automation](https://help.autoentry.com/en/articles/15325864-automation-in-autoentry), [email collection](https://help.autoentry.com/en/articles/1312878-email-documents-to-autoentry), [statement reconciliation](https://help.autoentry.com/en/collections/5536870-supplier-statements), [mobile expenses and mileage](https://help.autoentry.com/en/articles/1312856-autoentry-mobile-application) and [expense approvals](https://www.autoentry.com/travel-and-expense-management-automation). Additional checks: [line-item credit use](https://help.autoentry.com/en/articles/1482856-upload-documents-to-autoentry), [manual mileage entry](https://help.autoentry.com/en/articles/5187099-add-a-mileage-expense), [statement fast-coding](https://help.autoentry.com/en/articles/1585265-fast-coding-statement-transactions). **Apron:**[capture and inbox search](https://getapron.com/capture), [William’s decision explanations](https://getapron.com/william), [learning from history and corrections](https://support.getapron.com/en/articles/15056940-teach-william-about-your-policies), [William auto-publish eligibility](https://support.getapron.com/en/articles/15064137-understand-auto-publish), [expenses and mileage](https://getapron.com/reimbursements) and [reimbursement controls](https://support.getapron.com/en/collections/19632083-reimbursements). Additional checks: [category and tax reasoning](https://support.getapron.com/en/articles/15056963-track-william-s-decisions-and-the-reasoning-behind-them), [mileage route calculation](https://support.getapron.com/en/articles/15083641-submit-a-mileage-claim), [missing-document checks](https://support.getapron.com/en/articles/9323827-understand-missing-documents). **Xero:**[Hubdoc collection](https://central.xero.com/0/article/Upload-or-email-documents-into-Hubdoc),[account suggestions and draft assets](https://central.xero.com/0/article/Bill-fields), [machine-learning coding predictions](https://blog.xero.com/uk/product-updates/favourite-automation-features-in-xero/), [expenses and mileage](https://www.xero.com/uk/accounting-software/claim-expenses/), [UK bill payments](https://blog.xero.com/uk/product-updates/pay-bills-without-leaving-xero/)and [partner workpapers](https://www.xero.com/uk/xero-workpapers/). Classic Workpapers remains available to existing users; the replacement is in beta. Check your practice’s access. Additional checks: [Hubdoc credit notes and multi-line publishing](https://central.xero.com/0/article/Publish-Hubdoc-documents-to-Xero-UK), [bank matching and JAX](https://www.xero.com/uk/accounting-software/reconcile-bank-transactions/). **QuickBooks:**[UK Advanced features, employee claims and approvals](https://quickbooks.intuit.com/uk/quickbooks-advanced/), [revenue recognition](https://quickbooks.intuit.com/learn-support/en-uk/help-article/accounting-standards/set-revenue-recognition-schedule-quickbooks-online/L0edAQ1Eg_GB_en_GB) and [mileage reimbursement](https://quickbooks.intuit.com/learn-support/en-uk/help-article/track-mileage/reimburse-employees-mileage-vehicle-expenses/L56CoOD1b_GB_en_GB). Advanced features should not be assumed to be included with a lower-priced plan. Additional checks: [UK AI features by plan](https://quickbooks.intuit.com/uk/intuit-intelligence/), [assisted fixed-asset setup](https://quickbooks.intuit.com/learn-support/en-uk/help-article/fixed-assets/add-manage-fixed-assets-quickbooks-online-advanced/L19788yU0_GB_en_GB), [receipt extraction and review](https://quickbooks.intuit.com/learn-support/en-uk/help-article/import-transactions/upload-receipts-bills-quickbooks-online/L862MmZHn_GB_en_GB). ## Frequently asked questions Do I need another tool if my clients already use Xero or QuickBooks? For a handful of documents each month, Xero with Hubdoc or QuickBooks’ receipt tools may cover the client’s capture needs. As document volumes grow, repeated coding, review and corrections create more scope for a dedicated tool to save time. Complex VAT and close requirements also matter. Use your trial to check the quality of the output and whether the time saved justifies the cost. [See Xero + Hubdoc and its plan conditions](https://briefcase.so/blog/best-ai-bookkeeping-software-uk-accountants#included-tools). Can AI bookkeeping software handle UK VAT? Check both extraction and coding. Reading the VAT printed on a document does not establish that the posted tax code is right for the client. Include relevant mixed-rate or unusual transactions in your evaluation and have the responsible reviewer inspect the ledger output. An accounting integration alone does not establish suitability for every VAT scenario. Ask the vendor to demonstrate the cases your practice handles. Does automatic publishing also reconcile the bank? Publishing a purchase document and reconciling a bank transaction are separate steps. Briefcase Connect publishes to Xero or QuickBooks, where bank reconciliation remains. Briefcase Ledger handles bank-feed work within its own accounting system. Ask each vendor to show exactly where its workflow ends. Can one tool cover the whole practice? Check every ledger and workflow you intend to support. A practice with different accounting systems, document volumes and approval needs may use included ledger tools for some clients and a dedicated service for others. Confirm staff access and portfolio management as well as document processing. How should we test software before rolling it out? Look for a free trial and use it to test your own documents and workflows before paying. Check that the trial includes the features you need. Record setup time separately from ongoing processing, inspect the ledger entries and compare the time saved with the cost at your usual volume. Use the same sample across your shortlist: regular and new suppliers, credit notes, mixed line items and documents that usually need corrections. Start in a test organisation or with automatic publishing disabled, then check the resulting entries. Include historical documents if you need to test month-end work during a short trial. How does Briefcase Connect differ from Briefcase Ledger? Briefcase Connect adds document-processing automation to Xero or QuickBooks. Briefcase Ledger is a separate accounting product. Ledger includes bank feeds, AI cash coding and financial reports. Connect lets you keep your current accounting system while adding Briefcase’s bookkeeping and close workflows. ## Put Briefcase on your shortlist Explore AI bookkeeping and financial close with Briefcase Ledger, or connect Briefcase to your existing Xero or QuickBooks ledger. [Try Briefcase](https://app.briefcase.so/sign-up) [View pricing](https://briefcase.so/pricing) --- # OCR vs AI Bookkeeping: What Actually Changes When You Switch > Canonical page: https://briefcase.so/blog/beyond-ocr-how-ai-is-transforming-bookkeeping > Briefcase content index: https://briefcase.so/llms.txt OCR reads text from invoices. AI does the bookkeeping. Real examples of how AI handles VAT, categorisation, and prepayments that OCR tools miss entirely. [All Posts](https://briefcase.so/blog) ![OCR vs AI Bookkeeping: What Actually Changes When You Switch](https://briefcase.so/marketing/blog/beyond-ocr.png) Insights 9 June 20258 min read 01 ## Introduction Businesses come in all shapes and sizes, yet the work completed by accountants and bookkeepers often follow standardised processes. Transaction documents flow in, financial data is classified and recorded, and accounts are reviewed to ensure everything reconciles and aligns with reality. Whilst the core workflow remains the same, there have been many evolutions in how this is achieved. Within the world of bookkeeping, there was an industry wide shift from manual data entry based approaches to the rise in popularity for tools using Optical Character Recognition (OCR) technology. However, in the same way that a decade ago the underlying technology shifted from desktop-based to cloud-based, we are at the start of a new wave of technological adoption in the accounting industry: Artificial Intelligence. Not just automation, but real intelligence. 02 ## Let us explain All "data capture" tools in the accounting industry technology stack are powered by OCR. This is a method of extracting text from documents by scanning and identifying characters from images or PDFs. It transforms visual information into machine-readable characters, allowing systems to copy and store data. Whilst this technology is a great step up from manual processing, it does not go past the task of scanning data. Humans are still required to perform review and reasoning tasks, for example, when the supplier name in an invoice is abbreviated compared to the ledger supplier name (e.g., McDs vs. McDonald's). OCR technology also does not provide any level of intelligence, beyond integrating supplier rules, when it comes to categorisation or in downstream tasks such as VAT compliance. This results in accounting firms still needing to staff large bookkeeping teams to ensure accuracy and still perform the required reconciliation and compliance work after data is entered. To us at Briefcase, this goes against the value proposition of using technology to save (costly) human time. Enter Artificial Intelligence. Our proprietary, multi-modal process takes things a step beyond basic OCR. Our AI doesn't just read the text, it understands the layout, picks out key details like dates, totals, and suppliers, and learns to spot patterns over time. Using this information, AI is able to contextualise information, perform reasoning, and execute downstream workflows – automatically and instantaneously at the point of data capture. It's like having a super-fast, detail-obsessed bookkeeper with photographic memory! ![AI understanding document layout](https://briefcase.so/marketing/blog/beyond-ocr-inline-1.png) 03 ## How can AI enhance your day-to-day workflows Briefcase harnesses the power of AI to drive intelligent automation in three core areas; Data Extraction, Data Categorisation, and VAT Compliance. We achieve this by using AI to execute the tasks that are typically undertaken over the course of a few weeks by bookkeepers, at the point of data capture. Our automation and learning capabilities are out-of-the-box and do not require the set up and management of supplier rules or other rigid automation solutions. We learn individual nuances for each client's expense categories and apply these learnings to future invoices. This means that the more you use Briefcase, the more it learns client specific characteristics, and implements changes automatically going forward. This saves time in performing repetitive tasks or having to set up individual rules for each client that still require manual review. The benefits of AI are not necessarily only seen at the moment of data capture, but in the downstream tasks that rely on the quality of the initial data input. By populating verbose descriptions automatically, you can have the peace of mind that all expenses will have sufficient metadata to make end-of-period reviews a seamless task that does not require a second or third reconciliation of individual transactions. AI also understands documents contextually (not just copying text), and is able to complete the manual tasks that bookkeepers typically perform when processing data captured by OCR-based tools. By using AI, we are able to simultaneously extract a VAT number, verify it with HMRC, assign a VAT rate based on the purchased item and the relevant VAT legislation. By automating this workflow automatically, immediately, and accurately at the point of data capture, your team will save valuable time when processing invoices as well as in compliance and reporting workstreams. Having fewer manual steps and reviews than what typically occurs during the bookkeeping process, firms can save time and process a larger volume of clients / transactions. In fact, our customers noticed that a single transaction can take an average of 60 seconds to process when using an OCR-tool. This is because of the time needed for a human to review, reason, and process. On the other hand, it took an average of 20 seconds per invoice when using Briefcase. By removing human input in the bookkeeping and VAT compliance workflows, whilst still giving humans full visibility, we free up valuable capacity in the practice to divert resources to higher margin advisory services. 04 ## Where Briefcase really shines Our bookkeeping and financial close solutions have a clear differentiation to other data capture tools on the market. Within our platform, there are a range of areas where Briefcase and the power of AI are the strongest: - Seamless user interface: Our UI is designed from the ground up to remove the need for complicated settings, interfaces, and team training. From signing up team members to onboarding clients and processing transactions – we are able to use AI to remove the need for humans to change settings, but rather intelligently understand different bookkeeping workflows and data formats. - Frictionless data upload: Using AI, we can allow for data to be entered into Briefcase in a range of formats where we automate the historically manual task of sifting through uploads to identify duplicates, receipts, multi-invoice files, non-transactional emails, and more. - Smart VAT compliance: We have trained our AI on UK VAT legislation so it can apply HMRC rules and the context it understands from a transaction to assign the correct VAT treatment, including reverse charges and zero-rated goods. It also extracts and validates VAT numbers automatically to help maintain compliance without manual effort. - Intelligent GL categorisation: Our AI agent considers the context of each transaction including what was purchased, why, and how it relates to past patterns – to assign the most appropriate general ledger account. It identifies similarities and differences between transactions, even across varying suppliers which is a limitation for traditional supplier rules. This learning is unique to each client account and strengthens over time. - Automated descriptions: Every transaction and line item is paired with clear, meaningful descriptions that are automatically generated at the point of capture and accurately. These are essential for tax reporting, client visibility, and advisory insights, and eliminate the burden of manual note-taking and description editing entirely. - Line Item Splits: Line-level data is automatically grouped and split based on VAT treatment and expense type. When separating service fees from goods or identifying zero-rated items, our AI ensures each entry is accurate, compliant, and optimised for downstream accounting and compliance. - Prepayment detection: We are able to detect prepayments at the point of data entry using the power of AI. We can then automate the scheduling of journal entries and managing end-of-period tasks because AI is able to perform the reasoning process of identifying a prepayment and perform downstream tasks for you. From the moment a document is captured to the final journal entry, our AI handles the post-review bookkeeping tasks that traditional tools leave behind. It's replacing tedious, expensive manual work with real intelligence that will only get smarter and better with usage. ![Briefcase interface](https://briefcase.so/marketing/blog/beyond-ocr-inline-2.png) 05 ## Results In trials with customers so far, we measured 3x increased bookkeeping efficiency with experienced professionals noticing clear downstream benefits from adopting AI in their practice. Click here to schedule a discovery call with our growth team to see how your firm can stay at the forefront of AI adoption within the accounting industry. [ PreviousEveryone codes ](https://briefcase.so/blog/everyone-codes)[ NextIntroducing AI Autopilot ](https://briefcase.so/blog/introducing-ai-autopilot) 01 ## Introduction Businesses come in all shapes and sizes, yet the work completed by accountants and bookkeepers often follow standardised processes. Transaction documents flow in, financial data is classified and recorded, and accounts are reviewed to ensure everything reconciles and aligns with reality. Whilst the core workflow remains the same, there have been many evolutions in how this is achieved. Within the world of bookkeeping, there was an industry wide shift from manual data entry based approaches to the rise in popularity for tools using Optical Character Recognition (OCR) technology. However, in the same way that a decade ago the underlying technology shifted from desktop-based to cloud-based, we are at the start of a new wave of technological adoption in the accounting industry: Artificial Intelligence. Not just automation, but real intelligence. 02 ## Let us explain All "data capture" tools in the accounting industry technology stack are powered by OCR. This is a method of extracting text from documents by scanning and identifying characters from images or PDFs. It transforms visual information into machine-readable characters, allowing systems to copy and store data. Whilst this technology is a great step up from manual processing, it does not go past the task of scanning data. Humans are still required to perform review and reasoning tasks, for example, when the supplier name in an invoice is abbreviated compared to the ledger supplier name (e.g., McDs vs. McDonald's). OCR technology also does not provide any level of intelligence, beyond integrating supplier rules, when it comes to categorisation or in downstream tasks such as VAT compliance. This results in accounting firms still needing to staff large bookkeeping teams to ensure accuracy and still perform the required reconciliation and compliance work after data is entered. To us at Briefcase, this goes against the value proposition of using technology to save (costly) human time. Enter Artificial Intelligence. Our proprietary, multi-modal process takes things a step beyond basic OCR. Our AI doesn't just read the text, it understands the layout, picks out key details like dates, totals, and suppliers, and learns to spot patterns over time. Using this information, AI is able to contextualise information, perform reasoning, and execute downstream workflows – automatically and instantaneously at the point of data capture. It's like having a super-fast, detail-obsessed bookkeeper with photographic memory! ![AI understanding document layout](https://briefcase.so/marketing/blog/beyond-ocr-inline-1.png) 03 ## How can AI enhance your day-to-day workflows Briefcase harnesses the power of AI to drive intelligent automation in three core areas; Data Extraction, Data Categorisation, and VAT Compliance. We achieve this by using AI to execute the tasks that are typically undertaken over the course of a few weeks by bookkeepers, at the point of data capture. Our automation and learning capabilities are out-of-the-box and do not require the set up and management of supplier rules or other rigid automation solutions. We learn individual nuances for each client's expense categories and apply these learnings to future invoices. This means that the more you use Briefcase, the more it learns client specific characteristics, and implements changes automatically going forward. This saves time in performing repetitive tasks or having to set up individual rules for each client that still require manual review. The benefits of AI are not necessarily only seen at the moment of data capture, but in the downstream tasks that rely on the quality of the initial data input. By populating verbose descriptions automatically, you can have the peace of mind that all expenses will have sufficient metadata to make end-of-period reviews a seamless task that does not require a second or third reconciliation of individual transactions. AI also understands documents contextually (not just copying text), and is able to complete the manual tasks that bookkeepers typically perform when processing data captured by OCR-based tools. By using AI, we are able to simultaneously extract a VAT number, verify it with HMRC, assign a VAT rate based on the purchased item and the relevant VAT legislation. By automating this workflow automatically, immediately, and accurately at the point of data capture, your team will save valuable time when processing invoices as well as in compliance and reporting workstreams. Having fewer manual steps and reviews than what typically occurs during the bookkeeping process, firms can save time and process a larger volume of clients / transactions. In fact, our customers noticed that a single transaction can take an average of 60 seconds to process when using an OCR-tool. This is because of the time needed for a human to review, reason, and process. On the other hand, it took an average of 20 seconds per invoice when using Briefcase. By removing human input in the bookkeeping and VAT compliance workflows, whilst still giving humans full visibility, we free up valuable capacity in the practice to divert resources to higher margin advisory services. 04 ## Where Briefcase really shines Our bookkeeping and financial close solutions have a clear differentiation to other data capture tools on the market. Within our platform, there are a range of areas where Briefcase and the power of AI are the strongest: - Seamless user interface: Our UI is designed from the ground up to remove the need for complicated settings, interfaces, and team training. From signing up team members to onboarding clients and processing transactions – we are able to use AI to remove the need for humans to change settings, but rather intelligently understand different bookkeeping workflows and data formats. - Frictionless data upload: Using AI, we can allow for data to be entered into Briefcase in a range of formats where we automate the historically manual task of sifting through uploads to identify duplicates, receipts, multi-invoice files, non-transactional emails, and more. - Smart VAT compliance: We have trained our AI on UK VAT legislation so it can apply HMRC rules and the context it understands from a transaction to assign the correct VAT treatment, including reverse charges and zero-rated goods. It also extracts and validates VAT numbers automatically to help maintain compliance without manual effort. - Intelligent GL categorisation: Our AI agent considers the context of each transaction including what was purchased, why, and how it relates to past patterns – to assign the most appropriate general ledger account. It identifies similarities and differences between transactions, even across varying suppliers which is a limitation for traditional supplier rules. This learning is unique to each client account and strengthens over time. - Automated descriptions: Every transaction and line item is paired with clear, meaningful descriptions that are automatically generated at the point of capture and accurately. These are essential for tax reporting, client visibility, and advisory insights, and eliminate the burden of manual note-taking and description editing entirely. - Line Item Splits: Line-level data is automatically grouped and split based on VAT treatment and expense type. When separating service fees from goods or identifying zero-rated items, our AI ensures each entry is accurate, compliant, and optimised for downstream accounting and compliance. - Prepayment detection: We are able to detect prepayments at the point of data entry using the power of AI. We can then automate the scheduling of journal entries and managing end-of-period tasks because AI is able to perform the reasoning process of identifying a prepayment and perform downstream tasks for you. From the moment a document is captured to the final journal entry, our AI handles the post-review bookkeeping tasks that traditional tools leave behind. It's replacing tedious, expensive manual work with real intelligence that will only get smarter and better with usage. ![Briefcase interface](https://briefcase.so/marketing/blog/beyond-ocr-inline-2.png) 05 ## Results In trials with customers so far, we measured 3x increased bookkeeping efficiency with experienced professionals noticing clear downstream benefits from adopting AI in their practice. Click here to schedule a discovery call with our growth team to see how your firm can stay at the forefront of AI adoption within the accounting industry. [ PreviousEveryone codes ](https://briefcase.so/blog/everyone-codes)[ NextIntroducing AI Autopilot ](https://briefcase.so/blog/introducing-ai-autopilot) --- # Bookkeeping Automation Software: What UK Accounting Firms Need in 2026 > Canonical page: https://briefcase.so/blog/bookkeeping-automation-software-uk-accounting-firms > Briefcase content index: https://briefcase.so/llms.txt A practical guide to bookkeeping automation software for UK accounting firms. Covers what automation really means in 2026, how to evaluate tools, and what the best platforms actually do. 15 March 2026 · 10 min read Every accounting firm in the UK is dealing with the same pressure: more clients, more complex compliance requirements, and a shrinking pool of qualified bookkeepers willing to do the work. The response has been a rush toward bookkeeping automation software. But the term covers everything from basic receipt scanning apps to full AI-driven platforms that handle the entire bookkeeping cycle without human input. This guide cuts through the noise. We will cover what bookkeeping automation actually means in practice, the different levels of automation available today, how to evaluate tools for a UK accounting firm, and what the most effective firms are doing differently. ## The three levels of bookkeeping automation Not all automation is created equal. Understanding where a tool sits on the automation spectrum helps you set realistic expectations about what it will and will not do for your firm. ### Level 1: Data capture automation This is where most firms start. Tools like Dext, AutoEntry, and Hubdoc scan receipts and invoices, extract the key data fields (supplier name, date, amount, VAT), and push that data into your accounting software. The human still decides how to code the transaction, confirms the VAT treatment, and posts the entry. Data capture automation is well-established and reliable. It eliminates manual data entry, which is the most tedious part of bookkeeping. But it only handles one step of the process. Your team still needs to review every transaction, assign nominal codes, verify VAT, and post to the ledger. Time savings at this level are typically 30 to 40 percent compared to fully manual entry. ### Level 2: Rule-based automation The next step adds rules on top of data capture. Xero and QuickBooks both offer bank rules and suggested categorisation. You set up rules like: transactions from Vodafone go to nominal code 7901, always at 20% VAT. Once configured, these rules handle recurring transactions automatically. Rule-based automation works well for clients with predictable spending. A consultancy that pays the same suppliers every month can have most transactions auto-coded. But it breaks down with new suppliers, unusual transactions, or anything that does not match an existing rule. Someone still needs to handle the exceptions, and in practice, the exceptions are where the real bookkeeping skill is needed. Time savings at this level are typically 40 to 55 percent, but only after you have invested the time to build and maintain the rule sets. ### Level 3: AI-driven end-to-end automation This is where the category is moving. [AI-driven bookkeeping platforms](https://briefcase.so/blog/ai-agents-accounting-how-they-work) handle the entire cycle: document capture, data extraction, nominal code assignment, VAT determination, ledger posting, bank reconciliation, and even working papers preparation. Instead of rules, they use machine learning trained on your specific ledger to understand how your firm codes transactions. The practical difference is that Level 3 tools handle new suppliers and unusual transactions without needing a human to set up a rule first. They look at the transaction, consider how similar items were coded in the past, examine the supplier type and invoice content, and make a judgement. If confidence is high, they post automatically. If not, they flag it for review. Time savings at this level reach 60 to 80 percent, and they improve over time as the AI learns more about each client. ## What to look for in bookkeeping automation software For a UK accounting firm evaluating tools in 2026, these are the things that actually matter: ### VAT handling This is the single biggest differentiator between tools that work for UK firms and those built for other markets. UK VAT is genuinely complicated. You need software that handles: - **Standard, reduced, zero, and exempt rates** — and knows which applies to which supply based on the goods or services, not just the amount - **Reverse charge VAT** — both domestic (construction industry) and import reverse charges - **Flat rate scheme** — detecting when a client is on the flat rate scheme and applying the correct treatment - **Partial exemption** — allocating input VAT between taxable and exempt supplies according to the standard method or an agreed special method - **EC services and imports** — post-Brexit rules for services from overseas and goods imports Many tools marketed as bookkeeping automation handle the simple cases (20% VAT on a standard invoice) but fall down on the edge cases. Test with your most complex client, not your simplest. ### Integration depth Connecting to Xero or QuickBooks is table stakes. What matters is how deep the integration goes. Can the tool read your chart of accounts and tracking categories? Does it understand multi-currency clients? Can it post journals directly, or does it only create draft transactions that someone needs to approve in the accounting software? Also consider WhatsApp and email integrations for client document submission. The easier it is for clients to get their receipts and invoices into the system, the less time your team spends chasing paperwork. ### Learning from your ledger The best AI bookkeeping tools learn from how your firm works, not just from generic training data. They look at historical transactions in each client's ledger to understand your coding preferences, your nominal code structure, and your VAT conventions. This means accuracy improves over time and the tool adapts to each client rather than treating every business the same way. Ask vendors how their AI learns. Is it trained on generic data, or does it learn specifically from your clients? Can it handle different chart of accounts structures across your client base? These questions separate genuine AI from marketing claims. ### The month-end workflow Bookkeeping does not end when the transactions are coded. The most valuable automation extends into the [month-end close process](https://briefcase.so/blog/month-end-close-automation-accounting-firms): prepayment schedules, accrual journals, depreciation calculations, bank reconciliation statements, and working papers. Tools that handle both day-to-day transaction processing and month-end adjustments save far more time than those that only cover data entry. **Briefcase handles the full bookkeeping cycle for UK accounting firms. From invoice capture to working papers, one AI platform does the lot.** [Start free trial](https://app.briefcase.so/sign-up) ## Common mistakes when adopting bookkeeping automation Having worked with hundreds of UK accounting firms adopting automation, a few patterns emerge in what goes wrong: ### Automating a broken process If your chart of accounts is inconsistent across clients, or your team codes the same type of expense to different nominals depending on who does the work, automation will amplify those inconsistencies rather than fixing them. Before automating, standardise. Agree on coding conventions. Clean up your charts of accounts. The automation will be far more effective. ### Expecting perfection from day one AI bookkeeping tools learn over time. The first month will not be as accurate as the sixth month. Plan for a period where your team reviews more transactions than they eventually will. The efficiency gains compound as the AI builds a deeper understanding of each client. Firms that abandon tools after two weeks because accuracy was not perfect miss the long-term value. ### Choosing based on demos rather than trials Every tool looks impressive in a demo with clean sample data. The real test is running it against your actual clients with their messy invoices, unusual transactions, and quirky chart of accounts. Always run a proper trial with real client data before committing. Most reputable tools offer a two-week free trial for exactly this reason. ### Ignoring the team Automation changes how your bookkeepers work. Instead of entering data, they review AI output and handle exceptions. This is a different skill set, and some team members find the transition uncomfortable. Invest time in training and be clear about how roles will evolve. The firms that succeed with automation are the ones where the team sees it as a tool that makes their work more interesting, not a threat. ## How the best UK firms use bookkeeping automation The firms getting the most from automation share a few characteristics: - **They automate end-to-end** — not just data capture, but coding, VAT, posting, reconciliation, and month-end. Automating one step and doing the rest manually limits the returns. - **They standardise first** — consistent charts of accounts, clear coding conventions, and documented processes make automation far more effective. - **They measure the right things** — not just time saved per transaction, but total time per client per month, error rates, and client satisfaction. The goal is not to process each invoice faster but to spend less total time per client while improving quality. - **They reinvest the time** — the hours saved on bookkeeping go into advisory work, client relationships, and business development. The firms that just save time without reinvesting it miss the strategic opportunity. ## Where bookkeeping automation is heading The distinction between bookkeeping software and bookkeeping automation is disappearing. Xero and QuickBooks are adding more AI features. Specialist tools like [Briefcase are moving beyond OCR](https://briefcase.so/blog/ai-bookkeeping-vs-ocr-accounting-firms) into full AI agents that handle the complete bookkeeping workflow. Within a couple of years, the idea of a human manually coding routine transactions will seem as outdated as manually typing invoices into a spreadsheet does today. For UK firms, the more interesting shift is in what this enables. When bookkeeping takes 80 percent less time, the economics of serving smaller clients change. Firms can profitably manage books for sole traders and micro-businesses that previously were not worth the effort. The upcoming [MTD for ITSA requirements](https://briefcase.so/blog/mtd-for-itsa-2026-accounting-software-guide) will bring millions of sole traders into the digital record-keeping world, creating a massive opportunity for firms with the right automation in place. The firms that invest in genuine bookkeeping automation now will be best positioned to capture that opportunity. The firms that wait will find themselves competing on manual labour against practices that automated years ago. ## Further reading - [Best AI Bookkeeping Software for UK Accountants in 2026](https://briefcase.so/blog/best-ai-bookkeeping-software-uk-accountants) - [AI Working Papers Software: A Practical Guide for UK Accountants](https://briefcase.so/blog/ai-working-papers-software-uk-accountants) - [Dext Alternative: Why UK Accounting Firms Are Switching to AI Agents](https://briefcase.so/blog/dext-alternative-uk-accounting-firms) - [How to Automate Invoice Processing for Accounting Firms in 2026](https://briefcase.so/blog/automate-invoice-processing-accounting-firms) - [MTD for ITSA Software Compared: What Sole Traders and Landlords Actually Need in 2026](https://briefcase.so/blog/mtd-itsa-software-compared-sole-traders-landlords) - [MTD for ITSA Penalties Explained: Points, Fines, and What Late Submission Actually Costs](https://briefcase.so/blog/mtd-itsa-penalties-late-submission-guide) ## Frequently asked questions ### What is bookkeeping automation software? Bookkeeping automation software handles some or all of the manual steps in recording financial transactions. At the basic level, this means scanning receipts and extracting data. At the advanced level, it means AI that captures documents, determines the correct nominal codes and VAT treatment, posts transactions to your ledger, reconciles bank feeds, and prepares working papers, all without manual intervention for routine transactions. The degree of automation varies enormously between tools. ### Can bookkeeping automation software handle UK VAT correctly? The best tools handle UK VAT well, including standard-rated, zero-rated, exempt, and reduced-rate supplies. They can manage reverse charge scenarios, detect flat rate scheme eligibility, and handle partial exemption calculations. However, not all tools are equally capable. OCR-based tools often extract the VAT amount from the invoice but do not verify whether the treatment is correct. AI-based tools cross-reference supplier history, invoice content, and HMRC rules to determine the right treatment. Always test with your most complex VAT clients before committing. ### How much time does bookkeeping automation save accounting firms? It depends on the level of automation and your current workflow. Firms moving from fully manual data entry to OCR-based capture typically save 30 to 50 percent of their bookkeeping time. Firms adopting end-to-end AI automation, where the software handles capture, coding, VAT, posting, and reconciliation, report saving 60 to 80 percent. The biggest time savings come from eliminating the review and correction cycle. When the AI codes transactions correctly the first time, you spend less time fixing errors downstream. ### What is the difference between OCR bookkeeping and AI bookkeeping automation? OCR reads text from documents and puts it into structured fields. It can extract a supplier name, invoice number, date, and total from a PDF. But it does not know what to do with that data. A human still needs to assign the nominal code, determine the VAT treatment, and post the entry. AI bookkeeping automation does all of that. It reads the document, understands what it is, looks at how similar transactions were handled historically, applies the correct coding and VAT treatment, and posts to the ledger. OCR is a data extraction tool. AI bookkeeping automation is a bookkeeping tool. ## Ready to put your books on Autopilot? Join hundreds of accounting practices across the UK saving hours every week. [Start free trial](https://app.briefcase.so/sign-up) Two-week free trial Cancel anytime Xero & QuickBooks --- # Briefcase vs Silverfin: AI Working Papers Software Compared (2026) > Canonical page: https://briefcase.so/blog/briefcase-vs-silverfin-ai-working-papers > Briefcase content index: https://briefcase.so/llms.txt A side-by-side comparison of Briefcase and Silverfin for UK accounting firms. We cover pricing, AI capabilities, integrations, and which approach works for which kind of practice. 25 April 2026 · 9 min read If you have been looking at AI working papers software for your UK practice, you have probably come across both Briefcase and Silverfin. They both promise to take work off your team. They both connect to Xero and QuickBooks. They are both pitched as cloud-native platforms built for the way modern accounting firms actually operate. That is roughly where the similarities end. The two tools take genuinely different approaches to the problem. Picking the right one is less about feature checklists and more about understanding where your bottleneck actually is. This post walks through how each platform works, where each one is strongest, and how to decide which one fits your firm. ## What Silverfin actually does Silverfin is a cloud working papers and reporting platform that has been around since 2013. It is designed for firms that want to standardise how they prepare and review accounts across the practice. Around 30 of the top 100 UK firms use it, and it has been particularly popular with mid-sized and large practices. Silverfin's workflow starts after the bookkeeping is complete. You connect it to Xero, QuickBooks, Sage, or another ledger and Silverfin imports the trial balance. From there, it structures the working papers using templates, runs analytics on the figures, generates reports, and tracks review notes through to sign-off. Their AI assistant can scan the file for anomalies, missing transactions, and unusual balances during the review stage. Where Silverfin is strong: - **Standardisation across the firm.** Templates enforce a consistent approach so working papers look the same regardless of which manager prepared them. - **Reporting.** Management accounts, statutory accounts, and bespoke reports can all be built from the same data source. - **Template marketplace.** Firms share and sell working paper packs, which can be a useful shortcut for niche client types. - **Connected analytics.** Insight across the client portfolio is a real advantage for larger firms with hundreds of clients. Where it is weaker: - **It does not touch the bookkeeping.** Silverfin assumes your trial balance is already clean. If your team is spending the most time on coding transactions, chasing receipts, and fixing VAT errors, Silverfin sits downstream of all that work. - **Setup effort.** Templates and standardisation are powerful but they take real implementation work to embed across a practice. - **Cost at scale.** Pricing is quote-based and tends to scale with both client volume and user count, which can make it expensive for smaller firms. ## What Briefcase actually does Briefcase is AI-native. It works out of the box with no setup, no template configuration, and no implementation project. You connect Xero or QuickBooks, point it at a client, and it starts working. The interface is designed to be simple enough that a junior bookkeeper can use it on their first day. Rather than starting at the trial balance, Briefcase starts at the document. [AI agents](https://briefcase.so/blog/ai-agents-accounting-how-they-work) capture invoices, receipts, and bank statements, extract the data, determine the right nominal codes and VAT treatment, and post to Xero or QuickBooks. The same agents then build the working papers *in real time, as bookkeeping happens*. Prepayment schedules, accrual schedules, deferred income schedules, and the fixed asset register are constructed continuously through the month, not assembled at the end of it. The practical effect is that by the time the month closes, the working papers are already complete. There is no separate working papers phase. There is no Excel. The amortisation of a prepayment is calculated the moment the invoice is captured. A new fixed asset purchase is added to the register the moment it is posted. A recurring expense that has not been billed yet is automatically accrued. By month-end, the schedules already exist, already reconcile, and already match the ledger. Working papers in Briefcase include prepayment amortisation schedules, accrual schedules with month-on-month reconciliation, deferred income schedules for subscriptions and prepaid services, fixed asset registers with depreciation and disposal handling, bank reconciliation working papers, and VAT control schedules. Because the same system that posted the journal also built the schedule, there are no reconciliation gaps and no version control problems. Where Briefcase is strong: - **AI-native, no setup.** No templates to build, no implementation project, no consulting engagement. Connect Xero or QuickBooks and it works. Most firms get value from week one. - **Working papers built in real time.** Prepayments, accruals, deferred income, and fixed assets are maintained continuously as bookkeeping happens. By month-end the schedules are already complete and already reconcile. - **Takes you out of Excel.** The schedules are not exports of spreadsheets. They are the source of truth, generated by the same AI that posted the journals. No more managing prepayment workbooks, no more rebuilding accrual schedules each quarter. - **End-to-end automation.** One integrated platform handles capture, coding, reconciliation, and working papers. The work that used to involve three or four tools and several spreadsheets collapses into one place. - **Learns from the ledger.** The AI does not rely on hard-coded rules. It learns from your past coding decisions, supplier patterns, and adjustments, so it gets more accurate the longer you use it. - **UK-first.** VAT schemes, MTD compliance, capital allowances, and HMRC filing requirements are built in rather than bolted on. - **Predictable monthly pricing.** Pricing is published per client with no per-user fees, which makes the cost easy to model as you grow. Where it is weaker: - **Less reporting depth than Silverfin.** If your firm runs heavy custom statutory accounts production or group consolidations, Silverfin's reporting layer is more developed. - **Bigger workflow change.** Adopting Briefcase means moving more of your process onto one platform. Firms that just want a working papers tool to layer on top of an existing setup will find this a bigger commitment. - **No template marketplace.** Silverfin's marketplace can save time for niche client types. Briefcase's automation is more general-purpose. ## Pricing: what each one actually costs Pricing is the question both tools tend to be cagey about, so it is worth being concrete. Silverfin pricing is quote-based. The platform does not publish prices on its site, and the figure depends on client count, user count, the modules you take, and the level of implementation support you need. Independent reviews and discussions in UK accounting communities place mid-sized firms between roughly £15,000 and £60,000 per year for a meaningful deployment, with larger firms paying significantly more. Implementation typically requires several weeks of consulting time on top of the licence fee. Briefcase publishes monthly per-client pricing on the [pricing page](https://briefcase.so/pricing). There are no per-user fees and no implementation consultancy required. For a firm running 100 small business clients, the all-in monthly cost is materially lower than a comparable Silverfin deployment, partly because Briefcase is replacing line items in your stack (data capture tools, working paper tools, automation add-ons) rather than adding to them. That said, comparing pricing is only useful if you are comparing like for like. Silverfin includes reporting depth that Briefcase does not. Briefcase includes data capture and bookkeeping automation that Silverfin does not. Run the comparison against your actual workflow, not a feature list. ## Integrations and ledger compatibility Both platforms support the main UK ledgers. Silverfin connects to Xero, QuickBooks, Sage, and several other systems. Briefcase connects to Xero and QuickBooks Online, with deep two-way sync. If your client base is heavily on Sage Business Cloud, FreeAgent, or other less mainstream platforms, Silverfin will cover more ground today. One nuance: Silverfin's integration is read-only at the trial balance level. It pulls data and structures it. Briefcase writes back to the ledger continuously, posting journals, reconciling transactions, and updating attachments. The integration model is different because the role of the tool is different. ## How they handle the AI question Both platforms use the word AI heavily, but the substance is different. Silverfin's AI is concentrated on the review stage. Their assistant scans completed working papers and the underlying trial balance for anomalies, gaps, and unusual movements. It is genuinely useful for managers who want a second pair of eyes during file review. What it does not do is build the schedules themselves. In many Silverfin deployments, prepayment workbooks, accrual schedules, and fixed asset registers still live in Excel or are rebuilt manually inside Silverfin templates each period. The AI helps you review them, not produce them. Briefcase's AI runs across the whole workflow and actively automates the schedules themselves. AI agents capture documents, decide the nominal code, decide the VAT rate, post the journal, and reconcile to the bank. The same agents identify which transactions should be treated as prepayments, accruals, deferred income, or fixed assets, and build and maintain the supporting schedules in real time. Briefcase explicitly addresses the data quality problem by handling the bookkeeping itself rather than relying on the books being clean before it gets involved — and it pulls working papers out of Excel as a side effect. This is the core philosophical difference between the two. Silverfin assumes the bookkeeping is solved and improves what comes next, with the schedules themselves often still being prepared manually. Briefcase assumes the bookkeeping is the problem and solves it directly — and because the AI is already in the data, it can build the working papers as it goes. ## Which one fits your firm The honest answer depends on three things. **Where your bottleneck sits.** If your team is spending most of its time on data entry, coding, and chasing missing receipts, a working papers tool will not fix that. You need something that addresses the upstream work. If your bookkeeping is already clean and the slow part is review, reporting, or standardisation, Silverfin solves that better. **Your client mix.** Briefcase is built primarily for SME accounting firms running Xero or QuickBooks clients. Silverfin scales further into larger and more complex client structures, including groups, charities, and businesses with bespoke reporting requirements. For a typical UK practice with 50 to 500 small business clients, Briefcase covers the territory more efficiently. For a top 100 firm with complex group structures and bespoke reporting, Silverfin remains a serious contender. **How much workflow change you can absorb.** Briefcase replaces multiple tools and asks you to move more of your process onto one platform. That delivers more upside but takes more change management. Silverfin layers on top of your existing setup, which is gentler but does not solve the bookkeeping bottleneck. > The simplest test: if your team's biggest complaint is the time it takes to get the books clean, Briefcase will save you more hours. If their biggest complaint is the time it takes to prepare and review accounts after the books are clean, Silverfin will. ## What to do next Demo both. Both companies will let you trial against real client data. The hour you spend testing each on a representative client will tell you more than any feature comparison. When you do, push hard on the parts of your workflow that are genuinely painful right now. If a vendor cannot show you how their tool changes that specific bottleneck, the rest of the demo does not matter. If you are leaning towards Briefcase, the [two-week free trial](https://app.briefcase.so/sign-up) includes the full platform with no feature limits. If you are leaning towards Silverfin, ask their team for a live demo against your own ledger rather than a stock dataset, and get a clear quote tied to your actual client and user numbers before committing. **Briefcase automates the entire bookkeeping workflow from capture to financial close. See how it compares to your current setup with a two-week free trial.** [Start free trial](https://app.briefcase.so/sign-up) ## Further reading If you are evaluating AI tools for your practice, these guides cover related ground: - [AI Working Papers Software: A Practical Guide for UK Accountants](https://briefcase.so/blog/ai-working-papers-software-uk-accountants) - [AI Agents for Accounting: How They Work and Why They Matter in 2026](https://briefcase.so/blog/ai-agents-accounting-how-they-work) - [Best AI Bookkeeping Software for UK Accountants in 2026](https://briefcase.so/blog/best-ai-bookkeeping-software-uk-accountants) - [Month-End Close Automation: A Practical Guide for UK Accounting Firms](https://briefcase.so/blog/month-end-close-automation-accounting-firms) - [Dext Alternative: Why UK Accounting Firms Are Switching to AI Agents](https://briefcase.so/blog/dext-alternative-uk-accounting-firms) ## Frequently asked questions ### What is the main difference between Briefcase and Silverfin? Silverfin sits on top of the trial balance and helps with review and reporting, but the prepayment workbooks, accrual schedules, and fixed asset registers themselves often still live in Excel or get built manually inside Silverfin templates. Briefcase is AI-native and works with no setup. It captures invoices, codes transactions, handles VAT, and reconciles the bank, and the same AI builds prepayment, accrual, deferred income, and fixed asset schedules in real time as it goes. By month-end the working papers are already complete and reconciled — no Excel, no rebuild. If the bookkeeping itself is your bottleneck, or you want to get out of Excel for working papers, Briefcase removes more work. If your books are already clean and the slow part is review and statutory reporting, Silverfin solves that better. ### Is Briefcase a Silverfin alternative? It depends what you use Silverfin for. For working paper schedules, anomaly detection, and fixed asset registers, Briefcase covers the same ground from a different angle. For Silverfin's reporting templates, group consolidations, and connected client analytics, Briefcase is not a direct replacement. Most firms switching from Silverfin to Briefcase do so because they want to automate more of the bookkeeping, not because they want a like-for-like working papers tool. ### How much does Silverfin cost compared to Briefcase? Silverfin pricing is quote-based and typically scales with the number of clients and users in the firm. Independent reports and reviews place mid-sized UK firms in the tens of thousands of pounds per year for full deployment. Briefcase is published monthly per client, with pricing on the public pricing page. For a firm with 100 clients, the all-in cost of Briefcase is typically materially lower than Silverfin, partly because Briefcase replaces multiple line items (data capture, working papers, automation) rather than adding to your stack. ### Can Briefcase replace Silverfin entirely? For many small and mid-sized UK practices, yes. For larger firms with sophisticated reporting requirements, group structures, or heavy use of Silverfin's template marketplace, Briefcase covers most of the daily workflow but firms often run both side by side during transition. Talk to existing customers in your size bracket before assuming a full replacement is straightforward. ## Ready to put your books on Autopilot? Join hundreds of accounting practices across the UK saving hours every week. [Start free trial](https://app.briefcase.so/sign-up) Two-week free trial Cancel anytime Xero & QuickBooks --- # Build for verification, not review > Canonical page: https://briefcase.so/blog/build-for-verification-not-review > Briefcase content index: https://briefcase.so/llms.txt How reinforcement learning with verifiable reward is reshaping AI, and why building for verifiability is the key to becoming a truly AI native company. [All Posts](https://briefcase.so/blog) ![Build for verification, not review](https://briefcase.so/marketing/blog/build-for-verification.png) Engineering 16 March 20267 min read 01 ## Introduction Foundational model post-training saw a significant change in 2025. When the first reasoning model o1 came out in late 2024, most of the post-training was done with RLHF. Labs were using an army of contractors that were manually labelling LLM responses based on specific criteria, for example, for mathematicians labelling was based on output and method correctness, for linguists it was based on more subjective creative writing criteria etc. Regardless of the domain, contractors were presented with 3 LLM output examples and chose the best answer. This was then fed back to the LLM in post-training, and the next iteration of the model would be more aligned with human labelling preferences. This was repeated a few times until the model was released. In 2025 we saw a significant shift in post-training - reinforcement learning with verifiable reward (RLVR). Instead of a human choosing the preferred answer, a verification function determines if the answer is correct - for example, do the unit tests pass, or does the math check out. This works best in verifiable domains such as maths and coding, which are exactly the domains which have improved the most in recent months. ![RLHF vs RLVR comparison](https://briefcase.so/marketing/blog/build-for-verification-1.png) Alongside getting better at coding / maths, these models became a lot better at agentic tasks too - pursuing the task completion in agentic loop until it is solved. This is the most obvious in coding agents that are with great determination pursuing implementing the feature and running tests/linter/typecheck are important checkpoints that help the agent know if they are on the right track. As a side effect the latest LLMs and coding agents got very good at pursuing verifiable milestones. 02 ## Building for Verifiability Andrej Karpathy built autoresearch - AI agent that improves his other project, nanochat, by doing optimisations, retraining the neural net from scratch, and observing the results of the new training run. It managed to optimise nanochat well enough to reduce time to GPT-2 (time it takes to train ~equivalent of GPT-2 from 2019) to 1.8 hours, 0.22 hour improvement over his most optimised human-tuned version beforehand. (As of 14/3/2026 he actually pushed another 0.15 hour improvement). ![Autoresearch results](https://briefcase.so/marketing/blog/build-for-verification-2.png) This is a fantastic example of how existing coding agents are exceptionally good at pursuing the goal as long as the output correctness is verifiable. We've built our own LLM observability system including platform to run evaluation functions. It allows us to trace our AI agents in production and optimise them in predictable way with contained regressions. When we encounter new edge case in production that we didn't handle well before, we simply add new example into eval dataset, then update the relevant prompts, run the eval and finally see if results are better or worse. If they are worse we do some more prompt engineering until they improve. ![Briefcase LLM observability and eval platform](https://briefcase.so/marketing/blog/build-for-verification-3.png) In other words this process is fully verifiable and therefore plays to the strength of modern agentic systems. We've built tooling to further piggyback on current coding agents strengths, for example, we've automated human prompt engineering by having a claude skill that researches AI agent problem in production, adds relevant examples to dataset (or updates existing examples), runs the eval, observes the results, updates the relevant prompts & reruns the evals again in the loop until the eval output improves. ![Automated prompt engineering loop](https://briefcase.so/marketing/blog/build-for-verification-4.png) It works remarkably well, and now that we are running more than 20 AI agents in production, it's an essential way for us to maintain them. We are building more and more tooling where outcome is verifiable and hence, improvable by modern AI agents. 03 ## Building AI Native Company If we extrapolate, then building a company is verifiable. Company takes input parameters such as people and cash and output is business making money. ![Company as verifiable function](https://briefcase.so/marketing/blog/build-for-verification-5.png) We are not yet in the stage where building entire company is doable by AI agents (although it should be possible in future), but given it is possible in the limit, there have to be building blocks that make up the company that are verifiable. We believe that to be a truly AI native company we need to maximise verifiability within business functions and remove unnecessary human elements such as reviews or approvals. At Briefcase we have three core competencies: Product, Customer support and GTM. ![Briefcase core competencies](https://briefcase.so/marketing/blog/build-for-verification-6.png) The more each business function becomes AI native, the more we as a company become AI native. Some functions are foundational and support the other ones, such as AI product development supports how we do customer support. Our product is AI native, after all we are automating accounting workflows with our AI agents. The way we develop product is also AI native: our projects are owned end to end by a single person (removing unnecessary human communication steps), we do no human code reviews (removing unnecessary human in the loop step), we have automated alerts based on production issues, we have claude skills that debug those issues and run claude code to fix them too. The way we do customer support is also AI native: we've developed a series of claude skills to debug customer issue, fix the issue if it's a bug and draft the reply back to the customer. ![Customer support claude skills](https://briefcase.so/marketing/blog/build-for-verification-7.png) Our GTM is AI native too, we have qualification agent that qualifies each lead, we have claude skill that runs AEO (Answer Engine Optimization, SEO for AI search engines) optimisation, we have series of claude skills that manage data in our CRM, another one that drafts emails or researches the status of the deal. More and more of our usages of AI are verifiable such as alert resolution or AEO optimisation. This means that they can already be done with very little human input and as the models / AI agent harnesses become even better, there is a path towards having these workflows automated end to end. As an AI native company, it is one of our building principles that we as a company have to get better as AI ecosystem gets better, and building for verifiability means we build for AI agent optimisation, directly benefiting from latest AI ecosystem advancements. 04 ## Build with Us We are just getting started, there is so much more we want to build across all our core business functions. If you are any sort of builder (engineer, GTM, design), join us, you will get to build the most interesting product & tooling and advance the accounting industry forward in leaps. ## Open roles [ ### Founding Product Engineer LondonOnsite ](https://briefcase.so/careers/founding-product-engineer)[ ### Founding GTM LondonOnsite ](https://briefcase.so/careers/founding-gtm) [ PreviousOur culture ](https://briefcase.so/blog/our-culture)[ NextBuilding autonomous evaluation pipelines for retrieval ](https://briefcase.so/blog/building-autonomous-evaluation-pipelines-for-retrieval) 01 ## Introduction Foundational model post-training saw a significant change in 2025. When the first reasoning model o1 came out in late 2024, most of the post-training was done with RLHF. Labs were using an army of contractors that were manually labelling LLM responses based on specific criteria, for example, for mathematicians labelling was based on output and method correctness, for linguists it was based on more subjective creative writing criteria etc. Regardless of the domain, contractors were presented with 3 LLM output examples and chose the best answer. This was then fed back to the LLM in post-training, and the next iteration of the model would be more aligned with human labelling preferences. This was repeated a few times until the model was released. In 2025 we saw a significant shift in post-training - reinforcement learning with verifiable reward (RLVR). Instead of a human choosing the preferred answer, a verification function determines if the answer is correct - for example, do the unit tests pass, or does the math check out. This works best in verifiable domains such as maths and coding, which are exactly the domains which have improved the most in recent months. ![RLHF vs RLVR comparison](https://briefcase.so/marketing/blog/build-for-verification-1.png) Alongside getting better at coding / maths, these models became a lot better at agentic tasks too - pursuing the task completion in agentic loop until it is solved. This is the most obvious in coding agents that are with great determination pursuing implementing the feature and running tests/linter/typecheck are important checkpoints that help the agent know if they are on the right track. As a side effect the latest LLMs and coding agents got very good at pursuing verifiable milestones. 02 ## Building for Verifiability Andrej Karpathy built autoresearch - AI agent that improves his other project, nanochat, by doing optimisations, retraining the neural net from scratch, and observing the results of the new training run. It managed to optimise nanochat well enough to reduce time to GPT-2 (time it takes to train ~equivalent of GPT-2 from 2019) to 1.8 hours, 0.22 hour improvement over his most optimised human-tuned version beforehand. (As of 14/3/2026 he actually pushed another 0.15 hour improvement). ![Autoresearch results](https://briefcase.so/marketing/blog/build-for-verification-2.png) This is a fantastic example of how existing coding agents are exceptionally good at pursuing the goal as long as the output correctness is verifiable. We've built our own LLM observability system including platform to run evaluation functions. It allows us to trace our AI agents in production and optimise them in predictable way with contained regressions. When we encounter new edge case in production that we didn't handle well before, we simply add new example into eval dataset, then update the relevant prompts, run the eval and finally see if results are better or worse. If they are worse we do some more prompt engineering until they improve. ![Briefcase LLM observability and eval platform](https://briefcase.so/marketing/blog/build-for-verification-3.png) In other words this process is fully verifiable and therefore plays to the strength of modern agentic systems. We've built tooling to further piggyback on current coding agents strengths, for example, we've automated human prompt engineering by having a claude skill that researches AI agent problem in production, adds relevant examples to dataset (or updates existing examples), runs the eval, observes the results, updates the relevant prompts & reruns the evals again in the loop until the eval output improves. ![Automated prompt engineering loop](https://briefcase.so/marketing/blog/build-for-verification-4.png) It works remarkably well, and now that we are running more than 20 AI agents in production, it's an essential way for us to maintain them. We are building more and more tooling where outcome is verifiable and hence, improvable by modern AI agents. 03 ## Building AI Native Company If we extrapolate, then building a company is verifiable. Company takes input parameters such as people and cash and output is business making money. ![Company as verifiable function](https://briefcase.so/marketing/blog/build-for-verification-5.png) We are not yet in the stage where building entire company is doable by AI agents (although it should be possible in future), but given it is possible in the limit, there have to be building blocks that make up the company that are verifiable. We believe that to be a truly AI native company we need to maximise verifiability within business functions and remove unnecessary human elements such as reviews or approvals. At Briefcase we have three core competencies: Product, Customer support and GTM. ![Briefcase core competencies](https://briefcase.so/marketing/blog/build-for-verification-6.png) The more each business function becomes AI native, the more we as a company become AI native. Some functions are foundational and support the other ones, such as AI product development supports how we do customer support. Our product is AI native, after all we are automating accounting workflows with our AI agents. The way we develop product is also AI native: our projects are owned end to end by a single person (removing unnecessary human communication steps), we do no human code reviews (removing unnecessary human in the loop step), we have automated alerts based on production issues, we have claude skills that debug those issues and run claude code to fix them too. The way we do customer support is also AI native: we've developed a series of claude skills to debug customer issue, fix the issue if it's a bug and draft the reply back to the customer. ![Customer support claude skills](https://briefcase.so/marketing/blog/build-for-verification-7.png) Our GTM is AI native too, we have qualification agent that qualifies each lead, we have claude skill that runs AEO (Answer Engine Optimization, SEO for AI search engines) optimisation, we have series of claude skills that manage data in our CRM, another one that drafts emails or researches the status of the deal. More and more of our usages of AI are verifiable such as alert resolution or AEO optimisation. This means that they can already be done with very little human input and as the models / AI agent harnesses become even better, there is a path towards having these workflows automated end to end. As an AI native company, it is one of our building principles that we as a company have to get better as AI ecosystem gets better, and building for verifiability means we build for AI agent optimisation, directly benefiting from latest AI ecosystem advancements. 04 ## Build with Us We are just getting started, there is so much more we want to build across all our core business functions. If you are any sort of builder (engineer, GTM, design), join us, you will get to build the most interesting product & tooling and advance the accounting industry forward in leaps. ## Open roles [ ### Founding Product Engineer LondonOnsite ](https://briefcase.so/careers/founding-product-engineer)[ ### Founding GTM LondonOnsite ](https://briefcase.so/careers/founding-gtm) [ PreviousOur culture ](https://briefcase.so/blog/our-culture)[ NextBuilding autonomous evaluation pipelines for retrieval ](https://briefcase.so/blog/building-autonomous-evaluation-pipelines-for-retrieval) --- # Building a Vertical AI Agent > Canonical page: https://briefcase.so/blog/building-a-vertical-ai-agent > Briefcase content index: https://briefcase.so/llms.txt How Briefcase constructs AI agents for the accounting industry, emphasizing predictability, consistency and accuracy. [All Posts](https://briefcase.so/blog) ![Building a Vertical AI Agent](https://briefcase.so/marketing/blog/vertical-ai-agent.png) Engineering 29 April 20258 min read 01 ## Introduction Building vertical AI agents varies by domain, but in general they all have similar toolkits to their disposal. In this post we will discuss how we build AI agents at Briefcase. Briefcase automates tasks in the accounting industry where predictability, consistency and accuracy really matters. A common workflow for users of Briefcase is to upload their invoices into the system. Briefcase will then perform a bookkeeping workflow on each invoice which consists of multiple reasoning tasks such as extraction, line item split, categorisation and VAT rate assignment. ![AI Agent workflow diagram](https://briefcase.so/marketing/blog/vertical-ai-agent-inline-1.png) Snippet of Briefcase's AI agent architecture 02 ## Chain of Thought Chain of thought is a very popular technique to help the LLM first reason about the task and only then perform it. This generally speaking improves the quality of the output and reduces hallucinations. However, they don't come for free and have their own pros & cons: - Latency & Cost: CoT typically increases latency of tasks done by seconds or even 10s of seconds, cost increases proportionally - Consistency & Predictability: CoT significantly helps the LLM solve a task with some degree of predictability that is usually achieved with a few shot examples - Generalisation & Accuracy: We've seen CoT significantly improve tackling out of distribution examples for which we haven't optimised prompts/evals. However, we've also seen CoT degrade overall performance where tasks are very niche and prompt steps are too ambiguous - Faithfulness: While LLMs tend to ground their final answer in their reasoning, it's definitely not always the case and evals for the CoT task should have a faithfulness metric ### When we apply CoT - Task is sufficiently difficult such that the LLM hallucinates - Input data to the LLM is highly unstructured - We have enough latency budget for the given task ### Prompt structure We found that this prompt structure works quite well for CoT prompts: ``` 1const systemPromptStructure = `23 45 67 89`10 11const userPrompts = [12 // 1. images for multimodal tasks13 // 2. additional user context such as RAG14] ``` ### Less is more Prompt hygiene naturally declines over time as we keep iterating, adding one sentence here and another there to cover new scenarios. The overall coherence of the prompt then decreases and the LLM may start to hallucinate more as a result. Therefore the way we think about prompting is the same as for everything else in engineering - simplify, simplify, simplify. - best prompt is no prompt - try to reduce prompt first before expanding it - try to explain the problem that you are solving like to 5 year old, if you can't describe the task in simple enough terms and you leave ambiguity in, the LLM will inevitably hallucinate - keep prompts and examples unambiguous, avoid words like could/may/might - keep system prompts generic and few shots / user prompts specific to individual customer or use case 03 ## RAG Vertical-AI tasks are highly contextual. To automate them, we have to inject task-specific context into each prompt. That's particularly hard in fields like finance or law, because semantic similarity inside a domain differs from general-purpose similarity in everyday language. Most embedding models are trained for broad use and even vertical models are usually built on data that is still too generic to serve the needs of a single, specialised task. ### Embedding space In accounting there is a task called transaction categorisation. The list of categories (or chart of accounts) is bespoke to each individual business and can also evolve and change over time. The company's purchase of Google Workspace is recorded under Subscriptions, whereas the AWS spend is categorised as Cost of Goods Sold. AWS costs rise with the traffic the SaaS product serves, while Gmail licences scale with headcount rather than incoming traffic. ![Chart of accounts example](https://briefcase.so/marketing/blog/vertical-ai-agent-inline-2.png) B2B SaaS transaction categorization example ### Injecting the right context In order for the LLM to categorise transactions with a high degree of consistency and accuracy, it needs examples of previously categorised transactions that are genuinely semantically similar. While a human accountant would be able to semantically distinguish between Google and AWS transactions, even best available embedding models would struggle to tell them apart. To address this we are applying few techniques: 1. First we spike the strengths and weaknesses of the best finance-aware embedding models and establish base thresholds for false positives and negatives 2. Experiment with the definition of embedded entity/chunk. We iteratively redefine what counts as a chunk, removing noisy attributes and adding steering metadata to maximise similarity with the right examples and minimise similarity with the wrong ones. 3. Recalibrate new thresholds with the aim to minimise false positives 4. On retrieval only consider chunks that are above the recalibrated threshold Experimenting with chunks is similar to prompt engineering - it's a lot of trial and error. And similar to prompt engineering, we want to be able to complete the task well for data outside the experimentation/evals dataset, meaning that we need to keep context within chunks generic enough to not overfit. Even though with a few techniques we can get the most out of the available embedding models, for vertical AI application these often hit their limits. Therefore we will be developing inhouse solutions that are optimised for the financial tasks that we are automating. 04 ## Join Us We will be covering other parts of our agents in future posts. If you came this far and this sounds interesting to you, we are hiring Founding Product Engineers, please apply to jan@briefcase.so [ PreviousIntroducing 'Contextual Learning' in the world of AI Accounting ](https://briefcase.so/blog/introducing-contextual-learning-in-the-world-of-ai-accounting)[ NextEveryone codes ](https://briefcase.so/blog/everyone-codes) 01 ## Introduction Building vertical AI agents varies by domain, but in general they all have similar toolkits to their disposal. In this post we will discuss how we build AI agents at Briefcase. Briefcase automates tasks in the accounting industry where predictability, consistency and accuracy really matters. A common workflow for users of Briefcase is to upload their invoices into the system. Briefcase will then perform a bookkeeping workflow on each invoice which consists of multiple reasoning tasks such as extraction, line item split, categorisation and VAT rate assignment. ![AI Agent workflow diagram](https://briefcase.so/marketing/blog/vertical-ai-agent-inline-1.png) Snippet of Briefcase's AI agent architecture 02 ## Chain of Thought Chain of thought is a very popular technique to help the LLM first reason about the task and only then perform it. This generally speaking improves the quality of the output and reduces hallucinations. However, they don't come for free and have their own pros & cons: - Latency & Cost: CoT typically increases latency of tasks done by seconds or even 10s of seconds, cost increases proportionally - Consistency & Predictability: CoT significantly helps the LLM solve a task with some degree of predictability that is usually achieved with a few shot examples - Generalisation & Accuracy: We've seen CoT significantly improve tackling out of distribution examples for which we haven't optimised prompts/evals. However, we've also seen CoT degrade overall performance where tasks are very niche and prompt steps are too ambiguous - Faithfulness: While LLMs tend to ground their final answer in their reasoning, it's definitely not always the case and evals for the CoT task should have a faithfulness metric ### When we apply CoT - Task is sufficiently difficult such that the LLM hallucinates - Input data to the LLM is highly unstructured - We have enough latency budget for the given task ### Prompt structure We found that this prompt structure works quite well for CoT prompts: ``` 1const systemPromptStructure = `23 45 67 89`10 11const userPrompts = [12 // 1. images for multimodal tasks13 // 2. additional user context such as RAG14] ``` ### Less is more Prompt hygiene naturally declines over time as we keep iterating, adding one sentence here and another there to cover new scenarios. The overall coherence of the prompt then decreases and the LLM may start to hallucinate more as a result. Therefore the way we think about prompting is the same as for everything else in engineering - simplify, simplify, simplify. - best prompt is no prompt - try to reduce prompt first before expanding it - try to explain the problem that you are solving like to 5 year old, if you can't describe the task in simple enough terms and you leave ambiguity in, the LLM will inevitably hallucinate - keep prompts and examples unambiguous, avoid words like could/may/might - keep system prompts generic and few shots / user prompts specific to individual customer or use case 03 ## RAG Vertical-AI tasks are highly contextual. To automate them, we have to inject task-specific context into each prompt. That's particularly hard in fields like finance or law, because semantic similarity inside a domain differs from general-purpose similarity in everyday language. Most embedding models are trained for broad use and even vertical models are usually built on data that is still too generic to serve the needs of a single, specialised task. ### Embedding space In accounting there is a task called transaction categorisation. The list of categories (or chart of accounts) is bespoke to each individual business and can also evolve and change over time. The company's purchase of Google Workspace is recorded under Subscriptions, whereas the AWS spend is categorised as Cost of Goods Sold. AWS costs rise with the traffic the SaaS product serves, while Gmail licences scale with headcount rather than incoming traffic. ![Chart of accounts example](https://briefcase.so/marketing/blog/vertical-ai-agent-inline-2.png) B2B SaaS transaction categorization example ### Injecting the right context In order for the LLM to categorise transactions with a high degree of consistency and accuracy, it needs examples of previously categorised transactions that are genuinely semantically similar. While a human accountant would be able to semantically distinguish between Google and AWS transactions, even best available embedding models would struggle to tell them apart. To address this we are applying few techniques: 1. First we spike the strengths and weaknesses of the best finance-aware embedding models and establish base thresholds for false positives and negatives 2. Experiment with the definition of embedded entity/chunk. We iteratively redefine what counts as a chunk, removing noisy attributes and adding steering metadata to maximise similarity with the right examples and minimise similarity with the wrong ones. 3. Recalibrate new thresholds with the aim to minimise false positives 4. On retrieval only consider chunks that are above the recalibrated threshold Experimenting with chunks is similar to prompt engineering - it's a lot of trial and error. And similar to prompt engineering, we want to be able to complete the task well for data outside the experimentation/evals dataset, meaning that we need to keep context within chunks generic enough to not overfit. Even though with a few techniques we can get the most out of the available embedding models, for vertical AI application these often hit their limits. Therefore we will be developing inhouse solutions that are optimised for the financial tasks that we are automating. 04 ## Join Us We will be covering other parts of our agents in future posts. If you came this far and this sounds interesting to you, we are hiring Founding Product Engineers, please apply to jan@briefcase.so [ PreviousIntroducing 'Contextual Learning' in the world of AI Accounting ](https://briefcase.so/blog/introducing-contextual-learning-in-the-world-of-ai-accounting)[ NextEveryone codes ](https://briefcase.so/blog/everyone-codes) --- # Building autonomous evaluation pipelines for retrieval > Canonical page: https://briefcase.so/blog/building-autonomous-evaluation-pipelines-for-retrieval > Briefcase content index: https://briefcase.so/llms.txt Hand-labelling retrieval datasets doesn't scale. We built an LLM-powered labelling agent to evaluate retrieval quality automatically. [All Posts](https://briefcase.so/blog) ![Building autonomous evaluation pipelines for retrieval](https://briefcase.so/marketing/blog/building-autonomous-evaluation-pipelines-for-retrieval.png) Engineering 24 March 20267 min read 01 ## Introduction Observability and evaluation are both critical to production systems using AI. In [a previous blog post](https://briefcase.so/blog/why-build-what-you-can-buy), we wrote about building an LLM observability platform in-house. This works great for evaluating LLM outputs, which are probabilistic models with non-deterministic outcomes. But a growing portion of our system relies on retrieval. When categorising transactions, we rely on finding historically similar transactions to direct our agent to categorise each line item to the correct account. If retrieval returns the wrong context, the downstream agent will produce the wrong answer, and no amount of prompt engineering will fix it. At Briefcase, this is one of our most critical pipelines. Retrieval quality directly determines categorisation accuracy, which in turn determines whether transactions can be auto-published or need human review. Evaluating retrieval has its own set of problems: Firstly, there's no single correct answer — there's a list of results ranked by relevance to the query, and that ranking depends on nuanced judgement. Secondly, retrieval is a deterministic process — running the same query against the same corpus will produce the same results time and time again. We needed a way to evaluate retrieval quality at scale, and the standard approach of hand-labelling a static dataset wasn't going to cut it. 02 ## The static dataset approach The simplest way to evaluate retrieval is to create a labelled dataset by hand. You take a set of queries and manually label which documents in the corpus are relevant to each query. Then you can run your retrieval system to measure how well it surfaces the relevant documents using standard IR metrics like NDCG (Normalised Discounted Cumulative Gain), precision@k, and recall@k. We started here. It works, and it gives you a baseline. But it breaks down quickly: - Labelling is a slow and manual process. For each query, you need to assess relevance against potentially hundreds of documents. To build a meaningful dataset, you're looking at days of manual work. - The corpus grows continuously. A static labelled dataset doesn't reflect a production environment, where new documents are constantly added to the corpus. - Coverage is sparse. You can only label a fraction of the query-document pairs that exist, and you won't catch regressions in areas that you didn't label. - Subjectivity creeps in. Relevance isn't binary. Even between human labellers, there can be contention around how relevant two documents are to each other. This graph shows how the number of pairs to label grows quadratically with dataset size, assuming a 20/80% query/corpus split. A dataset with just 500 documents already results in 40k pairs to label. ![Number of pairs to label grows quadratically with dataset size](https://briefcase.so/marketing/blog/building-autonomous-evaluation-pipelines-for-retrieval-1.png) We needed a scalable approach to generate relevance labels, keep up with a changing corpus, and apply consistent judgement criteria. 03 ## Building a labelling agent The insight was straightforward: use an LLM to label relevance between document pairs. If we could build an agent that reliably judges whether a document is relevant to a given query, we could generate labelled datasets at whatever scale we needed. We decided to use a graded relevance score from 1 (no relevance) to 5 (high relevance) rather than a binary judgement. Retrieval quality is about ranking – a highly relevant document should rank above one that's only tangentially relevant, and the scale needs enough granularity to capture this nuance without exceeding what an LLM can reliably distinguish. The labelling agent receives the full context of both the query and corpus item. For our transaction categorisation use case, this means the transaction being categorised (query) and a historical transaction from the client's ledger (corpus item). ![Labelling agent context](https://briefcase.so/marketing/blog/building-autonomous-evaluation-pipelines-for-retrieval-2.png) We started by manually labelling around a hundred pairs with justifications for each score. From these, we derived a rubric for the agent – a set of instructions covering the dimensions it should evaluate: supplier, line item descriptions, amounts, VAT treatment, and category. The agent produces a relevance score and justification for every pair. The justification is important. It forces the agent to explicitly reason about why a corpus item is or isn't relevant to the query, which makes the labels more consistent and gives us an audit trail when we disagree with a label. There's a subtlety here. When labelling offline, you often have access to ground truth data that isn't available at query time. In our case, retrieval helps decide how to categorise a transaction – so category isn't embedded, nor is it available during retrieval. But when labelling, we're working with published transactions where the category is already known. This means the labelling agent can use category as a primary signal for relevance, producing higher-quality labels than the retrieval system itself could. This principle applies broadly – any information that exists post-retrieval but is unavailable at query time becomes a powerful labelling signal. 04 ## Evaluating the labelling agent Building an LLM to label data introduces an obvious question: how can we trust the labeller? If the labelling agent produces bad labels, every downstream eval built on these labels is worthless. This is where the static dataset we built earlier becomes valuable again. Instead of using it to evaluate retrieval directly, we can repurpose it as a dataset to evaluate the labelling agent. Using our existing LLM evaluation infrastructure, we can measure agreement between human and agent labels. ![Evaluating the labelling agent](https://briefcase.so/marketing/blog/building-autonomous-evaluation-pipelines-for-retrieval-3.png) This is a much better use of manual labelling effort. Instead of needing hundreds of labelled pairs to evaluate retrieval, we need a smaller but carefully curated set to validate that our labeller is reliable. The manual work is a one-time investment that unlocks automated labelling at scale. We track standard agreement metrics and look specifically at cases where the agent and human disagree. These disagreements are informative. Sometimes they reveal genuine edge cases, and sometimes they reveal inconsistencies in our own human labels. We [iteratively improve](https://briefcase.so/blog/build-for-verification-not-review#building-for-verifiability) the labelling agent's prompts using the same eval-driven loop we use for all our agents: find disagreements, update prompts, rerun eval, check if agreement improves. 05 ## Evaluating retrieval at scale With a trusted labelling agent in hand, we can now generate labelled datasets at whatever scale needed. ![Evaluating retrieval at scale diagram](https://briefcase.so/marketing/blog/building-autonomous-evaluation-pipelines-for-retrieval-4.png) The pipeline looks something like this: we take a set of queries, run the labelling agent across query-corpus pairs to produce relevance scores, then run our retrieval system on the same queries and evaluate the ranked results against those scores. We compute standard IR metrics – NDCG for ranking quality, recall@k for coverage, and MRR for how quickly the first relevant result appears. ![Retrieval results view in Briefcase observability platform](https://briefcase.so/marketing/blog/building-autonomous-evaluation-pipelines-for-retrieval-5.png) Retrieval results for a single query, ranked by cosine distance (smaller = more relevant). The coloured numbers are relevance scores assigned by the labelling agent. Here the ranking is perfect – the most relevant document (score 4) is retrieved first, the relevance decreases monotonically down the list, giving an NDCG@10 of 1.0. The key advantage is that this pipeline is fully automated and repeatable. We can change our embedding model, modify retrieval parameters, or update the features embedded to get a quantitative comparison. More importantly, the pipeline integrates into Briefcase's existing internal observability platform. Retrieval quality is now a metric we track. When something regresses in production, we can pinpoint whether the issue is in retrieval, in the downstream agent, or both. And with retrieval traces built into our production observability, we can inspect exactly which documents were retrieved for any given query. ![Retrieval traces view in Briefcase observability platform](https://briefcase.so/marketing/blog/building-autonomous-evaluation-pipelines-for-retrieval-6.png) 06 ## Limitations This approach is not without its trade-offs. The most obvious is that we've replaced human subjectivity with LLM subjectivity. The labelling agent applies consistent criteria, but those criteria are only as good as the rubric we derived from our initial manual labels. It will require us to continuously monitor and update our human-labelled cases when we encounter production cases that feel misjudged. Cost is another consideration. Labelling thousands of pairs requires a significant number of LLM calls. We manage this by caching labels (since relevance between two documents doesn't change) and ensuring that we do not relabel a pair that has already been labelled. Finally, this pipeline evaluates retrieval in isolation. In production, what matters is whether the retrieved documents lead to a correct downstream outcome. A retrieval result with an NDCG of 0.8 might still produce a perfect categorisation if the top result is sufficient, while a perfect NDCG of 1.0 is wasted if the downstream agent ignores the context. We're actively working on end-to-end evaluation that connects retrieval quality to downstream task accuracy. 07 ## Build with us When AI agents are writing the code that powers other AI agents, evaluation infrastructure becomes the most important thing you can build. It compounds: every agent we add, every retrieval system we tune, benefits from the same underlying eval platform. We're continuing to push on this, building more sophisticated pipelines across our systems. If this is the kind of work that excites you (and not the manual data labelling), we're hiring. ## Open roles [ ### Founding Product Engineer LondonOnsite ](https://briefcase.so/careers/founding-product-engineer)[ ### Founding GTM LondonOnsite ](https://briefcase.so/careers/founding-gtm) [ PreviousBuild for verification, not review ](https://briefcase.so/blog/build-for-verification-not-review)[ NextIntroducing Briefcase Ledger ](https://briefcase.so/blog/introducing-briefcase-one) 01 ## Introduction Observability and evaluation are both critical to production systems using AI. In [a previous blog post](https://briefcase.so/blog/why-build-what-you-can-buy), we wrote about building an LLM observability platform in-house. This works great for evaluating LLM outputs, which are probabilistic models with non-deterministic outcomes. But a growing portion of our system relies on retrieval. When categorising transactions, we rely on finding historically similar transactions to direct our agent to categorise each line item to the correct account. If retrieval returns the wrong context, the downstream agent will produce the wrong answer, and no amount of prompt engineering will fix it. At Briefcase, this is one of our most critical pipelines. Retrieval quality directly determines categorisation accuracy, which in turn determines whether transactions can be auto-published or need human review. Evaluating retrieval has its own set of problems: Firstly, there's no single correct answer — there's a list of results ranked by relevance to the query, and that ranking depends on nuanced judgement. Secondly, retrieval is a deterministic process — running the same query against the same corpus will produce the same results time and time again. We needed a way to evaluate retrieval quality at scale, and the standard approach of hand-labelling a static dataset wasn't going to cut it. 02 ## The static dataset approach The simplest way to evaluate retrieval is to create a labelled dataset by hand. You take a set of queries and manually label which documents in the corpus are relevant to each query. Then you can run your retrieval system to measure how well it surfaces the relevant documents using standard IR metrics like NDCG (Normalised Discounted Cumulative Gain), precision@k, and recall@k. We started here. It works, and it gives you a baseline. But it breaks down quickly: - Labelling is a slow and manual process. For each query, you need to assess relevance against potentially hundreds of documents. To build a meaningful dataset, you're looking at days of manual work. - The corpus grows continuously. A static labelled dataset doesn't reflect a production environment, where new documents are constantly added to the corpus. - Coverage is sparse. You can only label a fraction of the query-document pairs that exist, and you won't catch regressions in areas that you didn't label. - Subjectivity creeps in. Relevance isn't binary. Even between human labellers, there can be contention around how relevant two documents are to each other. This graph shows how the number of pairs to label grows quadratically with dataset size, assuming a 20/80% query/corpus split. A dataset with just 500 documents already results in 40k pairs to label. ![Number of pairs to label grows quadratically with dataset size](https://briefcase.so/marketing/blog/building-autonomous-evaluation-pipelines-for-retrieval-1.png) We needed a scalable approach to generate relevance labels, keep up with a changing corpus, and apply consistent judgement criteria. 03 ## Building a labelling agent The insight was straightforward: use an LLM to label relevance between document pairs. If we could build an agent that reliably judges whether a document is relevant to a given query, we could generate labelled datasets at whatever scale we needed. We decided to use a graded relevance score from 1 (no relevance) to 5 (high relevance) rather than a binary judgement. Retrieval quality is about ranking – a highly relevant document should rank above one that's only tangentially relevant, and the scale needs enough granularity to capture this nuance without exceeding what an LLM can reliably distinguish. The labelling agent receives the full context of both the query and corpus item. For our transaction categorisation use case, this means the transaction being categorised (query) and a historical transaction from the client's ledger (corpus item). ![Labelling agent context](https://briefcase.so/marketing/blog/building-autonomous-evaluation-pipelines-for-retrieval-2.png) We started by manually labelling around a hundred pairs with justifications for each score. From these, we derived a rubric for the agent – a set of instructions covering the dimensions it should evaluate: supplier, line item descriptions, amounts, VAT treatment, and category. The agent produces a relevance score and justification for every pair. The justification is important. It forces the agent to explicitly reason about why a corpus item is or isn't relevant to the query, which makes the labels more consistent and gives us an audit trail when we disagree with a label. There's a subtlety here. When labelling offline, you often have access to ground truth data that isn't available at query time. In our case, retrieval helps decide how to categorise a transaction – so category isn't embedded, nor is it available during retrieval. But when labelling, we're working with published transactions where the category is already known. This means the labelling agent can use category as a primary signal for relevance, producing higher-quality labels than the retrieval system itself could. This principle applies broadly – any information that exists post-retrieval but is unavailable at query time becomes a powerful labelling signal. 04 ## Evaluating the labelling agent Building an LLM to label data introduces an obvious question: how can we trust the labeller? If the labelling agent produces bad labels, every downstream eval built on these labels is worthless. This is where the static dataset we built earlier becomes valuable again. Instead of using it to evaluate retrieval directly, we can repurpose it as a dataset to evaluate the labelling agent. Using our existing LLM evaluation infrastructure, we can measure agreement between human and agent labels. ![Evaluating the labelling agent](https://briefcase.so/marketing/blog/building-autonomous-evaluation-pipelines-for-retrieval-3.png) This is a much better use of manual labelling effort. Instead of needing hundreds of labelled pairs to evaluate retrieval, we need a smaller but carefully curated set to validate that our labeller is reliable. The manual work is a one-time investment that unlocks automated labelling at scale. We track standard agreement metrics and look specifically at cases where the agent and human disagree. These disagreements are informative. Sometimes they reveal genuine edge cases, and sometimes they reveal inconsistencies in our own human labels. We [iteratively improve](https://briefcase.so/blog/build-for-verification-not-review#building-for-verifiability) the labelling agent's prompts using the same eval-driven loop we use for all our agents: find disagreements, update prompts, rerun eval, check if agreement improves. 05 ## Evaluating retrieval at scale With a trusted labelling agent in hand, we can now generate labelled datasets at whatever scale needed. ![Evaluating retrieval at scale diagram](https://briefcase.so/marketing/blog/building-autonomous-evaluation-pipelines-for-retrieval-4.png) The pipeline looks something like this: we take a set of queries, run the labelling agent across query-corpus pairs to produce relevance scores, then run our retrieval system on the same queries and evaluate the ranked results against those scores. We compute standard IR metrics – NDCG for ranking quality, recall@k for coverage, and MRR for how quickly the first relevant result appears. ![Retrieval results view in Briefcase observability platform](https://briefcase.so/marketing/blog/building-autonomous-evaluation-pipelines-for-retrieval-5.png) Retrieval results for a single query, ranked by cosine distance (smaller = more relevant). The coloured numbers are relevance scores assigned by the labelling agent. Here the ranking is perfect – the most relevant document (score 4) is retrieved first, the relevance decreases monotonically down the list, giving an NDCG@10 of 1.0. The key advantage is that this pipeline is fully automated and repeatable. We can change our embedding model, modify retrieval parameters, or update the features embedded to get a quantitative comparison. More importantly, the pipeline integrates into Briefcase's existing internal observability platform. Retrieval quality is now a metric we track. When something regresses in production, we can pinpoint whether the issue is in retrieval, in the downstream agent, or both. And with retrieval traces built into our production observability, we can inspect exactly which documents were retrieved for any given query. ![Retrieval traces view in Briefcase observability platform](https://briefcase.so/marketing/blog/building-autonomous-evaluation-pipelines-for-retrieval-6.png) 06 ## Limitations This approach is not without its trade-offs. The most obvious is that we've replaced human subjectivity with LLM subjectivity. The labelling agent applies consistent criteria, but those criteria are only as good as the rubric we derived from our initial manual labels. It will require us to continuously monitor and update our human-labelled cases when we encounter production cases that feel misjudged. Cost is another consideration. Labelling thousands of pairs requires a significant number of LLM calls. We manage this by caching labels (since relevance between two documents doesn't change) and ensuring that we do not relabel a pair that has already been labelled. Finally, this pipeline evaluates retrieval in isolation. In production, what matters is whether the retrieved documents lead to a correct downstream outcome. A retrieval result with an NDCG of 0.8 might still produce a perfect categorisation if the top result is sufficient, while a perfect NDCG of 1.0 is wasted if the downstream agent ignores the context. We're actively working on end-to-end evaluation that connects retrieval quality to downstream task accuracy. 07 ## Build with us When AI agents are writing the code that powers other AI agents, evaluation infrastructure becomes the most important thing you can build. It compounds: every agent we add, every retrieval system we tune, benefits from the same underlying eval platform. We're continuing to push on this, building more sophisticated pipelines across our systems. If this is the kind of work that excites you (and not the manual data labelling), we're hiring. ## Open roles [ ### Founding Product Engineer LondonOnsite ](https://briefcase.so/careers/founding-product-engineer)[ ### Founding GTM LondonOnsite ](https://briefcase.so/careers/founding-gtm) [ PreviousBuild for verification, not review ](https://briefcase.so/blog/build-for-verification-not-review)[ NextIntroducing Briefcase Ledger ](https://briefcase.so/blog/introducing-briefcase-one) --- # Building autopilot > Canonical page: https://briefcase.so/blog/building-autopilot > Briefcase content index: https://briefcase.so/llms.txt Probabilistic AI agents paired with deterministic formal verification create the perfect combination for high trust domains like finance and accounting. [All Posts](https://briefcase.so/blog) ![Building autopilot](https://briefcase.so/marketing/blog/building-autopilot.png) Engineering 9 November 202515 min read 01 ## Introduction Probabilistic AI agents paired with deterministic formal verification create the perfect combination for high trust domains like finance and accounting. At Briefcase, we run 12 AI agents in production, but to truly automate critical accounting workflows, we built Autopilot - our deterministic verification system that evaluates AI results in real-time and learns from human corrections. After 6 weeks in production, here's how we built it, why determinism matters, and the impact we've seen. 02 ## Invoice Processing AI Agent Briefcase automates the complete invoice capture and bookkeeping workflow: 1. Input processing: Unstructured data (emails, images, PDFs) containing invoices/receipts 2. Data extraction: Core transaction information 3. Line item split: Individual item separation and processing 4. Classification: Transaction categorisation 5. Tax determination: VAT rate calculation per line item ![Example trace of cost transaction processing](https://briefcase.so/marketing/blog/building-autopilot-inline-1.png) Example trace of our cost transaction processing AI agent combining LLM and business logic chains The agent outputs fully processed transactions ready for the general ledger. Autopilot then determines whether to auto-publish or require human review based on three criteria: 1. Document legibility 2. Processing completeness 3. Historical consistency 03 ## Document Legibility Uploaded documents can vary widely in quality so checking legibility is essential to ensure reliable downstream processing. Visual transformers tokenize images into patches (16×16 or 32×32 pixels), flatten them into 1D vectors, add positional embeddings for spatial awareness, stack them into 2D matrices, and feed them through attention mechanisms. To transformers, images are just collections of vectors, they can't inherently distinguish between blurry and legible documents. To get around this we run extraction multiple times. Identical results across runs indicate high document legibility confidence. 04 ## Processing Completeness This straightforward guardrail verifies: - Is all necessary data extracted? - Is transaction from an existing supplier? - Is document type postable to general ledger (invoice/receipt/credit note)? All checks must pass for this guardrail to succeed. 05 ## Historical Consistency Now onto the fun stuff. Historical consistency enables pattern recognition and learns from corrections to determine auto-publishing safety. Our design constraints: 1. Deterministic: Consistent results regardless of run count 2. Generalisable: Serves diverse businesses (B2B SaaS, retail, hospitality) 3. Business-isolated: Patterns from Business X never affect Business Y 4. Self-improving: Adjusts confidence based on human corrections 5. Recency-weighted: Recent transactions matter more than older ones 06 ## Why Not LLM as a Judge? LLMs exhibit U-shaped confidence distributions rather than normal distributions and perform poorly on out-of-distribution examples (adversarial examples). Not to mention that it's quite costly. LLM as a judge as it stands today has its place in data labelling, but less so in critical evaluation step determining if human should be in the loop or not. 07 ## Our Approach: Bayesian Statistical Model We evaluated two options: 1. Simple statistical model 2. Individual ML models per business Option 2's complexity made it unsuitable for rapid iteration and baseline establishment. We chose a Bayesian approach because it's a much simpler starting point and can be as effective. The algorithm: 1. Retrieve semantically similar published transactions 2. Calculate evidence 3. Calculate prior 4. Perform Bayesian update 5. Make autopilot decision 08 ## Implementation Details ### Similar Transactions Retrieval We use RAG with reranking, maintaining isolated namespaces per business to ensure pattern learning remains business-specific. More detailed overview about our RAG approach will be covered in future posts and is out of scope of this blog. ### Evidence Calculation Field weights reflect relative importance: fieldWeights.ts ``` 1export const FIELD_WEIGHTS = {2 supplier: 0.2,3 amountRange: 0.05,4 lineItemCount: 0.15,5 category: 0.25,6 taxRate: 0.25,7 quantity: 0.05,8 description: 0.05,9} ``` Recency decay ensures recent patterns take precedence: ``` 1const decay = 0.5 ** ((months - gracePeriod) / halfLife) ``` With example grace period = 3 months and half-life = 12 months: - 3-month-old transaction: weight = 1.0 - 12-month-old transaction: weight = 0.5 - 24-month-old transaction: weight = 0.25 We normalise weights using softmax to create a proper distribution: softmax.ts ``` 1export const softmax = ({2 weights,3 gamma,4}: {5 weights: number[]6 gamma: number7}): number[] => {8 const exponents = weights.map((weight) => Math.exp(gamma * weight))9 const sum = exponents.reduce((a, b) => a + b, 0)10 11 return exponents.map((exponent) => exponent / (sum || 1))12} ``` Field matching uses tiered scoring: ``` 1// supplier match calculation2let score: number3if (matchRate >= 0.85) {4 score = 1.05} else if (matchRate >= 0.7) {6 score = 0.87} else if (matchRate >= 0.55) {8 score = 0.49} else {10 score = 011} ``` Our internal debugging tool visualises individual decisions: ![Internal debugging tool visualization](https://briefcase.so/marketing/blog/building-autopilot-inline-2.png) Internal debugging tool visualization of individual decisions 09 ## Prior Calculation Constants control learning behaviour: constants.ts ``` 1export const BASE_PRIOR = 0.72export const MIN_DAYS_SINCE_AUTO_PUBLISH = 73export const POSITIVE_ADJUSTMENT_FACTOR = 0.03 // No correction → increase confidence4export const NEGATIVE_ADJUSTMENT_FACTOR = 0.05 // Correction → decrease confidence ``` Human corrections directly influence future decisions: ``` 1let adjustedPrior = basePrior2 3for (const transactions of autoPublishedTransactions) {4 if (transaction.humanCorrected) {5 adjustment = -negativeAdjustmentFactor * recencyWeight6 } else {7 adjustment = positiveAdjustmentFactor * recencyWeight8 }9 adjustedPrior += adjustment10} ``` Based on these adjustments we calculate new prior: ``` 1const adjustedPrior = Math.max(0, Math.min(1, adjustedPrior)) ``` 10 ## Bayesian Probability Calculation bayesian.ts ``` 1export const calculatePosteriorProbability = ({2 prior,3 evidence,4 epsilon = 1e-6,5}: {6 prior: number7 evidence: number8 epsilon?: number9}): number => {10 const p = Math.min(1 - epsilon, Math.max(epsilon, prior))11 const e = Math.min(1 - epsilon, Math.max(epsilon, evidence))12 const numerator = e * p13 const denominator = numerator + (1 - e) * (1 - p)14 15 return numerator / denominator16} ``` The epsilon prevents division by zero while maintaining numerical stability. ![Bayesian probability visualization](https://briefcase.so/marketing/blog/building-autopilot-inline-3.png) ### Autopilot Decision Now that we have posterior we need to establish autopilot threshold. This should be tuned empirically and in following example it's 0.8. Converging to a good threshold requires lots of tuning and analysis but usual rule of thumb is to start more conservative first and then relax it as you learn more about how it actually performs in production. ![Autopilot decision threshold](https://briefcase.so/marketing/blog/building-autopilot-inline-4.png) 11 ## Result Using Briefcase for our own bookkeeping, Autopilot reduced manual effort by over 80%, leaving only edge cases for review. ![Auto-published transactions](https://briefcase.so/marketing/blog/building-autopilot-inline-5.png) Magic wand icons indicate auto-published transactions ![Decision explainability](https://briefcase.so/marketing/blog/building-autopilot-inline-6.png) Every decision includes full explainability to build user trust 12 ## Key Takeaways Deterministic heuristics complement probabilistic AI agents exceptionally well, enabling true end-to-end automation in high trust domains. Our approach successfully: - Maintains determinism through Bayesian statistics - Generalises across business types - Isolates learning per business - Improves through human feedback - Weights recent data appropriately We're not stopping here and are gonna push major improvements (including completely new paradigms) to our AI agents and formal verification mechanisms in 2026. Join us to build robust, scalable, AI-native platform that transforms entire industry. [ PreviousIntroducing AI Autopilot ](https://briefcase.so/blog/introducing-ai-autopilot)[ NextWhy build what you can buy? ](https://briefcase.so/blog/why-build-what-you-can-buy) 01 ## Introduction Probabilistic AI agents paired with deterministic formal verification create the perfect combination for high trust domains like finance and accounting. At Briefcase, we run 12 AI agents in production, but to truly automate critical accounting workflows, we built Autopilot - our deterministic verification system that evaluates AI results in real-time and learns from human corrections. After 6 weeks in production, here's how we built it, why determinism matters, and the impact we've seen. 02 ## Invoice Processing AI Agent Briefcase automates the complete invoice capture and bookkeeping workflow: 1. Input processing: Unstructured data (emails, images, PDFs) containing invoices/receipts 2. Data extraction: Core transaction information 3. Line item split: Individual item separation and processing 4. Classification: Transaction categorisation 5. Tax determination: VAT rate calculation per line item ![Example trace of cost transaction processing](https://briefcase.so/marketing/blog/building-autopilot-inline-1.png) Example trace of our cost transaction processing AI agent combining LLM and business logic chains The agent outputs fully processed transactions ready for the general ledger. Autopilot then determines whether to auto-publish or require human review based on three criteria: 1. Document legibility 2. Processing completeness 3. Historical consistency 03 ## Document Legibility Uploaded documents can vary widely in quality so checking legibility is essential to ensure reliable downstream processing. Visual transformers tokenize images into patches (16×16 or 32×32 pixels), flatten them into 1D vectors, add positional embeddings for spatial awareness, stack them into 2D matrices, and feed them through attention mechanisms. To transformers, images are just collections of vectors, they can't inherently distinguish between blurry and legible documents. To get around this we run extraction multiple times. Identical results across runs indicate high document legibility confidence. 04 ## Processing Completeness This straightforward guardrail verifies: - Is all necessary data extracted? - Is transaction from an existing supplier? - Is document type postable to general ledger (invoice/receipt/credit note)? All checks must pass for this guardrail to succeed. 05 ## Historical Consistency Now onto the fun stuff. Historical consistency enables pattern recognition and learns from corrections to determine auto-publishing safety. Our design constraints: 1. Deterministic: Consistent results regardless of run count 2. Generalisable: Serves diverse businesses (B2B SaaS, retail, hospitality) 3. Business-isolated: Patterns from Business X never affect Business Y 4. Self-improving: Adjusts confidence based on human corrections 5. Recency-weighted: Recent transactions matter more than older ones 06 ## Why Not LLM as a Judge? LLMs exhibit U-shaped confidence distributions rather than normal distributions and perform poorly on out-of-distribution examples (adversarial examples). Not to mention that it's quite costly. LLM as a judge as it stands today has its place in data labelling, but less so in critical evaluation step determining if human should be in the loop or not. 07 ## Our Approach: Bayesian Statistical Model We evaluated two options: 1. Simple statistical model 2. Individual ML models per business Option 2's complexity made it unsuitable for rapid iteration and baseline establishment. We chose a Bayesian approach because it's a much simpler starting point and can be as effective. The algorithm: 1. Retrieve semantically similar published transactions 2. Calculate evidence 3. Calculate prior 4. Perform Bayesian update 5. Make autopilot decision 08 ## Implementation Details ### Similar Transactions Retrieval We use RAG with reranking, maintaining isolated namespaces per business to ensure pattern learning remains business-specific. More detailed overview about our RAG approach will be covered in future posts and is out of scope of this blog. ### Evidence Calculation Field weights reflect relative importance: fieldWeights.ts ``` 1export const FIELD_WEIGHTS = {2 supplier: 0.2,3 amountRange: 0.05,4 lineItemCount: 0.15,5 category: 0.25,6 taxRate: 0.25,7 quantity: 0.05,8 description: 0.05,9} ``` Recency decay ensures recent patterns take precedence: ``` 1const decay = 0.5 ** ((months - gracePeriod) / halfLife) ``` With example grace period = 3 months and half-life = 12 months: - 3-month-old transaction: weight = 1.0 - 12-month-old transaction: weight = 0.5 - 24-month-old transaction: weight = 0.25 We normalise weights using softmax to create a proper distribution: softmax.ts ``` 1export const softmax = ({2 weights,3 gamma,4}: {5 weights: number[]6 gamma: number7}): number[] => {8 const exponents = weights.map((weight) => Math.exp(gamma * weight))9 const sum = exponents.reduce((a, b) => a + b, 0)10 11 return exponents.map((exponent) => exponent / (sum || 1))12} ``` Field matching uses tiered scoring: ``` 1// supplier match calculation2let score: number3if (matchRate >= 0.85) {4 score = 1.05} else if (matchRate >= 0.7) {6 score = 0.87} else if (matchRate >= 0.55) {8 score = 0.49} else {10 score = 011} ``` Our internal debugging tool visualises individual decisions: ![Internal debugging tool visualization](https://briefcase.so/marketing/blog/building-autopilot-inline-2.png) Internal debugging tool visualization of individual decisions 09 ## Prior Calculation Constants control learning behaviour: constants.ts ``` 1export const BASE_PRIOR = 0.72export const MIN_DAYS_SINCE_AUTO_PUBLISH = 73export const POSITIVE_ADJUSTMENT_FACTOR = 0.03 // No correction → increase confidence4export const NEGATIVE_ADJUSTMENT_FACTOR = 0.05 // Correction → decrease confidence ``` Human corrections directly influence future decisions: ``` 1let adjustedPrior = basePrior2 3for (const transactions of autoPublishedTransactions) {4 if (transaction.humanCorrected) {5 adjustment = -negativeAdjustmentFactor * recencyWeight6 } else {7 adjustment = positiveAdjustmentFactor * recencyWeight8 }9 adjustedPrior += adjustment10} ``` Based on these adjustments we calculate new prior: ``` 1const adjustedPrior = Math.max(0, Math.min(1, adjustedPrior)) ``` 10 ## Bayesian Probability Calculation bayesian.ts ``` 1export const calculatePosteriorProbability = ({2 prior,3 evidence,4 epsilon = 1e-6,5}: {6 prior: number7 evidence: number8 epsilon?: number9}): number => {10 const p = Math.min(1 - epsilon, Math.max(epsilon, prior))11 const e = Math.min(1 - epsilon, Math.max(epsilon, evidence))12 const numerator = e * p13 const denominator = numerator + (1 - e) * (1 - p)14 15 return numerator / denominator16} ``` The epsilon prevents division by zero while maintaining numerical stability. ![Bayesian probability visualization](https://briefcase.so/marketing/blog/building-autopilot-inline-3.png) ### Autopilot Decision Now that we have posterior we need to establish autopilot threshold. This should be tuned empirically and in following example it's 0.8. Converging to a good threshold requires lots of tuning and analysis but usual rule of thumb is to start more conservative first and then relax it as you learn more about how it actually performs in production. ![Autopilot decision threshold](https://briefcase.so/marketing/blog/building-autopilot-inline-4.png) 11 ## Result Using Briefcase for our own bookkeeping, Autopilot reduced manual effort by over 80%, leaving only edge cases for review. ![Auto-published transactions](https://briefcase.so/marketing/blog/building-autopilot-inline-5.png) Magic wand icons indicate auto-published transactions ![Decision explainability](https://briefcase.so/marketing/blog/building-autopilot-inline-6.png) Every decision includes full explainability to build user trust 12 ## Key Takeaways Deterministic heuristics complement probabilistic AI agents exceptionally well, enabling true end-to-end automation in high trust domains. Our approach successfully: - Maintains determinism through Bayesian statistics - Generalises across business types - Isolates learning per business - Improves through human feedback - Weights recent data appropriately We're not stopping here and are gonna push major improvements (including completely new paradigms) to our AI agents and formal verification mechanisms in 2026. Join us to build robust, scalable, AI-native platform that transforms entire industry. [ PreviousIntroducing AI Autopilot ](https://briefcase.so/blog/introducing-ai-autopilot)[ NextWhy build what you can buy? ](https://briefcase.so/blog/why-build-what-you-can-buy) --- # Building Tax-Aware AI > Canonical page: https://briefcase.so/blog/building-tax-aware-ai > Briefcase content index: https://briefcase.so/llms.txt When an AI agent classifies a transaction's VAT treatment, it shouldn't be guessing—it should cite the exact HMRC guidance it relied on. [All Posts](https://briefcase.so/blog) ![Building Tax-Aware AI](https://briefcase.so/marketing/blog/building-tax-aware-ai.png) Engineering 15 December 202512 min read 01 ## Introduction When an AI agent classifies a transaction's VAT treatment, it shouldn't be guessing, it should cite the exact HMRC guidance it relied on. We built a retrieval system that gives our agents access to HMRC's published VAT guidance (VAT Notices), enabling them to make grounded decisions backed by authoritative sources. 02 ## The Problem: AI Agents Need Legal Context Our invoice processing agents classify thousands of transactions for VAT treatment. Each classification (e.g., standard-rated, zero-rated, exempt, or outside scope) has real financial implications. Getting it wrong means compliance issues. The challenge: how do you give an AI agent access to legislation in a way that's accurate, up-to-date, and citable? Fine-tuning wasn't the answer. Guidance changes. We needed traceability: when an agent says a transaction is zero-rated, we want it to cite the specific HMRC notice and section. We also needed freshness: when HMRC updates a notice, our agents should reflect that change without retraining. The solution: Retrieval-Augmented Generation (RAG). We built a semantic search system over HMRC VAT Notices that retrieves relevant VAT guidance at inference time, providing authoritative context for every decision. This post walks through how we went from messy GOV.UK HTML to a production-ready retrieval layer that our agents call on every VAT decision. 03 ## Architecture Overview Why HMRC notices? UK VAT decisions sit across two layers: primary legislation (for example, the Value Added Tax Act 1994 and associated regulations) and HMRC's interpretive guidance (VAT Notices and guidance pages). In practice, VAT Notices contain the operational detail our agents need day-to-day. These notices explain how to apply the rules to concrete scenarios like "is pet food zero-rated?" or "when does the reverse charge apply?". Primary legislation defines the framework; the notices answer the questions we most often face at classification time. We started with notices because they offered the highest signal-to-noise ratio for practical accuracy, then designed the system so we can extend to primary legislation later for edge cases and audit trails. Our pipeline transforms raw HTML from GOV.UK into queryable vector embeddings. ![Data pipeline architecture](https://briefcase.so/marketing/blog/building-tax-aware-ai-inline-1.png) Pipeline architecture for processing VAT notices Technology choices: - Voyage AI (voyage-finance-2): domain-specific embeddings trained on financial and legal text, outperforming other models on our retrieval benchmarks - Turbopuffer: managed vector database with low-latency queries and hybrid search capabilities The result: 5,635 chunks from 100+ HMRC VAT Notices, each semantically indexed and retrievable in milliseconds. 04 ## Building the Pipeline ### Stage 1: Scraping and Tokenisation We start with the GOV.UK VAT notices collection, the authoritative source for UK VAT guidance. Each notice is a structured HTML document with headings, paragraphs, lists, tables, and callouts. Our scraper converts this HTML into a flat stream of typed tokens: ``` 1export enum BlockType {2 ADDRESS = 'address',3 INFO = 'info',4 EXAMPLE = 'example',5 PARAGRAPH = 'paragraph',6 LIST = 'list',7 TABLE = 'table',8 HEADING = 'heading',9 CALLOUT = 'callout',10} ``` This tokenisation preserves semantic meaning while normalising the varied HTML structures across different notices. A warning callout is tagged differently from a regular paragraph, which matters when we later decide what context to include. ### Stage 2: Hierarchical Parsing Legal and quasi-legal documents have inherent structure. A VAT notice isn't just a wall of text: it's organised into sections (1, 2, 3…), subsections (1.1, 1.2…), and nested content with markers like (a), (b), (c) or roman numerals, which then contain examples, tables, and lists. The challenge is that HMRC notices don't follow a consistent schema. The HTML structure varies between notices; some use

for major headings, others rely on different heading levels. Section numbers also often appear in the visible text (for example, "1.1 What this notice covers") rather than semantic markup. We can't just traverse a neat XML tree. Our solution is to reconstruct the hierarchy dynamically by combining two signals: 1. Heading tags (

,

, etc.) as structural breaks 2. Numbering patterns in text (1., 1.1, (a), i.) as nesting depth The parser maintains a scope stack to track our current position in the tree: ``` 1type Section = {2 number: string // e.g., "4.2"3 title: string // e.g., "Zero-rated supplies"4 content: ContentBlock[]5 references: Reference[]6 subsections: Section[] // recursively nested7} ``` How it works (high level): - Headings start new structural scopes (with flexible handling for inconsistent heading levels) - Numbered markers like "1.1" define nesting depth beneath the current scope - Lettered markers (a), (b) nest under the current numbered section - Roman numerals i., ii. nest under lettered items - A paragraph ending with : captures subsequent blocks as children This dual-signal approach reconstructs a consistent tree even when the underlying HTML is messy. ![VAT Notice HTML example](https://briefcase.so/marketing/blog/building-tax-aware-ai-inline-2.png) Example of raw HMRC VAT Notice HTML structure …is parsed into a hierarchy where a table can attach to the paragraph that introduces it: ``` 1{2 "number": "3",3 "title": "Birds and fish",4 "subsections": [5 {6 "number": "3.1",7 "title": "Birds",8 "content": [9 {10 "block_type": "paragraph",11 "text": "Most breeds of chicken are zero-rated, as are game birds and ostriches. Ornamental breeds of birds are standard-rated."12 },13 {14 "block_type": "paragraph",15 "text": "The following breeds of ducks, geese and turkeys are zero-rated:",16 "subparagraphs": [17 {18 "nested_blocks": [19 {20 "block_type": "table",21 "headers": ["Type of fowl", "Breed"],22 "rows": [23 ["Ducks", "Aylesbury, Campbell (Khaki Campbell), Indian Runner, Muscovy, Pekin and derivatives and crossbreeds of these"],24 ["Geese", "Brecon Buff, Chinese Commercial, Embdem, Roman, Toulouse and derivatives and crossbreeds of these"],25 ["Turkeys", "Beltsville White, British White, Broadbreasted White, Bronze (Broadbreasted Bronze), Norfolk Black and derivatives and crossbreeds of these"]26 ]27 }28 ]29 }30 ]31 }32 ]33 }34 ]35} ``` This hierarchy is critical for the next stage. ### Stage 3: Semantic Chunking Many RAG systems chunk by fixed character counts (for example, split every 500 characters with overlap). We took a different approach: chunk at semantic boundaries. VAT Notices already define the units humans reason with: sections and subsections. We chunk at the leaf section level, and prepend just enough parent context (notice title, section path) so each chunk is interpretable in isolation. This avoids splitting concepts mid-paragraph and reduces accidental mixing of unrelated rules. Each stored chunk includes: - the section text - its hierarchical path (for attribution and UI display) - stable identifiers (notice number, section number) - the source URL for citations We also remove boilerplate (feedback links, navigation, "your rights and obligations") to reduce retrieval noise. 05 ## Embeddings and Storage ### Vector Storage Schema Turbopuffer stores each chunk with filterable metadata: ``` 1export const schema = {2 // filterable3 notice_number: { filterable: true },4 section_number: { filterable: true },5 source_type: { filterable: true },6 7 // full-text searchable8 notice_title: { full_text_search: true },9 section_title: { full_text_search: true },10 hierarchical_path: { full_text_search: true },11 text: { full_text_search: true },12 13 // stored (for attribution), not indexed14 source_ref: {},15 source_url: {},16} ``` This enables hybrid queries: vector similarity search combined with filters like "only search within Notice 700" or keyword matching for specific terms. ### Visualising the Embedding Space The t-SNE visualisation below shows our 5,635 chunks projected into 2D, coloured by notice number: ![t-SNE embedding visualization](https://briefcase.so/marketing/blog/building-tax-aware-ai-inline-3.png) Semantically similar topics cluster together: food-related notices group in one region, and financial-services guidance clusters elsewhere. It's a useful sanity check that our chunking and embedding strategy preserves topical structure. 06 ## Agent Integration The retrieval function is the interface between our agents and the VAT guidance base. Query construction: For each invoice line item, we generate a short, standardised phrase that captures what was purchased (for example, "diesel fuel", "coffee capsules", "software subscription"). This is derived from the raw line-item text, but we strip noisy attributes like merchant names, locations, order IDs, and other incidental details that could otherwise bias retrieval. This one step materially improves retrieval quality: the query carries the semantic signal we care about, without dragging in irrelevant tokens that hurt precision. Retrieval pipeline: ![Query retrieval flow](https://briefcase.so/marketing/blog/building-tax-aware-ai-inline-4.png) Query retrieval flow diagram 1. Embed the canonical description with voyage-finance-2 2. Run an ANN search in Turbopuffer for top-K candidates (we over-fetch internally) 3. Truncate to fit the context budget (for example, ~14,000 characters / ~4,000 tokens) 4. Return the final top-K chunks with source URLs so the agent can cite them Example: for the query "diesel fuel", the system retrieves: - Fuel and power (VAT Notice 701/19) > 6 Oils > 6.2 Standard-rated supplies > 6.2.2 Road fuel - Fuel and power (VAT Notice 701/19) > 4 Gases > 4.4 Road fuel The agent can then make a VAT treatment decision backed by the retrieved guidance, with citations users can verify. We surface the retrieved sources in the UI so users can inspect the justification. ![VAT guidance sources in UI](https://briefcase.so/marketing/blog/building-tax-aware-ai-inline-5.png) Retrieved sources shown in the UI for user verification 07 ## Evaluation We evaluate the system at two levels: retrieval quality and end-to-end VAT classification accuracy. ### Retrieval evaluation We measure whether the system retrieves the correct VAT guidance using three metrics: - Content similarity score: We embed both the retrieved and expected passages, then compute cosine similarity. This measures semantic relevance: did we retrieve content that is actually about the right topic? - Source URL precision: We compare retrieved URLs against ground truth. If the correct guidance is Notice 701/1, section 3.2, did we retrieve that exact source? - Retrieval count score: Did we return the expected number of results? Too few indicates missing context; too many introduces noise and increases hallucination risk. ### End-to-end VAT classification evaluation Retrieval is only valuable if it improves agent decisions, so we also evaluate the full pipeline: - VAT rate accuracy: Does the agent select the correct VAT treatment? - Reasoning quality: Is the justification coherent and grounded in the retrieved guidance? - Legislation citation accuracy: Does the agent cite the correct HMRC notice and section for its decision? We maintain separate evaluation datasets for different invoice types, each with manually verified expected outcomes. 08 ## Lessons Learnt Semantic chunking beats fixed-size chunking for legal-style documents. Character-based splitting breaks mid-sentence and mixes unrelated concepts. Sections and subsections are the boundaries humans use, so they're the boundaries our retrieval system should use too. The trade-off is variable chunk size (our P95 is ~2,100 tokens), which forces careful context-budget management. Formatting overhead is real. We measured ~24% token overhead from markdown formatting. Dense paragraphs use fewer tokens than the same content formatted into lists and tables. We accepted the trade-off for readability; the hierarchy makes the context easier for the model (and users) to parse. HMRC guidance is critical for day-to-day classification. In practice, VAT Notices carried most of the decision-making signal for our use-cases; retrieving primary legislation was most useful for edge cases and audit trails rather than improving routine classification accuracy. Good datasets don't happen by accident. A robust parsing structure made everything downstream easier: better chunking, better evaluation, and faster iteration. Cross-references are valuable metadata. VAT Notices reference each other extensively ("see VAT Notice 700/1, section 4.2"). We extract and store these references, which sets us up for future graph-based retrieval and navigation. [ PreviousWhy build what you can buy? ](https://briefcase.so/blog/why-build-what-you-can-buy)[ NextOur culture ](https://briefcase.so/blog/our-culture) 01 ## Introduction When an AI agent classifies a transaction's VAT treatment, it shouldn't be guessing, it should cite the exact HMRC guidance it relied on. We built a retrieval system that gives our agents access to HMRC's published VAT guidance (VAT Notices), enabling them to make grounded decisions backed by authoritative sources. 02 ## The Problem: AI Agents Need Legal Context Our invoice processing agents classify thousands of transactions for VAT treatment. Each classification (e.g., standard-rated, zero-rated, exempt, or outside scope) has real financial implications. Getting it wrong means compliance issues. The challenge: how do you give an AI agent access to legislation in a way that's accurate, up-to-date, and citable? Fine-tuning wasn't the answer. Guidance changes. We needed traceability: when an agent says a transaction is zero-rated, we want it to cite the specific HMRC notice and section. We also needed freshness: when HMRC updates a notice, our agents should reflect that change without retraining. The solution: Retrieval-Augmented Generation (RAG). We built a semantic search system over HMRC VAT Notices that retrieves relevant VAT guidance at inference time, providing authoritative context for every decision. This post walks through how we went from messy GOV.UK HTML to a production-ready retrieval layer that our agents call on every VAT decision. 03 ## Architecture Overview Why HMRC notices? UK VAT decisions sit across two layers: primary legislation (for example, the Value Added Tax Act 1994 and associated regulations) and HMRC's interpretive guidance (VAT Notices and guidance pages). In practice, VAT Notices contain the operational detail our agents need day-to-day. These notices explain how to apply the rules to concrete scenarios like "is pet food zero-rated?" or "when does the reverse charge apply?". Primary legislation defines the framework; the notices answer the questions we most often face at classification time. We started with notices because they offered the highest signal-to-noise ratio for practical accuracy, then designed the system so we can extend to primary legislation later for edge cases and audit trails. Our pipeline transforms raw HTML from GOV.UK into queryable vector embeddings. ![Data pipeline architecture](https://briefcase.so/marketing/blog/building-tax-aware-ai-inline-1.png) Pipeline architecture for processing VAT notices Technology choices: - Voyage AI (voyage-finance-2): domain-specific embeddings trained on financial and legal text, outperforming other models on our retrieval benchmarks - Turbopuffer: managed vector database with low-latency queries and hybrid search capabilities The result: 5,635 chunks from 100+ HMRC VAT Notices, each semantically indexed and retrievable in milliseconds. 04 ## Building the Pipeline ### Stage 1: Scraping and Tokenisation We start with the GOV.UK VAT notices collection, the authoritative source for UK VAT guidance. Each notice is a structured HTML document with headings, paragraphs, lists, tables, and callouts. Our scraper converts this HTML into a flat stream of typed tokens: ``` 1export enum BlockType {2 ADDRESS = 'address',3 INFO = 'info',4 EXAMPLE = 'example',5 PARAGRAPH = 'paragraph',6 LIST = 'list',7 TABLE = 'table',8 HEADING = 'heading',9 CALLOUT = 'callout',10} ``` This tokenisation preserves semantic meaning while normalising the varied HTML structures across different notices. A warning callout is tagged differently from a regular paragraph, which matters when we later decide what context to include. ### Stage 2: Hierarchical Parsing Legal and quasi-legal documents have inherent structure. A VAT notice isn't just a wall of text: it's organised into sections (1, 2, 3…), subsections (1.1, 1.2…), and nested content with markers like (a), (b), (c) or roman numerals, which then contain examples, tables, and lists. The challenge is that HMRC notices don't follow a consistent schema. The HTML structure varies between notices; some use

for major headings, others rely on different heading levels. Section numbers also often appear in the visible text (for example, "1.1 What this notice covers") rather than semantic markup. We can't just traverse a neat XML tree. Our solution is to reconstruct the hierarchy dynamically by combining two signals: 1. Heading tags (

,

, etc.) as structural breaks 2. Numbering patterns in text (1., 1.1, (a), i.) as nesting depth The parser maintains a scope stack to track our current position in the tree: ``` 1type Section = {2 number: string // e.g., "4.2"3 title: string // e.g., "Zero-rated supplies"4 content: ContentBlock[]5 references: Reference[]6 subsections: Section[] // recursively nested7} ``` How it works (high level): - Headings start new structural scopes (with flexible handling for inconsistent heading levels) - Numbered markers like "1.1" define nesting depth beneath the current scope - Lettered markers (a), (b) nest under the current numbered section - Roman numerals i., ii. nest under lettered items - A paragraph ending with : captures subsequent blocks as children This dual-signal approach reconstructs a consistent tree even when the underlying HTML is messy. ![VAT Notice HTML example](https://briefcase.so/marketing/blog/building-tax-aware-ai-inline-2.png) Example of raw HMRC VAT Notice HTML structure …is parsed into a hierarchy where a table can attach to the paragraph that introduces it: ``` 1{2 "number": "3",3 "title": "Birds and fish",4 "subsections": [5 {6 "number": "3.1",7 "title": "Birds",8 "content": [9 {10 "block_type": "paragraph",11 "text": "Most breeds of chicken are zero-rated, as are game birds and ostriches. Ornamental breeds of birds are standard-rated."12 },13 {14 "block_type": "paragraph",15 "text": "The following breeds of ducks, geese and turkeys are zero-rated:",16 "subparagraphs": [17 {18 "nested_blocks": [19 {20 "block_type": "table",21 "headers": ["Type of fowl", "Breed"],22 "rows": [23 ["Ducks", "Aylesbury, Campbell (Khaki Campbell), Indian Runner, Muscovy, Pekin and derivatives and crossbreeds of these"],24 ["Geese", "Brecon Buff, Chinese Commercial, Embdem, Roman, Toulouse and derivatives and crossbreeds of these"],25 ["Turkeys", "Beltsville White, British White, Broadbreasted White, Bronze (Broadbreasted Bronze), Norfolk Black and derivatives and crossbreeds of these"]26 ]27 }28 ]29 }30 ]31 }32 ]33 }34 ]35} ``` This hierarchy is critical for the next stage. ### Stage 3: Semantic Chunking Many RAG systems chunk by fixed character counts (for example, split every 500 characters with overlap). We took a different approach: chunk at semantic boundaries. VAT Notices already define the units humans reason with: sections and subsections. We chunk at the leaf section level, and prepend just enough parent context (notice title, section path) so each chunk is interpretable in isolation. This avoids splitting concepts mid-paragraph and reduces accidental mixing of unrelated rules. Each stored chunk includes: - the section text - its hierarchical path (for attribution and UI display) - stable identifiers (notice number, section number) - the source URL for citations We also remove boilerplate (feedback links, navigation, "your rights and obligations") to reduce retrieval noise. 05 ## Embeddings and Storage ### Vector Storage Schema Turbopuffer stores each chunk with filterable metadata: ``` 1export const schema = {2 // filterable3 notice_number: { filterable: true },4 section_number: { filterable: true },5 source_type: { filterable: true },6 7 // full-text searchable8 notice_title: { full_text_search: true },9 section_title: { full_text_search: true },10 hierarchical_path: { full_text_search: true },11 text: { full_text_search: true },12 13 // stored (for attribution), not indexed14 source_ref: {},15 source_url: {},16} ``` This enables hybrid queries: vector similarity search combined with filters like "only search within Notice 700" or keyword matching for specific terms. ### Visualising the Embedding Space The t-SNE visualisation below shows our 5,635 chunks projected into 2D, coloured by notice number: ![t-SNE embedding visualization](https://briefcase.so/marketing/blog/building-tax-aware-ai-inline-3.png) Semantically similar topics cluster together: food-related notices group in one region, and financial-services guidance clusters elsewhere. It's a useful sanity check that our chunking and embedding strategy preserves topical structure. 06 ## Agent Integration The retrieval function is the interface between our agents and the VAT guidance base. Query construction: For each invoice line item, we generate a short, standardised phrase that captures what was purchased (for example, "diesel fuel", "coffee capsules", "software subscription"). This is derived from the raw line-item text, but we strip noisy attributes like merchant names, locations, order IDs, and other incidental details that could otherwise bias retrieval. This one step materially improves retrieval quality: the query carries the semantic signal we care about, without dragging in irrelevant tokens that hurt precision. Retrieval pipeline: ![Query retrieval flow](https://briefcase.so/marketing/blog/building-tax-aware-ai-inline-4.png) Query retrieval flow diagram 1. Embed the canonical description with voyage-finance-2 2. Run an ANN search in Turbopuffer for top-K candidates (we over-fetch internally) 3. Truncate to fit the context budget (for example, ~14,000 characters / ~4,000 tokens) 4. Return the final top-K chunks with source URLs so the agent can cite them Example: for the query "diesel fuel", the system retrieves: - Fuel and power (VAT Notice 701/19) > 6 Oils > 6.2 Standard-rated supplies > 6.2.2 Road fuel - Fuel and power (VAT Notice 701/19) > 4 Gases > 4.4 Road fuel The agent can then make a VAT treatment decision backed by the retrieved guidance, with citations users can verify. We surface the retrieved sources in the UI so users can inspect the justification. ![VAT guidance sources in UI](https://briefcase.so/marketing/blog/building-tax-aware-ai-inline-5.png) Retrieved sources shown in the UI for user verification 07 ## Evaluation We evaluate the system at two levels: retrieval quality and end-to-end VAT classification accuracy. ### Retrieval evaluation We measure whether the system retrieves the correct VAT guidance using three metrics: - Content similarity score: We embed both the retrieved and expected passages, then compute cosine similarity. This measures semantic relevance: did we retrieve content that is actually about the right topic? - Source URL precision: We compare retrieved URLs against ground truth. If the correct guidance is Notice 701/1, section 3.2, did we retrieve that exact source? - Retrieval count score: Did we return the expected number of results? Too few indicates missing context; too many introduces noise and increases hallucination risk. ### End-to-end VAT classification evaluation Retrieval is only valuable if it improves agent decisions, so we also evaluate the full pipeline: - VAT rate accuracy: Does the agent select the correct VAT treatment? - Reasoning quality: Is the justification coherent and grounded in the retrieved guidance? - Legislation citation accuracy: Does the agent cite the correct HMRC notice and section for its decision? We maintain separate evaluation datasets for different invoice types, each with manually verified expected outcomes. 08 ## Lessons Learnt Semantic chunking beats fixed-size chunking for legal-style documents. Character-based splitting breaks mid-sentence and mixes unrelated concepts. Sections and subsections are the boundaries humans use, so they're the boundaries our retrieval system should use too. The trade-off is variable chunk size (our P95 is ~2,100 tokens), which forces careful context-budget management. Formatting overhead is real. We measured ~24% token overhead from markdown formatting. Dense paragraphs use fewer tokens than the same content formatted into lists and tables. We accepted the trade-off for readability; the hierarchy makes the context easier for the model (and users) to parse. HMRC guidance is critical for day-to-day classification. In practice, VAT Notices carried most of the decision-making signal for our use-cases; retrieving primary legislation was most useful for edge cases and audit trails rather than improving routine classification accuracy. Good datasets don't happen by accident. A robust parsing structure made everything downstream easier: better chunking, better evaluation, and faster iteration. Cross-references are valuable metadata. VAT Notices reference each other extensively ("see VAT Notice 700/1, section 4.2"). We extract and store these references, which sets us up for future graph-based retrieval and navigation. [ PreviousWhy build what you can buy? ](https://briefcase.so/blog/why-build-what-you-can-buy)[ NextOur culture ](https://briefcase.so/blog/our-culture) --- # Best Dext Alternatives for UK Accounting Firms (2026) > Canonical page: https://briefcase.so/blog/dext-alternative-uk-accounting-firms > Briefcase content index: https://briefcase.so/llms.txt Compare Dext alternatives for UK accounting firms. See how AI bookkeeping tools handle invoice capture, VAT coding, approvals and end-to-end automation. 21 February 2026 · 9 min read Dext (formerly Receipt Bank) has been a staple in UK accounting practices for years. It solved a real problem: getting invoice and receipt data out of paper and PDFs and into the accounting software without manual typing. For many firms, it was the first step toward automating bookkeeping. But the technology landscape has shifted significantly since Dext first launched. What counted as automation five years ago — scanning a receipt and extracting the total, date, and supplier — is now just one small piece of the puzzle. Practices that rely on Dext still spend substantial time reviewing extractions, correcting VAT codes, fixing nominal account coding, and handling everything that happens after data capture. This article looks at why firms are exploring alternatives, what the current options are, and what to consider if you are thinking about making a change. ## What Dext does well Credit where it is due. Dext built a solid product for document capture. The mobile app for photographing receipts works well. The email forwarding feature is convenient for clients who receive invoices digitally. The supplier database is extensive, which helps with recognition accuracy on common UK suppliers. And the Xero integration, while basic, is reliable. For firms that only need to capture data from invoices and receipts and push it to the ledger as draft transactions, Dext does the job. The problem is that most firms need more than that. ## Where Dext falls short ### VAT coding accuracy This is the most common complaint we hear from practices switching away from Dext. Dext extracts the VAT amount from an invoice reasonably well. But extracting the number is different from determining the correct VAT treatment. Is this standard-rated, reduced-rated, zero-rated, or exempt? Is it a reverse charge service from overseas? Is it a CIS transaction that needs a different treatment? Dext relies heavily on supplier-level rules, which means if a supplier provides both standard-rated and zero-rated goods, you need to manually check every invoice. For practices handling complex VAT scenarios across multiple clients, the correction overhead is significant. ### It stops at data capture Dext captures data from documents. That is where its job ends. But bookkeeping involves much more: bank reconciliation, working papers, prepayments, accruals, fixed assets, and financial close. If you use Dext, you still need separate tools or manual processes for everything that comes after invoice capture. This creates an odd workflow where you automate one part of the process (getting data from paper to the ledger) but still do everything else by hand. The time savings are real but limited. ### Per-client pricing at scale Dext charges per client. For a small practice with 10–20 clients, the cost is manageable. But as you scale to 50, 100, or 200 clients, the per-client model becomes expensive. Practices processing high volumes have told us their annual Dext bill can run into the tens of thousands — a significant overhead for what is essentially a data capture tool. ### Limited learning Dext gets better at recognising specific supplier formats over time, but it does not learn the contextual patterns that make a bookkeeper effective. A human bookkeeper knows that when Client A buys from Supplier X, it always goes to “Motor Expenses”, but when Client B buys from the same supplier, it goes to “Distribution Costs”. Dext does not make these contextual connections at the client level without manual rule setup. ## What AI-native alternatives offer The newer generation of bookkeeping tools uses large language models and AI agents rather than OCR with machine learning. The practical difference is significant. ### End-to-end bookkeeping, not just capture [Briefcase](https://briefcase.so/), for example, handles the full bookkeeping workflow: invoice capture, data extraction, VAT determination, chart of accounts coding, bank reconciliation, working papers, prepayments, accruals, and fixed assets. The AI does not just read the document — it does the bookkeeping. ### Contextual learning AI agents learn from your corrections at the client level. When you correct a VAT code or reclassify a transaction, the AI learns that pattern for that specific client. Over time, it needs fewer corrections and can handle more transactions autonomously. This is fundamentally different from setting up supplier rules — the learning is continuous and contextual. [Connolly Accountancy](https://briefcase.so/customers/connolly) switched from Dext to Briefcase and now has 65% of transactions auto-published without any human review, with 99% accuracy. Their team processes work four times faster than they did with their previous workflow. ### Autopilot publishing When the AI is confident in its output, it can publish directly to Xero or QuickBooks without human review. This is the step change that OCR tools cannot offer. Instead of reviewing every transaction, you only review the ones the AI flags as uncertain. For many firms, this reduces review volume by 50–70%. > Read more about how Autopilot works in our post on [introducing AI Autopilot](https://briefcase.so/blog/introducing-ai-autopilot). ## Comparing the alternatives If you are looking to move away from Dext, here are the main options and how they compare. ### Briefcase **Best for:** Practices that want to automate end-to-end bookkeeping, not just data capture. AI agents handle everything from invoice capture to financial close. **Key differences from Dext:** Full bookkeeping automation (not just capture), contextual AI that learns per client, Autopilot auto-publishing, integrated bank reconciliation, working papers, and VAT handling. [Wilson Partners](https://briefcase.so/customers/wilson-partners) achieved 97% field-level accuracy and 3x processing efficiency. **Integrations:** Xero and QuickBooks. ### AutoEntry (Sage) **Best for:** Practices already in the Sage ecosystem looking for a like-for-like Dext replacement at a lower price point. **Key differences from Dext:** Credit-based pricing (can be cheaper at lower volumes). Now tightly integrated with Sage. Accuracy is generally comparable to Dext, though some firms report it is slightly less reliable on complex documents. **Limitations:** Same fundamental limitations as Dext — it is a data capture tool, not end-to-end bookkeeping. Sage integration focus means less investment in Xero compatibility. ### Hubdoc (Xero) **Best for:** Practices that want basic document capture included with their Xero subscription (Hubdoc is included free with Xero). **Key differences from Dext:** Free with Xero. Good for fetching supplier documents automatically (utility bills, bank statements). Less capable on ad-hoc invoice extraction than Dext. **Limitations:** Limited extraction accuracy compared to dedicated tools. No learning or AI capabilities. Xero-only. **Want to see how Briefcase compares to Dext on your actual client invoices?** [Start free trial](https://app.briefcase.so/sign-up) ## Making the switch: what to expect Switching from Dext is simpler than most firms expect. Here is what the process actually looks like. ### Your data stays in Xero/QuickBooks All your historical transactions, supplier records, and chart of accounts live in your accounting software, not in Dext. When you connect a new tool to the same Xero or QuickBooks account, it has access to the same data. There is no export/import process needed. ### Redirect document uploads The main workflow change is redirecting where documents go. Instead of emailing invoices to your Dext address or uploading through the Dext app, you send them to the new tool. For client-facing workflows (where clients photograph receipts), this means updating the app they use. ### The AI learns fast AI-native tools like Briefcase learn from your existing ledger data in Xero or QuickBooks. They do not start from zero — they analyse your historical transactions to understand your coding patterns, supplier mappings, and VAT treatments from day one. Most firms see good accuracy within the first batch of invoices, with significant improvement over the first few weeks as the AI processes more documents and receives corrections. ### Run both tools in parallel initially There is no reason to make a hard switch. Many firms run both tools in parallel for 2–4 weeks, processing the same invoices through both to compare accuracy and workflow. This eliminates risk and gives your team time to adjust. Once you are confident in the new tool, cancel the old one. ## Frequently asked questions ### What is the best alternative to Dext for UK accountants? It depends on what you need. If you want full bookkeeping automation including VAT coding, bank reconciliation, and auto-publishing to Xero or QuickBooks, [Briefcase](https://briefcase.so/) is the most comprehensive option. If you want a like-for-like document capture replacement, AutoEntry or Hubdoc (free with Xero) are the closest alternatives. ### Can I migrate from Dext to another tool easily? Yes. Your historical data lives in Xero, QuickBooks, or Sage — not in Dext. Switching means connecting the new tool to the same accounting software and redirecting your document upload workflow. There is no data migration required. Most firms run both tools in parallel for a few weeks before fully switching. ### Why are accounting firms leaving Dext? Common reasons include: per-client costs adding up at scale, VAT coding still requiring heavy manual correction, the tool only handling data capture rather than end-to-end bookkeeping, and wanting AI that learns from corrections rather than requiring manual rule setup. Firms processing high volumes find the review overhead with Dext still significant. ### How does AI-agent bookkeeping differ from Dext? Dext uses OCR and machine learning to extract data fields from documents. You then review and correct each extraction before publishing. AI agents understand documents in context — they determine VAT treatment, map to the correct nominal accounts, learn from your corrections, and can auto-publish when confident. The result is less human review, higher accuracy over time, and end-to-end automation beyond just document capture. ## Getting started If you are evaluating Dext alternatives, the best test is to run a real comparison on your actual client data. [Start a free Briefcase trial](https://app.briefcase.so/sign-up), connect one Xero or QuickBooks client, and process a batch of invoices. Compare the accuracy, VAT handling, and workflow against what you get from Dext. For more context on how AI bookkeeping works, read our [comparison of AI bookkeeping tools for UK accountants](https://briefcase.so/blog/best-ai-bookkeeping-software-uk-accountants), our guide on [AI bookkeeping vs OCR](https://briefcase.so/blog/ai-bookkeeping-vs-ocr-accounting-firms), or our deep dive into [how AI agents work in accounting](https://briefcase.so/blog/ai-agents-accounting-how-they-work). If month-end close is eating into your time, see our guide to [automating the month-end close](https://briefcase.so/blog/month-end-close-automation-accounting-firms). **See what AI-native bookkeeping looks like. Free trial, no card required.** [Start free trial](https://app.briefcase.so/sign-up) ## Further reading - [Briefcase vs Silverfin: AI Working Papers Software Compared](https://briefcase.so/blog/briefcase-vs-silverfin-ai-working-papers) - [AI Working Papers Software: A Practical Guide for UK Accountants](https://briefcase.so/blog/ai-working-papers-software-uk-accountants) - [Bookkeeping Automation Software: What UK Accounting Firms Need in 2026](https://briefcase.so/blog/bookkeeping-automation-software-uk-accounting-firms) - [What is AI bookkeeping?](https://briefcase.so/glossary/ai-bookkeeping) - [What is an AI accounting agent?](https://briefcase.so/glossary/ai-accounting-agent) ## Ready to put your books on Autopilot? Join hundreds of accounting practices across the UK saving hours every week. [Start free trial](https://app.briefcase.so/sign-up) Two-week free trial Cancel anytime Xero & QuickBooks --- # Everyone codes > Canonical page: https://briefcase.so/blog/everyone-codes > Briefcase content index: https://briefcase.so/llms.txt At Briefcase, we are product-obsessed. Every team member provides customer support, everyone contributes to our product roadmap, and everyone, including our commercial people, codes. [All Posts](https://briefcase.so/blog) ![Everyone codes](https://briefcase.so/marketing/blog/everyone-codes.png) Engineering 7 May 20256 min read 01 ## Introduction At Briefcase, we are product-obsessed. That means we deeply care for our customers; every team member provides customer support, everyone contributes to our product roadmap, and, crucially, everyone, including our commercial people, codes. 02 ## It's never been easier for commercial people to ship Modern coding tools have radically reduced the barrier to contribute to the core codebase. Editors like Cursor or Windsurf don't just supercharge engineers, but also enable everyone, even people with no coding experience, to ship. Commercial people have an excellent understanding of the customer pain points, recurring themes in customer conversations and customer blockers. They, however, don't always have a technical background and may not have yet developed enough technical intuition on how feasible it is to address some of these findings, which typically results in wider conversations between commercial and technical people about feature requests, priorities and timelines. We believe that there are multiple areas where commercial people can just ship and this conversation can be significantly expedited: - Frontend changes - visual feedback loop is immediate and quickly validates the idea - Prompt engineering - domain experts can think about the problem from first principles and articulate it very well within the prompt - AI agent tool use - extending AI agents with custom business logic further enables addressing cases where prompt engineering falls short and is a perfect match for domain experts to tackle - Evaluation functions - commercial people are very well positioned to enrich datasets with customer edge cases or newly learned recurring patterns and then run evals on top of them ![Commercial team coding](https://briefcase.so/marketing/blog/everyone-codes-inline-1.png) 03 ## Shipping expedites learning and increases motivation The best way to learn is to do actual IC work, there's no substitute for making mistakes, seeing them reach production, and acting on them when customers report issues. Coding is the fastest way to close this feedback loop and, with the right tooling, it accelerates learning. Moreover, it delivers that rewarding feeling of solving a problem, especially when customer love comes in. We believe that getting rewarded for work well done is a prerequisite to a high performing company. Here are a few things that we do to help everyone get rewarded: - Recognising work both internally (of course we have a #wins channel) and externally (we have a direct communication channel with every customer which we also use to send and receive love) - Maintaining a peer group everyone can look up to - Blameless culture. When things go wrong, we jump on it and fix it asap. Optionally, if the issue was complex enough or requires next steps, we generate a post mortem with actions to take - And, importantly, having a culture where everyone ships We avoid: - Being scared to ship and delay progress - Restricting shipping to 'engineering team only' or having a concept of a 'code freeze' ![Team wins channel](https://briefcase.so/marketing/blog/everyone-codes-inline-2.png) 04 ## Coding builds comprehension that context can't We aim to be a high-comprehension company, not just a high-context one. You can't develop commercial intuition without attending sales calls, and you can't develop product intuition without writing code, especially in AI-native products, where what's possible is often driven bottom up and requires deeper understanding of available models and their capabilities. Technical hands-on work helps everyone to test the edges of the product and see it's limitations, which is necessary to build deeper product understanding where context sharing falls short. ![Product comprehension](https://briefcase.so/marketing/blog/everyone-codes-inline-3.png) 05 ## Coding creates alignment and removes process As team members build more and more comprehension of how the product works and the company vision, the need for planning, sync, retrospective, and similar meetings drops. They're a bug, not a feature. Alignment instead happens organically through IC work and by having a seat at the table when core decisions are made. We follow this simple process: - daily standup - prioritisation session roughly once a month, timed to when a project batch finishes No other process is needed. When there's a gap in commercial comprehension, we attend or watch sales calls. When there's a gap in product comprehension, we code. And then we code some more, because it's fun! ![Team alignment](https://briefcase.so/marketing/blog/everyone-codes-inline-4.png) 06 ## Useful setup to enable everyone to code AI code editor: This is a must-have, we use Cursor as we like the Tab feature in Cursor much more compared to Windsurf. Monorepo: One repo, the fewer programming languages the better, we use TypeScript everywhere. Fewer things to learn and set up! Tests & evals: Shipping with confidence means testing business logic (conventional tests) and LLM logic (evals). Low barrier to release to production: No staging environment. The default path is to merge straight to production, pull requests are the exception, not the rule. Everyone coding has helped us to solve problems faster, build team alignment and motivation more organically, have lean process and support our customers better which is what we think product obsessed teams should optimise for. 07 ## Join Us If you are excited by joining product first company that is serious about building, we are hiring Founding Product Engineers. Please apply to jan@briefcase.so [ PreviousBuilding a Vertical AI Agent ](https://briefcase.so/blog/building-a-vertical-ai-agent)[ NextOCR vs AI Bookkeeping: What Actually Changes When You Switch ](https://briefcase.so/blog/beyond-ocr-how-ai-is-transforming-bookkeeping) 01 ## Introduction At Briefcase, we are product-obsessed. That means we deeply care for our customers; every team member provides customer support, everyone contributes to our product roadmap, and, crucially, everyone, including our commercial people, codes. 02 ## It's never been easier for commercial people to ship Modern coding tools have radically reduced the barrier to contribute to the core codebase. Editors like Cursor or Windsurf don't just supercharge engineers, but also enable everyone, even people with no coding experience, to ship. Commercial people have an excellent understanding of the customer pain points, recurring themes in customer conversations and customer blockers. They, however, don't always have a technical background and may not have yet developed enough technical intuition on how feasible it is to address some of these findings, which typically results in wider conversations between commercial and technical people about feature requests, priorities and timelines. We believe that there are multiple areas where commercial people can just ship and this conversation can be significantly expedited: - Frontend changes - visual feedback loop is immediate and quickly validates the idea - Prompt engineering - domain experts can think about the problem from first principles and articulate it very well within the prompt - AI agent tool use - extending AI agents with custom business logic further enables addressing cases where prompt engineering falls short and is a perfect match for domain experts to tackle - Evaluation functions - commercial people are very well positioned to enrich datasets with customer edge cases or newly learned recurring patterns and then run evals on top of them ![Commercial team coding](https://briefcase.so/marketing/blog/everyone-codes-inline-1.png) 03 ## Shipping expedites learning and increases motivation The best way to learn is to do actual IC work, there's no substitute for making mistakes, seeing them reach production, and acting on them when customers report issues. Coding is the fastest way to close this feedback loop and, with the right tooling, it accelerates learning. Moreover, it delivers that rewarding feeling of solving a problem, especially when customer love comes in. We believe that getting rewarded for work well done is a prerequisite to a high performing company. Here are a few things that we do to help everyone get rewarded: - Recognising work both internally (of course we have a #wins channel) and externally (we have a direct communication channel with every customer which we also use to send and receive love) - Maintaining a peer group everyone can look up to - Blameless culture. When things go wrong, we jump on it and fix it asap. Optionally, if the issue was complex enough or requires next steps, we generate a post mortem with actions to take - And, importantly, having a culture where everyone ships We avoid: - Being scared to ship and delay progress - Restricting shipping to 'engineering team only' or having a concept of a 'code freeze' ![Team wins channel](https://briefcase.so/marketing/blog/everyone-codes-inline-2.png) 04 ## Coding builds comprehension that context can't We aim to be a high-comprehension company, not just a high-context one. You can't develop commercial intuition without attending sales calls, and you can't develop product intuition without writing code, especially in AI-native products, where what's possible is often driven bottom up and requires deeper understanding of available models and their capabilities. Technical hands-on work helps everyone to test the edges of the product and see it's limitations, which is necessary to build deeper product understanding where context sharing falls short. ![Product comprehension](https://briefcase.so/marketing/blog/everyone-codes-inline-3.png) 05 ## Coding creates alignment and removes process As team members build more and more comprehension of how the product works and the company vision, the need for planning, sync, retrospective, and similar meetings drops. They're a bug, not a feature. Alignment instead happens organically through IC work and by having a seat at the table when core decisions are made. We follow this simple process: - daily standup - prioritisation session roughly once a month, timed to when a project batch finishes No other process is needed. When there's a gap in commercial comprehension, we attend or watch sales calls. When there's a gap in product comprehension, we code. And then we code some more, because it's fun! ![Team alignment](https://briefcase.so/marketing/blog/everyone-codes-inline-4.png) 06 ## Useful setup to enable everyone to code AI code editor: This is a must-have, we use Cursor as we like the Tab feature in Cursor much more compared to Windsurf. Monorepo: One repo, the fewer programming languages the better, we use TypeScript everywhere. Fewer things to learn and set up! Tests & evals: Shipping with confidence means testing business logic (conventional tests) and LLM logic (evals). Low barrier to release to production: No staging environment. The default path is to merge straight to production, pull requests are the exception, not the rule. Everyone coding has helped us to solve problems faster, build team alignment and motivation more organically, have lean process and support our customers better which is what we think product obsessed teams should optimise for. 07 ## Join Us If you are excited by joining product first company that is serious about building, we are hiring Founding Product Engineers. Please apply to jan@briefcase.so [ PreviousBuilding a Vertical AI Agent ](https://briefcase.so/blog/building-a-vertical-ai-agent)[ NextOCR vs AI Bookkeeping: What Actually Changes When You Switch ](https://briefcase.so/blog/beyond-ocr-how-ai-is-transforming-bookkeeping) --- # First MTD for ITSA Quarterly Submission: A Practical Guide for Sole Traders and Landlords > Canonical page: https://briefcase.so/blog/first-mtd-itsa-quarterly-submission-guide > Briefcase content index: https://briefcase.so/llms.txt The first MTD for ITSA quarterly submission deadline is 7 August 2026. A practical guide to what to file, how to prepare, and what tools you actually need. 25 April 2026 · Updated 19 August 2026 · 9 min read MTD for ITSA is now live. As of 6 April 2026, sole traders and landlords with combined business and property income above £50,000 are inside the regime. The first quarterly deadline was 7 August 2026 and the next is 7 November 2026. If this is your first MTD submission, the rules are not as daunting as the noise around them suggests. The mechanics are simple. The trickier part is getting your records into a state where the submission becomes a five-minute job rather than a fortnight of catching up. This guide explains exactly what you need to file, when, and how to set yourself up so that every quarterly submission feels routine rather than stressful. ## The deadlines you actually need to remember MTD for ITSA has four standard cumulative update periods followed by a tax return: - **Q1: 6 April to 5 July 2026** — submit by 7 August 2026 - **Q2: 6 April to 5 October 2026** — submit by 7 November 2026 - **Q3: 6 April 2026 to 5 January 2027** — submit by 7 February 2027 - **Q4: 6 April 2026 to 5 April 2027** — submit by 7 May 2027 - **Tax return** — submit by 31 January 2028 The pattern repeats every tax year. Each quarterly update is cumulative from the start of the tax year. After the tax year, you make accounting and tax adjustments, add other income, claim reliefs and allowances, and submit the tax return. You can opt to use calendar quarters instead of fiscal quarters (so quarters end 30 June, 30 September, and so on). The deadlines are still one month and seven days after each period end. Pick whichever aligns with your existing record keeping. Most sole traders find calendar quarters easier because they map onto how they already think about months. ## What goes into a quarterly update A quarterly update is much simpler than a self-assessment return. It is a cumulative summary of business income and expenses from the start of the tax year, broken down by HMRC's standard categories. There are no balance sheet items, no accruals or prepayments, no capital allowances, and no adjustments at this stage. For a self-employed sole trader, you submit: - **Total income** received during the quarter (or earned during the quarter if you use the accruals basis) - **Allowable expenses** broken down by category: cost of goods, payments to subcontractors, wages and salaries, car/van/travel, rent/rates/power, repairs, accountancy/legal/professional, interest on bank/other loans, advertising, and other expenses For a landlord with property income, you submit: - **Rental income** received during the quarter - **Allowable property expenses** by category: rent paid, repairs and maintenance, agent and management fees, legal and professional, services such as cleaning or gardening, mortgage interest (which is reported separately for relief calculation), and other property expenses The figures are cumulative across the year, so each quarterly update sums to the position at quarter end rather than the activity in just that quarter alone. If you make corrections in a later quarter, the cumulative figures move accordingly. You do not need to make accounting or tax adjustments before sending a quarterly update. If you correct a digital record later, the next cumulative update reflects it. After the fourth update, you can resend that update before making tax adjustments and submitting the tax return. A quarterly update is not a mini tax return. ## What you need before the first submission You cannot submit a quarterly update without three things in place: 1. **Digital records.** All income and expenses must be recorded digitally. Paper receipts in a shoebox are no longer compliant. The records do not have to be in any particular software, but they must be digital and they must be linked to the submission tool. 2. **MTD-compatible software.** You need software that can submit directly to HMRC's MTD APIs. A list of approved software is published at gov.uk/guidance/find-software-thats-compatible-with-making-tax-digital-for-income-tax. Bridging spreadsheets are allowed if the spreadsheet has a digital link to MTD-compatible software. 3. **Sign-up with HMRC.** Even if you are mandated, you still need to formally enrol via your HMRC online account. If your accountant manages this, they will need MTD ITSA agent authorisation in place. Do not assume your existing self-assessment authorisation transfers automatically. If you have not done all three by mid-July 2026, the August deadline becomes uncomfortable. The good news is that bringing records up to date is the longest part. Once that is done, the actual submission takes minutes. ## How to get records ready in time If you have been keeping paper or spreadsheet-only records, the first quarter is the moment to switch. Three approaches work, with very different effort levels: ### 1\. Manual entry into MTD software You move to a tool like Xero, QuickBooks, FreeAgent, or Briefcase Ledger and enter every transaction yourself. This works for landlords with a handful of transactions per month, or sole traders with a simple business model. Expect to spend two to four hours catching up the first quarter, then 30 to 60 minutes per month going forward. ### 2\. Bank feeds and manual coding You connect your bank account to the software via Open Banking. Transactions appear automatically and you code each one to the right category. This is the standard approach used by most sole traders. The first quarter takes one to two hours of catch-up coding, then maybe 20 minutes per month thereafter. ### 3\. AI-driven automation You connect bank feeds and use AI to capture receipts, extract data, and code transactions automatically. You review and approve rather than type. [AI bookkeeping](https://briefcase.so/blog/ai-bookkeeping-vs-ocr-accounting-firms) tools handle the repetitive work and let you focus only on edge cases. The first quarter takes maybe 30 minutes including setup, then less than 10 minutes per month after that. For most sole traders earning over £50,000, the AI route is now the cheapest in time terms once you account for the hours saved. If your business has hundreds of transactions per quarter, manual entry simply does not scale. **Briefcase Ledger handles MTD for ITSA end-to-end. Bank feeds, receipt capture, AI categorisation, quarterly submissions, and the final declaration in one place.** [Start free trial](https://app.briefcase.so/sign-up) ## What the actual submission process looks like Once your records are in MTD-compatible software, the submission itself is straightforward. The flow is broadly the same across every approved tool: 1. **Reconcile the quarter.** Make sure every bank transaction has been coded to a category, every invoice has been recorded, and the bank balance in the software matches the bank statement. 2. **Review the summary.** The software produces a quarterly summary showing total income, total expenses, and the breakdown by category. Spot-check it against your gut feel for the quarter. Anything that looks off, investigate before submitting. 3. **Submit to HMRC.** One click sends the figures directly to HMRC via their API. You receive an acknowledgement reference. That is the submission done. 4. **Save the confirmation.** Keep a record of the submission and the figures filed, in case of any later query. If you spot an error after submitting, you do not need to file an immediate correction. You adjust in the next quarterly submission and the cumulative figures will reflect the change. Material errors that affect tax liability should be discussed with your accountant. ## Common mistakes to avoid in the first quarter The transition to MTD has produced a fairly predictable list of avoidable problems. These are the ones to watch: - **Leaving sign-up to the last week.** HMRC processing for MTD ITSA agent authorisation can take several days. If your accountant is doing the submission, get this sorted by the start of July at the latest. - **Mixing personal and business spending.** Every transaction in the business bank feed is going to be coded to a category. If your personal Amazon spend is going through the same account, you will spend the first quarter manually marking dozens of transactions as personal. Open a separate business account before April if you have not already. - **Treating each quarterly update as a final return.** The submission is a snapshot, not a tax return. Capital allowances, private use adjustments, and reliefs all happen at year-end. Spending hours trying to perfect the quarterly figures is wasted effort. - **Ignoring the digital link rule.** If you are using a spreadsheet alongside MTD software, the link between them must be digital. Manually retyping figures from one to the other is not compliant. Use formulas, CSV imports, or APIs. - **Forgetting about the tax return.** Quarterly updates do not replace the year-end tax return. You still need to submit it by 31 January after the tax year ends. Block out time for it. ## What happens if you miss the August 2026 deadline HMRC will not apply penalty points for late quarterly updates in the 2026 to 2027 tax year. You still need to send every quarterly update before you can submit your tax return, and penalty points still apply to a late tax return. After 2026 to 2027, a late quarterly update earns one point; reaching four points triggers a £200 penalty. Late payment of tax owed is treated separately. The rates and first-year grace period depend on the tax year, and late payment interest can also apply. We have written a detailed walkthrough in our [MTD for ITSA penalties guide](https://briefcase.so/blog/mtd-itsa-penalties-late-submission-guide). One missed quarter is not a disaster. Repeat lateness gets expensive quickly. The simplest way to avoid the issue entirely is to set up automated reminders, keep records up to date during the quarter, and submit a few days before the deadline rather than on the day itself. ## Where Briefcase Ledger fits in Briefcase Ledger is built specifically for MTD for ITSA. It is designed for sole traders and landlords who want to do as little manual work as possible to stay compliant. Bank feeds, receipt capture, AI categorisation, quarterly submissions, and the year-end final declaration all happen in one place. Practically, that means you connect your bank account, snap photos of receipts as you get them, and the AI does the categorisation. When the quarterly deadline rolls around, you review the summary and submit with one click. The same data flows through to the year-end declaration so there is no re-keying. Briefcase Ledger uses the same AI bookkeeping engine that runs the main Briefcase platform for accounting firms, just packaged for direct use by sole traders. If you already work with an accountant who uses Briefcase, your books and theirs are in sync automatically. ## Frequently asked questions ### When is the first MTD for ITSA quarterly submission due? For the first quarter of MTD for ITSA (6 April to 5 July 2026), the submission deadline is 7 August 2026. The same one-month-and-seven-days rule applies to every subsequent quarter. The remaining 2026 to 2027 deadlines are 7 November 2026, 7 February 2027, and 7 May 2027 for the final quarterly update. ### What information needs to be in a quarterly MTD for ITSA submission? Each quarterly update is a cumulative summary of business income and allowable expenses from the start of the tax year, broken down by HMRC's standard categories. It is not a tax return and does not require accounting or tax adjustments. Corrections can be included in a later cumulative update or, after the fourth update, by resending it before the tax return. ### What software do I need for MTD for ITSA? You need MTD-compatible software that can keep digital records and submit quarterly updates directly to HMRC. Bridging spreadsheets are allowed but only if the spreadsheet links to MTD-compatible software for submission. Most sole traders will use a single platform that does both digital record keeping and submission. Briefcase Ledger is purpose-built for MTD for ITSA, handling bookkeeping, quarterly updates, and the final declaration in one place. ### What happens if I miss the first MTD for ITSA submission? HMRC will not apply penalty points for late quarterly updates in the 2026 to 2027 tax year, but you still need to send every update before you can submit your tax return. Penalty points still apply to a late tax return, and late payment penalties and interest are separate. ## Further reading If you are working through MTD for ITSA, these guides cover related ground: - [MTD for ITSA 2026: A Practical Guide to Software and Compliance](https://briefcase.so/blog/mtd-for-itsa-2026-accounting-software-guide) - [MTD for ITSA Software Compared: What Sole Traders and Landlords Actually Need](https://briefcase.so/blog/mtd-itsa-software-compared-sole-traders-landlords) - [MTD for ITSA Penalties Explained: Points, Fines, and What Late Submission Costs](https://briefcase.so/blog/mtd-itsa-penalties-late-submission-guide) - [AI Agents for Accounting: How They Work and Why They Matter in 2026](https://briefcase.so/blog/ai-agents-accounting-how-they-work) ## Ready to put your books on Autopilot? Briefcase Ledger handles MTD for ITSA end-to-end for sole traders and landlords. [Start free trial](https://app.briefcase.so/sign-up) Two-week free trial Cancel anytime MTD compatible --- # How can you trust an AI to do your accounting? > Canonical page: https://briefcase.so/blog/how-can-you-trust-an-ai-to-do-your-accounting > Briefcase content index: https://briefcase.so/llms.txt LLMs are inherently probabilistic, so how can you trust them with deterministic accounting workflows? We cover self-reflection, explainability and auditability in AI. [All Posts](https://briefcase.so/blog) ![How can you trust an AI to do your accounting?](https://briefcase.so/marketing/blog/trust-ai.png) Insights 24 July 20245 min read 01 ## Introduction LLMs are inherently probabilistic, so how can you trust them with deterministic accounting workflows? In today's post, we cover self-reflection, explainability and audibility in AI — and why it's important for accounting. 02 ## A probabilistic system In the simplest terms, LLMs (Large Language Models; which form the foundation of most modern AI systems) work by predicting the next token in a sequence based on the set of preceding tokens. A token is a known item to AI vocabulary, analogous to a word in natural language vocabulary. In fact, a single word is often equal to a single token (long words are sometimes split into multiple tokens). The reality is much more complex (I'd recommend 3Blue1Brown's YT series on neural networks if you want to get into the details), but the key concept to understand is that LLMs produce a probability distribution of what happens next and choose the most likely token from this distribution, as opposed to calculating a single right answer. This means that you can ask AI the same question five times, and get five different results — especially with open-ended 'zero-shot' questions like "write me an essay on explainable AI in accounting". > “Today, we mostly use LLMs in zero-shot mode, prompting a model to generate final output token by token without revising its work. This is akin to asking someone to compose an essay from start to finish, typing straight through with no backspacing allowed, and expecting a high-quality result. Despite the difficulty, LLMs do amazingly well at this task!” > > deeplearning.ai Zero-shot prompting is the most common way to use AI today, but it creates an obvious problem when applied to deterministic tasks. Most accounting workflows are deterministic because, given sufficient context, there is a correct and incorrect answer. You don't want the AI to randomly stumble upon the wrong one. 03 ## Reaching a deterministic outcome Prompt engineering — specifically, not asking simple open-ended questions and being explicit on the type of response required — can go a long way to improving the reliability of AI responses. For example, in accounting, you might ask an AI to categorise a transaction and provide a list of 100 suitable ledger codes, specifying that the response must be one of the codes from the list. This narrows down the possible outputs from near infinite to one in 100. But how do you ensure the AI picked the right one? There are many different strategies to deploy, but the one we are going to focus on today is called reflection. ![AI reflection process](https://briefcase.so/marketing/blog/trust-ai-inline-1.png) Source: deeplearning.ai Reflection is a process where AI models critique their own outputs to improve accuracy. Instead of providing a final answer right away, the AI revisits its initial response and refines it first. If you use ChatGPT regularly, you likely do this yourself whenever you ask the AI to change its response or improve it in some way. Using AI agents, you can automate this process. In accounting, where precision is crucial, reflection ensures that AI doesn't just provide an answer but verifies its correctness. This is akin to an accountant double-checking their ledger entries. When an AI categorises a transaction, reflection prompts it to re-evaluate the choice, ensuring it adheres to accounting standards and the provided list of ledger codes, thereby minimising errors and increasing the reliability of the AI's decisions. Reflection also enhances the transparency and auditability of AI in accounting. By documenting its review process, the AI creates a clear trail of how it reached its decisions. This means auditors can easily follow the AI's steps, making it simpler to understand and trust the results. ![AI self-reflection in Briefcase app](https://briefcase.so/marketing/blog/trust-ai-inline-2.png) An example of AI self-reflection in our app Interested in seeing how self-reflection works in our AI-native accounting app? Click here to book a demo. [ PreviousWhat is an 'AI Agent' and what does it mean for accountants? ](https://briefcase.so/blog/what-is-an-ai-agent-and-what-does-it-mean-for-accountants)[ NextIntroducing 'Contextual Learning' in the world of AI Accounting ](https://briefcase.so/blog/introducing-contextual-learning-in-the-world-of-ai-accounting) 01 ## Introduction LLMs are inherently probabilistic, so how can you trust them with deterministic accounting workflows? In today's post, we cover self-reflection, explainability and audibility in AI — and why it's important for accounting. 02 ## A probabilistic system In the simplest terms, LLMs (Large Language Models; which form the foundation of most modern AI systems) work by predicting the next token in a sequence based on the set of preceding tokens. A token is a known item to AI vocabulary, analogous to a word in natural language vocabulary. In fact, a single word is often equal to a single token (long words are sometimes split into multiple tokens). The reality is much more complex (I'd recommend 3Blue1Brown's YT series on neural networks if you want to get into the details), but the key concept to understand is that LLMs produce a probability distribution of what happens next and choose the most likely token from this distribution, as opposed to calculating a single right answer. This means that you can ask AI the same question five times, and get five different results — especially with open-ended 'zero-shot' questions like "write me an essay on explainable AI in accounting". > “Today, we mostly use LLMs in zero-shot mode, prompting a model to generate final output token by token without revising its work. This is akin to asking someone to compose an essay from start to finish, typing straight through with no backspacing allowed, and expecting a high-quality result. Despite the difficulty, LLMs do amazingly well at this task!” > > deeplearning.ai Zero-shot prompting is the most common way to use AI today, but it creates an obvious problem when applied to deterministic tasks. Most accounting workflows are deterministic because, given sufficient context, there is a correct and incorrect answer. You don't want the AI to randomly stumble upon the wrong one. 03 ## Reaching a deterministic outcome Prompt engineering — specifically, not asking simple open-ended questions and being explicit on the type of response required — can go a long way to improving the reliability of AI responses. For example, in accounting, you might ask an AI to categorise a transaction and provide a list of 100 suitable ledger codes, specifying that the response must be one of the codes from the list. This narrows down the possible outputs from near infinite to one in 100. But how do you ensure the AI picked the right one? There are many different strategies to deploy, but the one we are going to focus on today is called reflection. ![AI reflection process](https://briefcase.so/marketing/blog/trust-ai-inline-1.png) Source: deeplearning.ai Reflection is a process where AI models critique their own outputs to improve accuracy. Instead of providing a final answer right away, the AI revisits its initial response and refines it first. If you use ChatGPT regularly, you likely do this yourself whenever you ask the AI to change its response or improve it in some way. Using AI agents, you can automate this process. In accounting, where precision is crucial, reflection ensures that AI doesn't just provide an answer but verifies its correctness. This is akin to an accountant double-checking their ledger entries. When an AI categorises a transaction, reflection prompts it to re-evaluate the choice, ensuring it adheres to accounting standards and the provided list of ledger codes, thereby minimising errors and increasing the reliability of the AI's decisions. Reflection also enhances the transparency and auditability of AI in accounting. By documenting its review process, the AI creates a clear trail of how it reached its decisions. This means auditors can easily follow the AI's steps, making it simpler to understand and trust the results. ![AI self-reflection in Briefcase app](https://briefcase.so/marketing/blog/trust-ai-inline-2.png) An example of AI self-reflection in our app Interested in seeing how self-reflection works in our AI-native accounting app? Click here to book a demo. [ PreviousWhat is an 'AI Agent' and what does it mean for accountants? ](https://briefcase.so/blog/what-is-an-ai-agent-and-what-does-it-mean-for-accountants)[ NextIntroducing 'Contextual Learning' in the world of AI Accounting ](https://briefcase.so/blog/introducing-contextual-learning-in-the-world-of-ai-accounting) --- # How will multimodal AI transform the accounting industry? > Canonical page: https://briefcase.so/blog/how-will-multimodal-ai-transform-the-accounting-industry > Briefcase content index: https://briefcase.so/llms.txt Recent AI advancements have introduced Gemini 1.5 and GPT-4o, highlighting multimodal capabilities as the new standard in AI. [All Posts](https://briefcase.so/blog) ![How will multimodal AI transform the accounting industry?](https://briefcase.so/marketing/blog/multimodal-ai.png) Insights 24 May 20244 min read 01 ## Multimodal is the new norm Recent AI advancements have made headlines with the introduction of Gemini 1.5 and GPT-4o. These updates highlight a significant trend: multimodal capabilities are becoming the new standard in AI. Gemini 1.5, Google's flagship AI foundation model, was released in February this year with two standout features: Multimodality across text and images, and a context window of over 1 million tokens. This allows the AI to complete some pretty impressive tasks, such as identifying a specific scene in a movie from a hand-drawn image. In the past two weeks, Google announced an update to Gemini 1.5 pro which will introduce audio as a new modality. Currently, audio needs to be transcribed into text (speech-to-text) for the AI to process it. However, when the new update goes public, Gemini will be able to process audio natively and concurrently alongside text and images. GPT-4o was released a couple of weeks ago by OpenAI with significant improvements in multimodal capability. First, GPT-4o will soon be able to process audio in addition to images and text (much like Gemini) and will have more efficient image-processing capabilities to better understand and generate responses based on visual inputs. More importantly, the AI also has better contextual understanding when dealing with multimodal inputs. For example, it can integrate and correlate information from text, images and audio to provide more coherent and contextually accurate responses. Oh, and the GPT-4o API is 50% cheaper than its predecessor, GPT-4. A cheaper API means cheaper AI products for everyone, which is welcome news. 02 ## What does this mean for accountants? "Multimodal" refers to AI's ability to handle multiple types of data simultaneously. Traditional AI models focus mainly on text, but real-world applications often need a mix of text and images (and sometimes even audio). This is especially true in the accounting industry. Think about the variety of data formats that get inputted into ledger software: Images, PDFs, and CSVs, just to name a few. More often than not, accountants are faced with a combination of the above, such as an email with an image attachment and text body saying, "This invoice has been paid". AI can now both analyse the image and read the accompanying text simultaneously in order to process the invoice appropriately. We believe the capability of multimodal AI will facilitate a step-change in efficiency for accountants utilising AI-native products. For example, rather than using OCR technology to scan a receipt, leaving a bookkeeper to review and post it manually, AI will read, understand, and process the receipt from start to finish. [ NextWhat is an 'AI Agent' and what does it mean for accountants? ](https://briefcase.so/blog/what-is-an-ai-agent-and-what-does-it-mean-for-accountants) 01 ## Multimodal is the new norm Recent AI advancements have made headlines with the introduction of Gemini 1.5 and GPT-4o. These updates highlight a significant trend: multimodal capabilities are becoming the new standard in AI. Gemini 1.5, Google's flagship AI foundation model, was released in February this year with two standout features: Multimodality across text and images, and a context window of over 1 million tokens. This allows the AI to complete some pretty impressive tasks, such as identifying a specific scene in a movie from a hand-drawn image. In the past two weeks, Google announced an update to Gemini 1.5 pro which will introduce audio as a new modality. Currently, audio needs to be transcribed into text (speech-to-text) for the AI to process it. However, when the new update goes public, Gemini will be able to process audio natively and concurrently alongside text and images. GPT-4o was released a couple of weeks ago by OpenAI with significant improvements in multimodal capability. First, GPT-4o will soon be able to process audio in addition to images and text (much like Gemini) and will have more efficient image-processing capabilities to better understand and generate responses based on visual inputs. More importantly, the AI also has better contextual understanding when dealing with multimodal inputs. For example, it can integrate and correlate information from text, images and audio to provide more coherent and contextually accurate responses. Oh, and the GPT-4o API is 50% cheaper than its predecessor, GPT-4. A cheaper API means cheaper AI products for everyone, which is welcome news. 02 ## What does this mean for accountants? "Multimodal" refers to AI's ability to handle multiple types of data simultaneously. Traditional AI models focus mainly on text, but real-world applications often need a mix of text and images (and sometimes even audio). This is especially true in the accounting industry. Think about the variety of data formats that get inputted into ledger software: Images, PDFs, and CSVs, just to name a few. More often than not, accountants are faced with a combination of the above, such as an email with an image attachment and text body saying, "This invoice has been paid". AI can now both analyse the image and read the accompanying text simultaneously in order to process the invoice appropriately. We believe the capability of multimodal AI will facilitate a step-change in efficiency for accountants utilising AI-native products. For example, rather than using OCR technology to scan a receipt, leaving a bookkeeper to review and post it manually, AI will read, understand, and process the receipt from start to finish. [ NextWhat is an 'AI Agent' and what does it mean for accountants? ](https://briefcase.so/blog/what-is-an-ai-agent-and-what-does-it-mean-for-accountants) --- # Interviewing at Briefcase > Canonical page: https://briefcase.so/blog/interviewing-at-briefcase > Briefcase content index: https://briefcase.so/llms.txt We hire only for individual contributor roles and evaluate a single criterion: is the person likely to raise the bar in at least one area? Here is what the engineering interview process looks like, start to finish. [All Posts](https://briefcase.so/blog) ![Interviewing at Briefcase](https://briefcase.so/marketing/blog/interviewing-at-briefcase.jpg) Engineering 9 September 20264 min read 01 ## Introduction At Briefcase we hire only for individual contributor roles: engineer and GTM. We have a single most important criteria that we evaluate: is the person likely to raise a bar in at least one area? We shape interview process to capture this signal. Here's what the engineering process looks like, start to finish. 02 ## Culture call (30 minutes, remote) A 30-minute video call with the hiring manager. We'll walk through your background and what drives you. We're looking for a track record of exceptional ability, serious ambition, and a good fit with how we work. You will smash it if: - you dream big and bold - you've consistently outperformed your peers at something - it doesn't have to be work; chess, maths olympiads, competitive programming and the like all count - you care about your craft and take pride in your work and your own development - you're a good person with strong values You don't need: - a lot of experience - a lot of knowledge If it goes well, we'll invite you to the onsite. 03 ## Onsite (3 hours) The onsite has two technical sessions followed by a conversation with Reuben, our CEO. ### Coding task (1 hour) We spend the first 10 minutes walking you through the product and our vision for it. Use this time: ask about the product, dig into the problems we're solving. For the remaining 45 minutes you'll work on a coding task in the language of your choice. It's a simplified version of a problem we solve day to day - not an abstract LeetCode puzzle. You can use any tools you like, including search engines and AI autocomplete like Cursor tab. The one restriction is no coding agents. We use agents heavily ourselves, but if you can't solve a simple problem unaided, we can't judge your technical competency. You'll smash it if you have solid coding fundamentals and can find your way around an unfamiliar domain quickly. ### System design (1 hour) A collaborative whiteboarding session with two Briefcase engineers. The task is a simplified version of a system we've actually built. It's domain-agnostic - you won't need any finance or accounting knowledge. You will smash it if: - you think systematically and break big problems into small, tractable parts - you're comfortable disambiguating a problem you've never seen before - you think holistically - about the product and the user, not just the technology There are no trick questions. Ask the interviewers anything you need to. We want to see how you solve problems, clarify requirements, and work with other people. ### Chat with Reuben (1 hour) Reuben will kick off with giving you more context on Briefcase, our founding story and where are we now. There the conversation will once again be about your background and motivations. Very similar to initial cultural call - you will do well if you are ambitious and there is hint or evidence that you will be able to raise a bar at Briefcase. If the onsite goes well, we move to the final stage. 04 ## References We'll ask for two references: - a peer you've worked with - a previous manager, mentor, CEO, or similar We hold a 15-minute conversation with each. If those go well, we make an offer. 05 ## Offer For high-intent candidates this can move fast - we've gone from first call to signed offer in under a week. Alongside the offer we'll give you detailed feedback on why we think you'll be a great fit at Briefcase. And then we celebrate 🎉 ## Open roles [ ### Founding Product Engineer LondonOnsite ](https://briefcase.so/careers/founding-product-engineer)[ ### Founding GTM LondonOnsite ](https://briefcase.so/careers/founding-gtm) [ PreviousMTD is a labour problem, not a software problem ](https://briefcase.so/blog/mtd-is-a-labour-problem) 01 ## Introduction At Briefcase we hire only for individual contributor roles: engineer and GTM. We have a single most important criteria that we evaluate: is the person likely to raise a bar in at least one area? We shape interview process to capture this signal. Here's what the engineering process looks like, start to finish. 02 ## Culture call (30 minutes, remote) A 30-minute video call with the hiring manager. We'll walk through your background and what drives you. We're looking for a track record of exceptional ability, serious ambition, and a good fit with how we work. You will smash it if: - you dream big and bold - you've consistently outperformed your peers at something - it doesn't have to be work; chess, maths olympiads, competitive programming and the like all count - you care about your craft and take pride in your work and your own development - you're a good person with strong values You don't need: - a lot of experience - a lot of knowledge If it goes well, we'll invite you to the onsite. 03 ## Onsite (3 hours) The onsite has two technical sessions followed by a conversation with Reuben, our CEO. ### Coding task (1 hour) We spend the first 10 minutes walking you through the product and our vision for it. Use this time: ask about the product, dig into the problems we're solving. For the remaining 45 minutes you'll work on a coding task in the language of your choice. It's a simplified version of a problem we solve day to day - not an abstract LeetCode puzzle. You can use any tools you like, including search engines and AI autocomplete like Cursor tab. The one restriction is no coding agents. We use agents heavily ourselves, but if you can't solve a simple problem unaided, we can't judge your technical competency. You'll smash it if you have solid coding fundamentals and can find your way around an unfamiliar domain quickly. ### System design (1 hour) A collaborative whiteboarding session with two Briefcase engineers. The task is a simplified version of a system we've actually built. It's domain-agnostic - you won't need any finance or accounting knowledge. You will smash it if: - you think systematically and break big problems into small, tractable parts - you're comfortable disambiguating a problem you've never seen before - you think holistically - about the product and the user, not just the technology There are no trick questions. Ask the interviewers anything you need to. We want to see how you solve problems, clarify requirements, and work with other people. ### Chat with Reuben (1 hour) Reuben will kick off with giving you more context on Briefcase, our founding story and where are we now. There the conversation will once again be about your background and motivations. Very similar to initial cultural call - you will do well if you are ambitious and there is hint or evidence that you will be able to raise a bar at Briefcase. If the onsite goes well, we move to the final stage. 04 ## References We'll ask for two references: - a peer you've worked with - a previous manager, mentor, CEO, or similar We hold a 15-minute conversation with each. If those go well, we make an offer. 05 ## Offer For high-intent candidates this can move fast - we've gone from first call to signed offer in under a week. Alongside the offer we'll give you detailed feedback on why we think you'll be a great fit at Briefcase. And then we celebrate 🎉 ## Open roles [ ### Founding Product Engineer LondonOnsite ](https://briefcase.so/careers/founding-product-engineer)[ ### Founding GTM LondonOnsite ](https://briefcase.so/careers/founding-gtm) [ PreviousMTD is a labour problem, not a software problem ](https://briefcase.so/blog/mtd-is-a-labour-problem) --- # Introducing AI Autopilot > Canonical page: https://briefcase.so/blog/introducing-ai-autopilot > Briefcase content index: https://briefcase.so/llms.txt Today, we're releasing our biggest feature yet: AI Autopilot. Autopilot evaluates uploaded transactions and determines whether they're safe to publish directly to ledgers. [All Posts](https://briefcase.so/blog) ![Introducing AI Autopilot](https://briefcase.so/marketing/blog/introducing-ai-autopilot.png) Insights 22 August 20255 min read 01 ## Introduction Today, we're releasing our biggest feature yet: AI Autopilot. Since starting Briefcase in 2024, our ambition has been to deliver end-to-end automation in the core bookkeeping and accounting workflows that frequently drain time and talent: from invoice capture to categorisation, VAT compliance and financial close. The need for this automation has never been greater. Client expectations are rising, margins are tight and firms are struggling to scale profitably. With our agentic platform, we've already delivered meaningful improvements, cutting invoice processing tasks down from average 60 seconds to 20 seconds. But the "last mile" has always required manual intervention. Until now. 02 ## What is AI Autopilot? AI Autopilot reviews every transaction uploaded into Briefcase and decides whether it can be published straight to the ledger or whether it needs your review. This means a large proportion of invoices and receipts can be autopublished, with no manual work required. Autopilot runs after all AI agents have finished their processing. It then applies a set of deterministic checks to decide which transactions are safe to publish. There's no need for manual training, configuration or supplier rules — and every decision can be easily audited in the product. 03 ## How does it work? Autopilot runs three verification checks before making a decision: 1. Document legibility 2. Document completeness 3. Historical consistency If any one of these checks fails, the transaction won't be autopublished. ![Verification check failed](https://briefcase.so/marketing/blog/introducing-ai-autopilot-inline-1.png) Example of a failed verification check If all three pass, it will be autopublished. ![All verification checks passed](https://briefcase.so/marketing/blog/introducing-ai-autopilot-inline-2.png) Example of all verification checks passing ### 1\. Document legibility The first test checks that the document is actually readable. Invoices and receipts can vary widely in quality — from sharp PDFs to faded scans and handwritten notes. If the content isn't clear or leaves room for ambiguity, it's not safe to rely on. To avoid mistakes, Briefcase extracts the data twice. If the results don't match, the transaction won't be autopublished. ### 2\. Document completeness The second test checks that all key data fields, such as the date, due date, reference, amount, account code and tax rate, are present. As part of this test, we also implement the following guardrails: - All line items must add up to invoice total. - Supplier must be existing supplier. - Document type must be invoice, receipt or credit note. If a required field is missing, or one of these guardrails fails, the transaction won't be autopublished. ### 3\. Historical consistency The final check confirms that the transaction is historically consistent with what you and your team have published in the past. AI Autopilot compares the document against historical transactions, checking that key fields such as the supplier, category, VAT rate, tracking codes and publish location are consistent. We require at least three consistent historical transactions before autopublishing. Older or edited transactions are weighted less, so the system prioritises your most recent and up-to-date behaviour. This approach means Autopilot continually adapts to your workflow over time. If you edit an autopublished transaction, similar ones will be less likely to be autopublished in future. If you consistently approve them without changes, Autopilot grows more confident publishing those automatically. 04 ## How can I try it? AI Autopilot is live today for all Briefcase users. Get in touch if you want to give it a go. [ PreviousOCR vs AI Bookkeeping: What Actually Changes When You Switch ](https://briefcase.so/blog/beyond-ocr-how-ai-is-transforming-bookkeeping)[ NextBuilding autopilot ](https://briefcase.so/blog/building-autopilot) 01 ## Introduction Today, we're releasing our biggest feature yet: AI Autopilot. Since starting Briefcase in 2024, our ambition has been to deliver end-to-end automation in the core bookkeeping and accounting workflows that frequently drain time and talent: from invoice capture to categorisation, VAT compliance and financial close. The need for this automation has never been greater. Client expectations are rising, margins are tight and firms are struggling to scale profitably. With our agentic platform, we've already delivered meaningful improvements, cutting invoice processing tasks down from average 60 seconds to 20 seconds. But the "last mile" has always required manual intervention. Until now. 02 ## What is AI Autopilot? AI Autopilot reviews every transaction uploaded into Briefcase and decides whether it can be published straight to the ledger or whether it needs your review. This means a large proportion of invoices and receipts can be autopublished, with no manual work required. Autopilot runs after all AI agents have finished their processing. It then applies a set of deterministic checks to decide which transactions are safe to publish. There's no need for manual training, configuration or supplier rules — and every decision can be easily audited in the product. 03 ## How does it work? Autopilot runs three verification checks before making a decision: 1. Document legibility 2. Document completeness 3. Historical consistency If any one of these checks fails, the transaction won't be autopublished. ![Verification check failed](https://briefcase.so/marketing/blog/introducing-ai-autopilot-inline-1.png) Example of a failed verification check If all three pass, it will be autopublished. ![All verification checks passed](https://briefcase.so/marketing/blog/introducing-ai-autopilot-inline-2.png) Example of all verification checks passing ### 1\. Document legibility The first test checks that the document is actually readable. Invoices and receipts can vary widely in quality — from sharp PDFs to faded scans and handwritten notes. If the content isn't clear or leaves room for ambiguity, it's not safe to rely on. To avoid mistakes, Briefcase extracts the data twice. If the results don't match, the transaction won't be autopublished. ### 2\. Document completeness The second test checks that all key data fields, such as the date, due date, reference, amount, account code and tax rate, are present. As part of this test, we also implement the following guardrails: - All line items must add up to invoice total. - Supplier must be existing supplier. - Document type must be invoice, receipt or credit note. If a required field is missing, or one of these guardrails fails, the transaction won't be autopublished. ### 3\. Historical consistency The final check confirms that the transaction is historically consistent with what you and your team have published in the past. AI Autopilot compares the document against historical transactions, checking that key fields such as the supplier, category, VAT rate, tracking codes and publish location are consistent. We require at least three consistent historical transactions before autopublishing. Older or edited transactions are weighted less, so the system prioritises your most recent and up-to-date behaviour. This approach means Autopilot continually adapts to your workflow over time. If you edit an autopublished transaction, similar ones will be less likely to be autopublished in future. If you consistently approve them without changes, Autopilot grows more confident publishing those automatically. 04 ## How can I try it? AI Autopilot is live today for all Briefcase users. Get in touch if you want to give it a go. [ PreviousOCR vs AI Bookkeeping: What Actually Changes When You Switch ](https://briefcase.so/blog/beyond-ocr-how-ai-is-transforming-bookkeeping)[ NextBuilding autopilot ](https://briefcase.so/blog/building-autopilot) --- # Introducing Briefcase Ledger > Canonical page: https://briefcase.so/blog/introducing-briefcase-one > Briefcase content index: https://briefcase.so/llms.txt From 6 April 2026, 864,000 sole traders must file quarterly digital updates with HMRC. Today we're launching Briefcase Ledger: a standalone MTD platform with automated reconciliation, document capture and direct HMRC submission. [All Posts](https://briefcase.so/blog) Briefcase Ledger Insights 30 March 20268 min read 01 ## Introducing Briefcase Ledger From 6 April 2026, the first 864,000 sole traders and landlords earning over £50,000 must file quarterly digital updates with HMRC, rising to nearly 3 million taxpayers by April 2028 as the threshold drops to £20,000. For accounting firms, that means going from one annual touchpoint per client to five mandatory submissions. Sources: [GOV.UK press release (Feb 2026)](https://www.gov.uk/government/news/act-now-864000-sole-traders-and-landlords-face-new-tax-rules-in-two-months), [ICAEW analysis of HMRC data](https://www.icaew.com/insights/tax-news/2025/aug-2025/up-to-3-million-individuals-may-need-to-comply-with-mtd). Today, we're launching Briefcase Ledger: a standalone MTD platform purpose-built for this shift. A full ledger with automated reconciliation, document capture and direct HMRC submission, powered by the same AI Autopilot that already processes millions of documents for accounting firms across the UK. We built it from first principles, based on market demand: automate the low-risk work, learn from every transaction, and make quarterly filing a scalable service line. 02 ## How Briefcase Ledger Works Briefcase Ledger covers the full cycle from client onboarding to HMRC submission. Here's the end-to-end workflow. ### Register a client Set up a new client in under a minute. Enter their name and National Insurance number, then add their income sources: sole trade, UK property, foreign property, or any combination. Multiple businesses per client, single licence. The platform automatically generates a chart of accounts mapped to HMRC submission categories for each business. Every account in the ledger knows exactly which box it feeds into at filing time. ### Connect the bank Link your client's bank account via open banking for a real-time transaction feed. Briefcase Ledger pulls in transactions automatically, no chasing clients for statements. Firms can also create bank accounts manually and upload statements directly. The platform extracts every transaction and assigns it to the right account. | Bank | Account | Ledger balance | Statement balance | Unreconciled | Status | | --- | --- | --- | --- | --- | --- | | wise | Dunder Mifflin Ltd 95261128 | £12,840.50 | £12,840.50 | 0 | Reconciled | ### Capture documents Clients can send documents in the way that suits them: Upload from WhatsAppEmailand Web For clients with multiple businesses, each document is routed to the right income source. Good data arrives without the firm having to ask for it. 03 ## Reconcile with AI Autopilot ### One workflow Traditionally, bank reconciliation and cash coding are two separate workflows. You go through the bank feed, match what you can against invoices, then cash code the rest. Briefcase Ledger combines this into a single workflow. One inbox, direct from the bank. Every bank transaction flows into one place. As transactions arrive, Autopilot simultaneously does two things: it looks for matching invoices and it suggests coding. There is no separate reconciliation step and no separate cash coding step. The firm sees every bank transaction with either a suggested match or a suggested category, ready to review. Briefcase learns what you usually cash code, and what would be reconciled to a document. Teams can now check for consistency and completeness of coding, alongside the bank reconciliation. | Date | Description | Amount | Contact | Category | Business | Tax rate | Document | | | --- | --- | --- | --- | --- | --- | --- | --- | --- | | 26/03/2026 | Stripe Payments UK Ltd | £2,948.78 | Stripe Payments UK Ltd | 200-FRA — Other Income | 14 Elmfield Road | No VAT | Ref: 8A2FC1... | Reconciled | | 25/03/2026 | Amazon Web Services | \-£412.30 | Amazon Web Services | 404-COM — Computer Costs | 14 Elmfield Road | 20% VAT | Ref: 470FC3... | Reconciled | | 24/03/2026 | Octopus Energy | \-£87.50 | Octopus Energy | 410-UTI — Light, Heat & Power | 14 Elmfield Road | 5% VAT | Ref: B91DA7... | Reconciled | ### Intelligent automation The workflow for teams at a document level is simple. When documents arrive, Autopilot reads them and extracts the supplier, line items, amounts, tax rates and account codes. It detects whether it's an invoice, receipt or credit note. It handles multi-page PDFs, foreign currencies and VAT validation against HMRC records. Before anything touches the ledger, Autopilot runs four verification checks on every transaction. AI Autopilot Legibility Completeness Consistency Match The first three, legibility, completeness and consistency, are the same checks that power AI Autopilot across all Briefcase integrations. Introduced [here](https://briefcase.so/blog/introducing-ai-autopilot). The fourth is new to Briefcase Ledger: match pairs the invoice against the corresponding bank transaction, so reconciliation happens automatically as part of the same workflow. If all four pass, the transaction is autopublished to the ledger. If the first three pass but no bank match is found, it publishes to accounts payable. If any of the first three fail, it stays in your inbox for review. ### The platform learns Every transaction the firm approves or corrects makes the next one more accurate. Briefcase Ledger builds a model of each client's suppliers, spending patterns and coding preferences, so quarter two is faster than quarter one. If you edit a transaction, similar ones are less likely to be autopublished in future. If you consistently approve them without changes, confidence grows. No manual training, no supplier rules. It adapts to your workflow over time. 💡 Firm takeaway: MTD Asset Every client instance gets smarter over time. The ledger learns from that client's own transaction history. Quarter one is setup. By quarter four the platform is doing the heavy lifting and the firm is reviewing exceptions. 04 ## Submit to HMRC When the quarter closes, Briefcase Ledger calculates submission totals directly from the general ledger. No re-keying, no export, no bridging spreadsheet. What's next Q1 for Bill Mifflin — 14 Elmfield Road You've completed 0 of 4 quarterly updates. Complete all quarters before moving to year-end close. Due: 7 Jul 2026 (99 days) - Quarterly updates: direct submission to HMRC for self-employment, UK property and foreign property income. - Year-end final declarations: one platform from Q1 through to final submission. - VAT returns: calculations built in, with direct submission coming soon. One platform, one client record, from first quarterly update to final declaration. 💡 Firm takeaway: MTD Scale Five submissions per client per year is a structural multiplier on workload. Briefcase Ledger absorbs it. Same team, more clients, better unit economics every quarter. 05 ## Built as a Ledger, Not a Workaround Briefcase Ledger isn't bridging software. It's a full double-entry digital ledger, meaning firms build a genuine asset with every client they onboard. Transaction history, supplier relationships and coding patterns accumulate over time. Because it's a real ledger, firms get real reporting: - Profit and loss: with comparison periods, expense breakdowns and trend analysis. - Balance sheet: point-in-time or year-over-year, with monthly trends. - General ledger journals: full drill-through from any report line to the underlying entries. 💡 Firm takeaway: MTD Opportunity A real ledger means real reporting. P&L, balance sheet, financial visibility across every client business. MTD stops being a compliance burden and becomes the reason firms offer advisory. 06 ## Where Do I Start? Briefcase Ledger is available in beta now, with pricing starting at £9 per client per month. Accounting firms can book a demo or start a 14-day free trial [here](https://briefcase.so/). Individual sole traders and landlords can also sign up directly. [ PreviousBuilding autonomous evaluation pipelines for retrieval ](https://briefcase.so/blog/building-autonomous-evaluation-pipelines-for-retrieval)[ NextMTD is a labour problem, not a software problem ](https://briefcase.so/blog/mtd-is-a-labour-problem) 01 ## Introducing Briefcase Ledger From 6 April 2026, the first 864,000 sole traders and landlords earning over £50,000 must file quarterly digital updates with HMRC, rising to nearly 3 million taxpayers by April 2028 as the threshold drops to £20,000. For accounting firms, that means going from one annual touchpoint per client to five mandatory submissions. Sources: [GOV.UK press release (Feb 2026)](https://www.gov.uk/government/news/act-now-864000-sole-traders-and-landlords-face-new-tax-rules-in-two-months), [ICAEW analysis of HMRC data](https://www.icaew.com/insights/tax-news/2025/aug-2025/up-to-3-million-individuals-may-need-to-comply-with-mtd). Today, we're launching Briefcase Ledger: a standalone MTD platform purpose-built for this shift. A full ledger with automated reconciliation, document capture and direct HMRC submission, powered by the same AI Autopilot that already processes millions of documents for accounting firms across the UK. We built it from first principles, based on market demand: automate the low-risk work, learn from every transaction, and make quarterly filing a scalable service line. 02 ## How Briefcase Ledger Works Briefcase Ledger covers the full cycle from client onboarding to HMRC submission. Here's the end-to-end workflow. ### Register a client Set up a new client in under a minute. Enter their name and National Insurance number, then add their income sources: sole trade, UK property, foreign property, or any combination. Multiple businesses per client, single licence. The platform automatically generates a chart of accounts mapped to HMRC submission categories for each business. Every account in the ledger knows exactly which box it feeds into at filing time. ### Connect the bank Link your client's bank account via open banking for a real-time transaction feed. Briefcase Ledger pulls in transactions automatically, no chasing clients for statements. Firms can also create bank accounts manually and upload statements directly. The platform extracts every transaction and assigns it to the right account. | Bank | Account | Ledger balance | Statement balance | Unreconciled | Status | | --- | --- | --- | --- | --- | --- | | wise | Dunder Mifflin Ltd 95261128 | £12,840.50 | £12,840.50 | 0 | Reconciled | ### Capture documents Clients can send documents in the way that suits them: Upload from WhatsAppEmailand Web For clients with multiple businesses, each document is routed to the right income source. Good data arrives without the firm having to ask for it. 03 ## Reconcile with AI Autopilot ### One workflow Traditionally, bank reconciliation and cash coding are two separate workflows. You go through the bank feed, match what you can against invoices, then cash code the rest. Briefcase Ledger combines this into a single workflow. One inbox, direct from the bank. Every bank transaction flows into one place. As transactions arrive, Autopilot simultaneously does two things: it looks for matching invoices and it suggests coding. There is no separate reconciliation step and no separate cash coding step. The firm sees every bank transaction with either a suggested match or a suggested category, ready to review. Briefcase learns what you usually cash code, and what would be reconciled to a document. Teams can now check for consistency and completeness of coding, alongside the bank reconciliation. | Date | Description | Amount | Contact | Category | Business | Tax rate | Document | | | --- | --- | --- | --- | --- | --- | --- | --- | --- | | 26/03/2026 | Stripe Payments UK Ltd | £2,948.78 | Stripe Payments UK Ltd | 200-FRA — Other Income | 14 Elmfield Road | No VAT | Ref: 8A2FC1... | Reconciled | | 25/03/2026 | Amazon Web Services | \-£412.30 | Amazon Web Services | 404-COM — Computer Costs | 14 Elmfield Road | 20% VAT | Ref: 470FC3... | Reconciled | | 24/03/2026 | Octopus Energy | \-£87.50 | Octopus Energy | 410-UTI — Light, Heat & Power | 14 Elmfield Road | 5% VAT | Ref: B91DA7... | Reconciled | ### Intelligent automation The workflow for teams at a document level is simple. When documents arrive, Autopilot reads them and extracts the supplier, line items, amounts, tax rates and account codes. It detects whether it's an invoice, receipt or credit note. It handles multi-page PDFs, foreign currencies and VAT validation against HMRC records. Before anything touches the ledger, Autopilot runs four verification checks on every transaction. AI Autopilot Legibility Completeness Consistency Match The first three, legibility, completeness and consistency, are the same checks that power AI Autopilot across all Briefcase integrations. Introduced [here](https://briefcase.so/blog/introducing-ai-autopilot). The fourth is new to Briefcase Ledger: match pairs the invoice against the corresponding bank transaction, so reconciliation happens automatically as part of the same workflow. If all four pass, the transaction is autopublished to the ledger. If the first three pass but no bank match is found, it publishes to accounts payable. If any of the first three fail, it stays in your inbox for review. ### The platform learns Every transaction the firm approves or corrects makes the next one more accurate. Briefcase Ledger builds a model of each client's suppliers, spending patterns and coding preferences, so quarter two is faster than quarter one. If you edit a transaction, similar ones are less likely to be autopublished in future. If you consistently approve them without changes, confidence grows. No manual training, no supplier rules. It adapts to your workflow over time. 💡 Firm takeaway: MTD Asset Every client instance gets smarter over time. The ledger learns from that client's own transaction history. Quarter one is setup. By quarter four the platform is doing the heavy lifting and the firm is reviewing exceptions. 04 ## Submit to HMRC When the quarter closes, Briefcase Ledger calculates submission totals directly from the general ledger. No re-keying, no export, no bridging spreadsheet. What's next Q1 for Bill Mifflin — 14 Elmfield Road You've completed 0 of 4 quarterly updates. Complete all quarters before moving to year-end close. Due: 7 Jul 2026 (99 days) - Quarterly updates: direct submission to HMRC for self-employment, UK property and foreign property income. - Year-end final declarations: one platform from Q1 through to final submission. - VAT returns: calculations built in, with direct submission coming soon. One platform, one client record, from first quarterly update to final declaration. 💡 Firm takeaway: MTD Scale Five submissions per client per year is a structural multiplier on workload. Briefcase Ledger absorbs it. Same team, more clients, better unit economics every quarter. 05 ## Built as a Ledger, Not a Workaround Briefcase Ledger isn't bridging software. It's a full double-entry digital ledger, meaning firms build a genuine asset with every client they onboard. Transaction history, supplier relationships and coding patterns accumulate over time. Because it's a real ledger, firms get real reporting: - Profit and loss: with comparison periods, expense breakdowns and trend analysis. - Balance sheet: point-in-time or year-over-year, with monthly trends. - General ledger journals: full drill-through from any report line to the underlying entries. 💡 Firm takeaway: MTD Opportunity A real ledger means real reporting. P&L, balance sheet, financial visibility across every client business. MTD stops being a compliance burden and becomes the reason firms offer advisory. 06 ## Where Do I Start? Briefcase Ledger is available in beta now, with pricing starting at £9 per client per month. Accounting firms can book a demo or start a 14-day free trial [here](https://briefcase.so/). Individual sole traders and landlords can also sign up directly. [ PreviousBuilding autonomous evaluation pipelines for retrieval ](https://briefcase.so/blog/building-autonomous-evaluation-pipelines-for-retrieval)[ NextMTD is a labour problem, not a software problem ](https://briefcase.so/blog/mtd-is-a-labour-problem) --- # Introducing 'Contextual Learning' in the world of AI Accounting > Canonical page: https://briefcase.so/blog/introducing-contextual-learning-in-the-world-of-ai-accounting > Briefcase content index: https://briefcase.so/llms.txt Generative AI offers substantial efficiency improvements, yet foundational models lack specific business knowledge. Contextual Learning provides the solution. [All Posts](https://briefcase.so/blog) ![Introducing 'Contextual Learning' in the world of AI Accounting](https://briefcase.so/marketing/blog/contextual-learning.png) Insights 12 August 202410 min read 01 ## Introduction Generative AI has the capability to deliver huge efficiency gains, but foundational models are trained on publicly available data and don't have the specific business knowledge that accountants need. This is a barrier to widespread AI adoption in accounting, where individual business context is crucial to understanding how to process transactions according to specific client needs. In this post, we explore the solutions available and introduce 'Contextual Learning' as our preferred approach. 02 ## Understanding the problem The current state-of-the-art accounting platforms rely on rule-based automation, which has fallen short of delivering significant productivity improvements in the last decade. Don't believe me? Check for yourself (or ask your accountant) what percentage of transactions you are autopublishing with Supplier Rules through Dext or how many transactions you are automatically processing using Bank Rules in Xero. In our user testing, the answer is normally in the single digits, around 7-9%. There are a few reasons why: - Set up: setting up supplier rules is a fully manual process that takes time. You have hundreds of clients, each with hundreds of suppliers, and you have to be careful not to accidentally set up the wrong rule for the wrong client or supplier. It's a (very large) minefield. - Maintenance: once a rule is set up, it will run indefinitely, come rain or shine, unless you manually change or delete it. This is a problem when circumstances change (e.g. a customer starts using the same supplier for a different service which should be posted to a different ledger code), resulting in incorrect posting. - and, the most important, Lacking Context: there are many vendors you can never set up rules for. Amazon is a great example — anything can be purchased through Amazon nowadays, so it's not good setting up a supplier rule to categorise all Amazon purchases as 'Books'. Other data points might also impact this decision, such as the transaction amount: if a £15,000 taxi receipt gets uploaded, you probably want this to be reviewed by a human before automatically pushing it to the ledger. GenAI is the antithesis of a rigid rule. With the right AI agent infrastructure, it can reason independently and adapt to different scenarios. It performs best when you feed it the necessary context, analogous to how a human accountant learns a client's preferences when delivering work for them. 03 ## The traditional way of (machine) learning Until recently, the way to make an AI context-aware was to train it on specific contextual data. In the case of traditional accounting OCR vendors, this means a labelled dataset of specific receipts/invoices you want the model to understand well. This approach has many challenges, one of which is that the model lacks up-to-date information; it only works on use cases similar to those provided in the training dataset, and it is not able to adapt to new situations, such as unusual formatting or some foreign currencies. In the case of new GenAI vendors, it meant fine-tuning a foundation model with accounting-specific data. This is very costly and time-consuming, and at the rate that generalised foundational models are improving, it is quickly becoming obsolete. 04 ## Steering LLMs in the right direction with Contextual Learning We believe the better approach is to use a generic model and feed it specific data. This allows you to benefit from the superior accuracy and reasoning capabilities of the newest and largest foundation models while also providing them with the context they need to complete tasks accurately. Since this is not learning in the traditional sense (i.e., not training a model), we call it 'Contextual Learning'. Another huge benefit of this approach is that it is fast and scalable. This is very important in accounting because every customer needs to be treated differently depending on the context, as we've mentioned previously: In our view, the key ingredient missing from current tooling is context. A crude example: if a coffee shop buys paint, it is probably for maintenance and repairs, but if a construction company buys paint, it is probably a cost of goods sold and should be categorised as such. LLMs are very good at digesting contextual data from multiple sources, understanding it semantically, and generating a reasonable response. The use case for categorisation is written in the stars (as long as you can get the 'contextual data from multiple sources' piece right: it is as much a data integration problem as an AI problem). As such, if you wanted to deploy traditional learning, you would have to create a bespoke fine-tuned model for every customer with similar capabilities to today's leading foundation models, which is not feasible due to the cost. Not to mention that it would take much longer to develop and would be rendered out of date as soon as OpenAI releases the next version of GPT. To be explicit, this also means that we do not share data across clients or practices when deploying our AI agents. Treating accounting as a big data problem and generalising across customers from different industries has been tried before, but it doesn't work because every customer receives different accounting treatment based on their specific circumstances. Bookkeepers and accountants often do this subconsciously — e.g. 'for this client, we only consider fixed assets above £250, but for that client, the threshold is £500'. Contextual Learning can be achieved for every customer at scale by building custom embeddings with your client-specific data. In practice, this means an embedding model is mapping the client data ('context') to a vector database to understand the semantic relationship between fields. In case I've lost you, here's an example… imagine the data in question is simply a collection of words and the task is to group the words into similar categories. Custom embedding would allow you to draw a multi-dimensional map of words that are similar to each other in semantic meaning. This means "dog" and "cat" would be closer together on the map than they are from the word "table". Now if the word you had to categorise was "chair", the model would be able to recognise to put in the "table" category, not the "dog" and "cat" category. ![Vector database visualization](https://briefcase.so/marketing/blog/contextual-learning-inline-1.png) Visual representation of vector database from Pinecone, with our edits superimposed in red text I'm making a few jumps here; but in bookkeeping, you could imagine the categories you are mapping to are ledger codes and the words are invoices. In practice, when a new invoice is received, we would retrieve similar labelled invoices from that client's vector database, and feed these into the foundation model to steer it in the right direction. There you have it. That's the playbook to go from 7-9% automation to 70-90% automation and 10X the productivity of an entire industry. 05 ## What's next? The same principles can be applied to other accounting workflows, such as management accounts (month-end), tax, and year-end accounts (working papers). In fact, by starting with bookkeeping, you can build a context-aware system that retains a high level of data enrichment and is, therefore, better placed to automate downstream accounting services. The challenge, which will form the core IP of our platform, is building a novel data platform that is able to ingest and disambiguate real-world client data and AI agents that can use this data to automate tasks with high accuracy and auditability. - Data platform: We will need to integrate with multiple data sources to enrich every transaction with the necessary context to process it accurately. This will include email integration, historical ledger transactions, bank feeds, internet searches, and more. Real-world data is often conflicting, and building a robust data pipeline that can resolve these conflicts will be a significant technical challenge. - AI agents: The infrastructure for agentic AI workflows is still in its early stages. As an emergent technology, we are positioned at the forefront of the AI application layer, working to deploy what could be this decade's most transformative technology in an incumbent-led industry that is ripe for disruption. Thank you for joining us on this journey. [ PreviousHow can you trust an AI to do your accounting? ](https://briefcase.so/blog/how-can-you-trust-an-ai-to-do-your-accounting)[ NextBuilding a Vertical AI Agent ](https://briefcase.so/blog/building-a-vertical-ai-agent) 01 ## Introduction Generative AI has the capability to deliver huge efficiency gains, but foundational models are trained on publicly available data and don't have the specific business knowledge that accountants need. This is a barrier to widespread AI adoption in accounting, where individual business context is crucial to understanding how to process transactions according to specific client needs. In this post, we explore the solutions available and introduce 'Contextual Learning' as our preferred approach. 02 ## Understanding the problem The current state-of-the-art accounting platforms rely on rule-based automation, which has fallen short of delivering significant productivity improvements in the last decade. Don't believe me? Check for yourself (or ask your accountant) what percentage of transactions you are autopublishing with Supplier Rules through Dext or how many transactions you are automatically processing using Bank Rules in Xero. In our user testing, the answer is normally in the single digits, around 7-9%. There are a few reasons why: - Set up: setting up supplier rules is a fully manual process that takes time. You have hundreds of clients, each with hundreds of suppliers, and you have to be careful not to accidentally set up the wrong rule for the wrong client or supplier. It's a (very large) minefield. - Maintenance: once a rule is set up, it will run indefinitely, come rain or shine, unless you manually change or delete it. This is a problem when circumstances change (e.g. a customer starts using the same supplier for a different service which should be posted to a different ledger code), resulting in incorrect posting. - and, the most important, Lacking Context: there are many vendors you can never set up rules for. Amazon is a great example — anything can be purchased through Amazon nowadays, so it's not good setting up a supplier rule to categorise all Amazon purchases as 'Books'. Other data points might also impact this decision, such as the transaction amount: if a £15,000 taxi receipt gets uploaded, you probably want this to be reviewed by a human before automatically pushing it to the ledger. GenAI is the antithesis of a rigid rule. With the right AI agent infrastructure, it can reason independently and adapt to different scenarios. It performs best when you feed it the necessary context, analogous to how a human accountant learns a client's preferences when delivering work for them. 03 ## The traditional way of (machine) learning Until recently, the way to make an AI context-aware was to train it on specific contextual data. In the case of traditional accounting OCR vendors, this means a labelled dataset of specific receipts/invoices you want the model to understand well. This approach has many challenges, one of which is that the model lacks up-to-date information; it only works on use cases similar to those provided in the training dataset, and it is not able to adapt to new situations, such as unusual formatting or some foreign currencies. In the case of new GenAI vendors, it meant fine-tuning a foundation model with accounting-specific data. This is very costly and time-consuming, and at the rate that generalised foundational models are improving, it is quickly becoming obsolete. 04 ## Steering LLMs in the right direction with Contextual Learning We believe the better approach is to use a generic model and feed it specific data. This allows you to benefit from the superior accuracy and reasoning capabilities of the newest and largest foundation models while also providing them with the context they need to complete tasks accurately. Since this is not learning in the traditional sense (i.e., not training a model), we call it 'Contextual Learning'. Another huge benefit of this approach is that it is fast and scalable. This is very important in accounting because every customer needs to be treated differently depending on the context, as we've mentioned previously: In our view, the key ingredient missing from current tooling is context. A crude example: if a coffee shop buys paint, it is probably for maintenance and repairs, but if a construction company buys paint, it is probably a cost of goods sold and should be categorised as such. LLMs are very good at digesting contextual data from multiple sources, understanding it semantically, and generating a reasonable response. The use case for categorisation is written in the stars (as long as you can get the 'contextual data from multiple sources' piece right: it is as much a data integration problem as an AI problem). As such, if you wanted to deploy traditional learning, you would have to create a bespoke fine-tuned model for every customer with similar capabilities to today's leading foundation models, which is not feasible due to the cost. Not to mention that it would take much longer to develop and would be rendered out of date as soon as OpenAI releases the next version of GPT. To be explicit, this also means that we do not share data across clients or practices when deploying our AI agents. Treating accounting as a big data problem and generalising across customers from different industries has been tried before, but it doesn't work because every customer receives different accounting treatment based on their specific circumstances. Bookkeepers and accountants often do this subconsciously — e.g. 'for this client, we only consider fixed assets above £250, but for that client, the threshold is £500'. Contextual Learning can be achieved for every customer at scale by building custom embeddings with your client-specific data. In practice, this means an embedding model is mapping the client data ('context') to a vector database to understand the semantic relationship between fields. In case I've lost you, here's an example… imagine the data in question is simply a collection of words and the task is to group the words into similar categories. Custom embedding would allow you to draw a multi-dimensional map of words that are similar to each other in semantic meaning. This means "dog" and "cat" would be closer together on the map than they are from the word "table". Now if the word you had to categorise was "chair", the model would be able to recognise to put in the "table" category, not the "dog" and "cat" category. ![Vector database visualization](https://briefcase.so/marketing/blog/contextual-learning-inline-1.png) Visual representation of vector database from Pinecone, with our edits superimposed in red text I'm making a few jumps here; but in bookkeeping, you could imagine the categories you are mapping to are ledger codes and the words are invoices. In practice, when a new invoice is received, we would retrieve similar labelled invoices from that client's vector database, and feed these into the foundation model to steer it in the right direction. There you have it. That's the playbook to go from 7-9% automation to 70-90% automation and 10X the productivity of an entire industry. 05 ## What's next? The same principles can be applied to other accounting workflows, such as management accounts (month-end), tax, and year-end accounts (working papers). In fact, by starting with bookkeeping, you can build a context-aware system that retains a high level of data enrichment and is, therefore, better placed to automate downstream accounting services. The challenge, which will form the core IP of our platform, is building a novel data platform that is able to ingest and disambiguate real-world client data and AI agents that can use this data to automate tasks with high accuracy and auditability. - Data platform: We will need to integrate with multiple data sources to enrich every transaction with the necessary context to process it accurately. This will include email integration, historical ledger transactions, bank feeds, internet searches, and more. Real-world data is often conflicting, and building a robust data pipeline that can resolve these conflicts will be a significant technical challenge. - AI agents: The infrastructure for agentic AI workflows is still in its early stages. As an emergent technology, we are positioned at the forefront of the AI application layer, working to deploy what could be this decade's most transformative technology in an incumbent-led industry that is ripe for disruption. Thank you for joining us on this journey. [ PreviousHow can you trust an AI to do your accounting? ](https://briefcase.so/blog/how-can-you-trust-an-ai-to-do-your-accounting)[ NextBuilding a Vertical AI Agent ](https://briefcase.so/blog/building-a-vertical-ai-agent) --- # Month-End Close Automation Software for UK Firms > Canonical page: https://briefcase.so/blog/month-end-close-automation-accounting-firms > Briefcase content index: https://briefcase.so/llms.txt Compare month-end close automation software for UK accounting firms, covering working papers, prepayments, fixed assets, bank reconciliation and VAT. 27 February 2026 · 9 min read The month-end close is the recurring bottleneck that defines capacity for most bookkeeping practices. It is the reason your team works late in the first week of every month, the reason client reporting is always delayed, and the reason you cannot take on more clients without hiring. It does not have to be this way. Most of the month-end close process is mechanical: posting outstanding transactions, running prepayment journals, depreciating assets, reconciling bank accounts, and checking the trial balance. These are tasks that follow patterns, and patterns are exactly what automation handles well. This guide walks through each component of the month-end close, explains what can be automated today, and provides practical steps for UK accounting firms using Xero or QuickBooks. ## Why the month-end close is still manual at most firms Before diving into solutions, it is worth understanding why automation has been slow to arrive for month-end specifically. The answer is that the close process is not a single task—it is a sequence of interdependent steps that span multiple systems and require judgement at several points. Transaction processing tools like Dext and AutoEntry handle the *input* side well: they get documents into your ledger. But the close process happens *after* transactions are posted. It involves reviewing what is already in the ledger, identifying what is missing, and making adjustments. That second-order thinking is harder to automate with traditional rule-based tools. The emergence of [AI agents in accounting](https://briefcase.so/blog/ai-agents-accounting-how-they-work) changes this equation. AI agents can reason about a client’s books as a whole, not just process individual documents. They can spot that an annual insurance premium needs a prepayment journal, or that a new laptop purchase should be capitalised, because they understand what the transactions mean in context. ## Breaking down the month-end close process A typical month-end close for a bookkeeping client involves these steps, roughly in order: 1. Process and post all outstanding purchase invoices and receipts 2. Process and post all outstanding sales invoices 3. Reconcile all bank accounts 4. Review and post prepayment release journals 5. Review and post accrual journals 6. Post fixed asset depreciation 7. Reconcile the VAT control account 8. Review the trial balance for unusual or unexpected balances 9. Prepare working papers for key balance sheet items 10. Produce management accounts Let us go through each one and look at where automation fits. ### 1\. Transaction processing This is the most mature area for automation. [AI-powered invoice processing](https://briefcase.so/blog/automate-invoice-processing-accounting-firms) can handle the bulk of purchase and sales transaction coding. The key for month-end is ensuring all documents are processed *before* you start the close. If you are still chasing clients for receipts on day five of the month, that is a process problem, not a technology one. Tools that offer WhatsApp or email submission make it easier for clients to send documents in real-time rather than in a monthly batch. ### 2\. Bank reconciliation Bank feeds in Xero and QuickBooks handle the data import, but matching transactions to invoices and explaining unreconciled items still takes time. AI agents can automate the matching by comparing amounts, dates, and references. They can also suggest coding for bank transactions that do not have a corresponding invoice, such as direct debits, subscriptions, and ad-hoc card payments. The goal is to start the close with bank reconciliation 90% complete. ### 3\. Prepayments and accruals This is where many firms lose the most time. Manually tracking which invoices cover future periods, calculating the monthly release amount, and posting the journals is tedious and error-prone. AI agents can detect prepayments at the point of invoice processing—when they see an annual insurance premium or a quarterly software subscription, they flag it, create the prepayment schedule, and post the release journals automatically each month. The same logic works for deferred revenue on the sales side and for accruals where a cost has been incurred but no invoice received. ### 4\. Fixed assets and depreciation Capital expenditure often gets missed until year-end. A laptop purchase coded to computer equipment might sit there without a depreciation schedule for months. AI agents can identify potential fixed assets at the point of posting based on the nominal code, amount, and description. They create the asset record, assign the appropriate depreciation method (straight-line is standard for most UK SMEs), and post monthly depreciation journals automatically. Briefcase recently launched [bulk fixed asset import](https://briefcase.so/changelog) so you can bring in existing asset registers via CSV and have depreciation tracked going forward. ### 5\. VAT reconciliation For UK firms, checking the VAT control account is a standard month-end step. The reconciliation should confirm that the VAT liability on the balance sheet matches the sum of VAT on posted transactions. [AI agents that understand UK VAT legislation](https://briefcase.so/blog/ai-bookkeeping-vs-ocr-accounting-firms) reduce the number of errors that reach this stage, but a systematic check is still good practice. Automated working papers can pull the VAT control account balance, compare it to the transaction-level VAT, and flag discrepancies. ### 6\. Trial balance review Reviewing the trial balance is inherently a human task—it requires judgement about what looks right for this particular client. However, automation can make the review faster by highlighting variances against prior months, flagging accounts with unusual movements, and presenting the data in a format that makes anomalies obvious. Working papers that show month-on-month comparisons with percentage changes are more useful than a raw trial balance. **Briefcase automates prepayments, fixed assets, depreciation, and working papers for your Xero and QuickBooks clients.** [Start free trial](https://app.briefcase.so/sign-up) ## Building an automated month-end workflow Automation is most effective when it is built into your regular workflow, not bolted on as a separate step at month-end. Here is a practical approach: ### Continuous processing throughout the month The biggest single improvement is shifting from batch processing to continuous processing. If transactions are coded and posted as they arrive rather than saved up for month-end, the close becomes a review exercise instead of a data entry marathon. AI agents that operate continuously mean that by the first of the month, most of your transactions are already posted, prepayment journals are up to date, and bank reconciliation is largely complete. ### Automated close checklists Every client should have a standardised close checklist. The specific items will vary, but the structure should be consistent. Automation tools can track which steps are complete, flag blockers (missing bank statements, un-reconciled items above a threshold), and give you a dashboard view of where each client stands in the close process. ### Working papers that build themselves Traditional working papers are created manually in Excel or Word, often from scratch each month. Automated working papers pull directly from the ledger, populate balance sheet schedules, calculate movements, and present them in a consistent format. The accountant’s role shifts from building the papers to reviewing them and adding commentary where needed. > The firms that close fastest treat month-end as a quality check, not a data processing exercise. If your process is working, the books should be substantially complete before you start the “close”. ## Practical time savings Firms that move to automated month-end close typically report these improvements: - **Transaction processing:** 80-90% reduction in manual data entry time. A client with 150 transactions per month that took 3-4 hours to process now takes 20-30 minutes of review. - **Prepayments and accruals:** From 30-60 minutes per client per month (manually tracking schedules, posting journals) to near-zero. The journals post automatically. - **Fixed assets:** Depreciation journals that used to be a year-end exercise now happen monthly with no additional effort. - **Bank reconciliation:** Matching time reduced by 60-70%. The remaining items are genuine queries rather than routine matching. - **Working papers:** From 1-2 hours of manual preparation to 15 minutes of review. For a typical client, total month-end close time drops from 6-10 hours to 1-2 hours. Multiply that across 30 or 40 clients and you are recovering 200+ hours per month for your team. ## Choosing the right tools The month-end close spans multiple functions, so you may need a combination of tools or a single platform that covers the full process. ### Single-platform approach Tools like Briefcase cover the full cycle from document capture through transaction posting, prepayments, fixed assets, and working papers. The advantage is that everything is connected: the AI agent that posts a transaction can also determine whether it needs a prepayment schedule or a fixed asset record, because it has context across the entire process. ### Multi-tool approach You can also combine specialised tools: Dext or AutoEntry for document capture, a separate fixed asset register, a spreadsheet for prepayment tracking, and your ledger’s built-in reporting for working papers. This works, but the handoff between systems creates gaps where errors creep in and manual effort is required. The choice depends on your firm’s size and existing commitments. If you are already heavily invested in a particular tool stack, incremental improvements may be more practical. If you are starting fresh or hitting capacity constraints, a single platform that handles the full close is more efficient. For a broader comparison of the available options, see our [guide to AI bookkeeping software for UK accountants](https://briefcase.so/blog/best-ai-bookkeeping-software-uk-accountants). ## Frequently asked questions ### How long should the month-end close take for a bookkeeping client? For a typical small business client with 50-200 transactions per month, a well-automated month-end close should take 1-2 hours of review time. Without automation, the same client often takes 4-8 hours. The bulk of the time saving comes from eliminating manual data entry, automating prepayment and accrual journals, and having bank reconciliation largely complete before you start the close process. ### What parts of the month-end close can be automated? Transaction coding and posting, bank reconciliation matching, prepayment and accrual release journals, fixed asset depreciation journals, VAT reconciliation checks, and working paper generation can all be automated. The parts that still require human review are unusual transactions, management account commentary, and client communication about variances or issues. ### Can I automate month-end close in Xero or QuickBooks? Xero and QuickBooks have limited built-in month-end automation. Xero offers lock dates and basic reporting, and QuickBooks has closing date restrictions. For proper automation of the close process, including prepayments, fixed assets, working papers, and review workflows, you need a dedicated tool that integrates with your ledger. AI-powered tools like Briefcase can handle most of the close process automatically and sync results back to Xero or QuickBooks. ### What is a month-end close checklist for accounting firms? A typical month-end close checklist includes: process all outstanding invoices and receipts, reconcile all bank accounts, review and post prepayment and accrual release journals, post fixed asset depreciation, reconcile VAT control accounts, review the trial balance for unusual balances, prepare working papers documenting key balances, and produce management accounts. Each step should have a clear owner and be tracked to completion. ## Getting started Start with your most time-consuming clients. Identify the ones where month-end takes the longest and look at where the time goes. Usually it is a combination of chasing documents, manual data entry, and spreadsheet-based prepayment tracking. Tackle those in order and measure the impact. If you want to see how AI agents handle the full month-end close for a real client, [start a free trial](https://app.briefcase.so/sign-up) and connect one of your Xero or QuickBooks clients. You will have a working comparison within a month. **Automate the month-end close for your bookkeeping clients. Try Briefcase free for two weeks.** [Start free trial](https://app.briefcase.so/sign-up) ## Further reading - [Briefcase vs Silverfin: AI Working Papers Software Compared](https://briefcase.so/blog/briefcase-vs-silverfin-ai-working-papers) - [AI Working Papers Software: A Practical Guide for UK Accountants](https://briefcase.so/blog/ai-working-papers-software-uk-accountants) - [Bookkeeping Automation Software: What UK Accounting Firms Need in 2026](https://briefcase.so/blog/bookkeeping-automation-software-uk-accounting-firms) - [What is AI bookkeeping?](https://briefcase.so/glossary/ai-bookkeeping) - [What is an AI accounting agent?](https://briefcase.so/glossary/ai-accounting-agent) ## Ready to put your books on Autopilot? Join hundreds of accounting practices across the UK saving hours every week. [Start free trial](https://app.briefcase.so/sign-up) Two-week free trial Cancel anytime Xero & QuickBooks --- # MTD for ITSA 2026: A Practical Guide to Software and Compliance for Accountants > Canonical page: https://briefcase.so/blog/mtd-for-itsa-2026-accounting-software-guide > Briefcase content index: https://briefcase.so/llms.txt MTD for ITSA is live from April 2026. Quarterly deadlines, compatible software options, penalty regime, and step-by-step preparation for UK accounting practices. Updated for 2026/27. 21 February 2026 · Updated 19 August 2026 · 10 min read Making Tax Digital for Income Tax Self Assessment (MTD for ITSA) is finally happening. After years of delays and revised timelines, the first phase goes live in April 2026. If you manage sole traders, freelancers, or landlords, this directly affects your practice. This guide covers what you need to know: the deadlines, who is affected, what the quarterly submission process looks like, what software you need, and how to prepare your practice for the additional workload without drowning in it. ## The timeline: who needs to comply and when MTD for ITSA is being rolled out in phases based on qualifying income (self-employment and/or property income, before expenses): - **April 2026:** Sole traders and landlords with qualifying income over £50,000 - **April 2027:** Threshold drops to £30,000 - **April 2028:** Threshold drops to £20,000 Partnerships are not included in the initial rollout. HMRC has indicated they will be brought in later, but no firm date has been set. For context, HMRC estimates that around 780,000 individuals fall into the first phase (£50,000+). By the time the £20,000 threshold kicks in, approximately 4.2 million taxpayers will be within scope. That is a lot of additional quarterly work for accounting practices. ## What MTD for ITSA actually requires The obligations are straightforward in concept, if not in practice: ### Digital record keeping All income and expense records must be maintained digitally using MTD-compatible software. This does not mean you need to go paperless — clients can still have paper invoices and receipts. But the records in your software must be the primary record, not a paper ledger or a spreadsheet (unless bridged through compliant software). ### Quarterly updates Four times a year, you must submit a summary of income and expenses to HMRC through your software. These are not tax returns — they are updates that give HMRC a running picture of the client’s tax position. The quarterly deadlines follow the tax year: - **Q1:** 6 April – 5 July, due by 7 August - **Q2:** 6 April – 5 October, due by 7 November - **Q3:** 6 April – 5 January, due by 7 February - **Q4:** 6 April – 5 April, due by 7 May ### Tax return After the tax year, you make any accounting and tax adjustments, add other income, claim reliefs and submit your tax return using compatible software. The return and any tax owed are due by 31 January following the tax year. ## The practical impact on your practice The shift from annual Self Assessment to quarterly MTD submissions changes the economics of managing sole trader and landlord clients. ### More touchpoints per client Instead of one annual engagement per client, you now have at least five filing touchpoints: four quarterly updates and one tax return. For a practice managing 200 sole trader clients, that is at least 1,000 submission events per year instead of 200. Even if each submission is quick, the scheduling, communication, and quality review overhead is substantial. ### Continuous bookkeeping becomes essential Many practices currently handle sole trader bookkeeping as an annual catch-up: the client drops off a bag of receipts in January, and you process a year’s worth of transactions before the Self Assessment deadline. MTD makes this unsustainable. Books need to be up to date at least quarterly, which means either clients keep their own records (unlikely for most) or your practice does ongoing bookkeeping throughout the year. ### Pricing needs to change If you currently charge a fixed annual fee for sole trader compliance, that fee needs to reflect the additional work. Four quarterly submissions plus year-end filings is fundamentally more work than a single annual return. Practices that do not reprice will absorb the additional cost and see margins erode. > The firms that will do well under MTD for ITSA are those that automate the bookkeeping and submission process, freeing up capacity to serve more clients without proportionally increasing headcount. ## Choosing MTD for ITSA software HMRC maintains a list of recognised MTD-compatible software. The key requirements are: - **Digital record keeping:** The software must store income and expense records digitally - **API submission:** It must connect to HMRC’s MTD API to submit quarterly updates - **Multi-source support:** For clients with both self-employment and property income, the software must handle multiple income sources ### Current options **Xero, QuickBooks, FreeAgent:** The major cloud accounting platforms are all MTD for ITSA compatible. If your sole trader clients already use one of these, the software side is sorted. The challenge is the bookkeeping volume — someone still needs to enter and categorise transactions four times a year. **Bridging software:** Some tools act as a bridge, letting you maintain records in spreadsheets and submit through the software. This works but adds a manual step and does not solve the underlying bookkeeping challenge. **Briefcase Ledger:** We are building Briefcase Ledger specifically for MTD for ITSA, launching March 2026. It handles end-to-end bookkeeping for sole traders and landlords: AI-powered transaction categorisation, automated VAT where applicable, quarterly submission to HMRC, and year-end filing. The goal is to make each quarterly submission take minutes, not hours. If you are interested in early access, [sign up for a trial](https://app.briefcase.so/sign-up). ### What to look for - **Automation of bookkeeping:** The quarterly submission itself is simple. The hard part is having the books up to date and accurate. Software that automates categorisation, VAT treatment, and bank reconciliation saves the most time. - **Multi-client management:** You need to manage quarterly deadlines across dozens or hundreds of clients. Look for a dashboard that shows submission status across your client base, with deadline tracking and completion status. - **Bank feed integration:** Automatic bank feeds reduce the need for clients to provide transaction data manually. The software should pull transactions from Open Banking and categorise them automatically. - **Bulk operations:** The ability to review and submit multiple clients efficiently, rather than one at a time. **Briefcase Ledger launches March 2026 — end-to-end MTD for ITSA with AI bookkeeping.** [Get early access](https://app.briefcase.so/sign-up) ## How to prepare your practice now If you have not started preparing for MTD for ITSA, here is a practical roadmap. ### 1\. Identify affected clients Review your client base and flag everyone with qualifying income above £50,000 from self-employment or property. These are your first-wave clients starting April 2026. Then identify those in the £30,000–50,000 range for the second wave, and £20,000–30,000 for the third. ### 2\. Communicate early Many sole traders and landlords are not aware of MTD for ITSA or assume it does not affect them. Proactive communication builds trust and gives you time to agree on the service model (and pricing) before the deadline arrives. ### 3\. Choose and test your software Do not wait until April. Set up your chosen MTD software now and test it with a handful of clients. Process a quarter’s worth of transactions, submit to HMRC’s sandbox environment if available, and identify any issues in your workflow before it matters. ### 4\. Build your quarterly workflow Map out how you will handle the quarterly cycle: how clients provide documents, how bookkeeping gets done, who reviews, who submits, how you track deadlines across clients. The practices that struggle will be those that try to figure this out on the fly. ### 5\. Reprice for the new reality Four quarterly engagements plus year-end is fundamentally different from one annual return. Review your pricing and communicate changes to clients. Most will understand — the service is genuinely more work. Frame it as improved compliance and real-time tax visibility, which are genuine benefits. ## The opportunity in MTD for ITSA It is easy to see MTD for ITSA as an unwelcome compliance burden. But for well-prepared practices, it is also an opportunity. **Recurring revenue.** Quarterly engagements create a more predictable revenue stream than annual compliance work. Clients who only contacted you once a year now interact four times a year, strengthening the relationship and creating opportunities for advisory work. **Competitive advantage.** Many practices are not ready. If you can offer a smooth, automated MTD for ITSA service while others are scrambling, you will attract clients who value competence and reliability. **Automation ROI.** The sheer volume of work MTD creates makes the return on investment for [bookkeeping automation](https://briefcase.so/blog/automate-invoice-processing-accounting-firms) compelling. A tool that saves 10 minutes per client per quarter across 200 clients saves over 130 hours per year — and the actual savings from AI-powered tools are typically much larger than that. ## Frequently asked questions ### When does MTD for ITSA start? MTD for ITSA phases in based on income. From April 2026, sole traders and landlords earning over £50,000 must comply. From April 2027, the threshold drops to £30,000. From April 2028, it drops to £20,000. Each phase requires MTD-compatible software for digital records and quarterly submissions to HMRC. ### What software do I need for MTD for ITSA? You need HMRC-recognised MTD-compatible software that can maintain digital records and submit quarterly updates via the MTD API. You will also need suitable software to submit your tax return after the tax year. Options include Xero, QuickBooks, FreeAgent, and Briefcase Ledger (launching March 2026). Spreadsheets can only be used where they are digitally linked to compatible software. ### What are the quarterly submission deadlines? For standard update periods, cumulative quarterly updates are due by 7 August, 7 November, 7 February, and 7 May. The tax return and any tax owed are due by 31 January after the tax year. ### How will MTD for ITSA affect accounting practices? It significantly increases the volume of work. Each affected client needs four quarterly submissions plus year-end filings instead of one annual return. This means continuous bookkeeping rather than annual catch-up, more client touchpoints, and updated pricing. AI-powered automation can help manage the increased volume — tools like [Briefcase](https://briefcase.so/) handle the bookkeeping so your team focuses on review and client service. ## Getting started MTD for ITSA is live for the first wave of clients. If you have not finished preparing, identify your affected clients, choose your software, and build your quarterly workflow now. For a detailed comparison of MTD software options for your clients, read our [guide to MTD software for sole traders and landlords](https://briefcase.so/blog/mtd-itsa-software-compared-sole-traders-landlords). To understand the new penalty regime and what late submissions actually cost, see our [guide to MTD penalties](https://briefcase.so/blog/mtd-itsa-penalties-late-submission-guide). If you want to automate the bookkeeping behind MTD for ITSA, [start a free Briefcase trial](https://app.briefcase.so/sign-up). [Briefcase Ledger](https://briefcase.so/) handles unlimited properties and sole trade income on a single licence, with AI agents that process transactions continuously so your clients are always ready to file. For more on how AI is changing bookkeeping workflows, read about [AI agents in accounting](https://briefcase.so/blog/ai-agents-accounting-how-they-work) or [month-end close automation](https://briefcase.so/blog/month-end-close-automation-accounting-firms). **Automate the bookkeeping behind MTD for ITSA. Start a free Briefcase trial.** [Start free trial](https://app.briefcase.so/sign-up) ## Further reading - [First MTD for ITSA Quarterly Submission: A Practical Guide](https://briefcase.so/blog/first-mtd-itsa-quarterly-submission-guide) - [MTD for ITSA Software Compared](https://briefcase.so/blog/mtd-itsa-software-compared-sole-traders-landlords) - [MTD for ITSA Penalties Explained](https://briefcase.so/blog/mtd-itsa-penalties-late-submission-guide) - [What is MTD for ITSA?](https://briefcase.so/glossary/mtd-for-itsa) - [Briefcase Ledger: MTD for ITSA software](https://briefcase.so/mtd-for-itsa) ## Ready to put your books on Autopilot? Join hundreds of accounting practices across the UK saving hours every week. [Start free trial](https://app.briefcase.so/sign-up) Two-week free trial Cancel anytime Xero & QuickBooks --- # MTD is a labour problem, not a software problem > Canonical page: https://briefcase.so/blog/mtd-is-a-labour-problem > Briefcase content index: https://briefcase.so/llms.txt Less than one third of the sole traders and landlords required to comply with MTD have signed up so far. The problem is not a lack of software. We believe it is something much more foundational: who is going to do the work? [All Posts](https://briefcase.so/blog) ![MTD is a labour problem, not a software problem](https://briefcase.so/marketing/blog/mtd-is-a-labour-problem.png) Insights 30 April 20267 min read 01 ## The conversation so far Less than one third of the sole traders and landlords required to comply with MTD have signed up so far. The problem isn't a lack of software. It isn't onboarding clients onto the software either. We believe it's something much more foundational: who's going to do the work? ### The conversation so far Tom Herbert wrote a piece for AccountingWEB to kick off this narrative: [MTD isn’t a software problem](https://www.accountingweb.co.uk/tech/tech-pulse/mtd-isnt-a-software-problem). The focus of the piece was less about the tools and more about a fundamental change in client interactions and how firms collect and process information. There are already 64 HMRC recognised softwares on the market. While onboarding can be a pain, it's already a solved problem. Signing up for software is a 5-minute job. Bank feeds and data capture solutions for sharing information have been around for decades. With MTD for VAT, we have seen the market move digital before. Whilst a shock at the time, we all got it done. So why does this time feel different? 02 ## Who's going to do the work? Businesses are looking for their accountant to absorb the quarterly workload at near-zero cost. Firms are looking for clients to make decisions about workload and take on habit changes without a deep desire for the outcomes on the other side. We need to solve the workload problem before effective change management can happen. Around 30% of the sole traders and landlords required to comply with MTD for ITSA in 26-27 have signed up. So the other two-thirds either don't know about it, know exactly what they need to do but are having trouble doing it, or they haven't committed to a plan yet. Our bet is the third option. Source: [Fewer than 3 in 10 register for HMRC’s Making Tax Digital shake-up](https://www.theregister.com/2026/04/10/mtd_hmrc/) This isn't because the process is difficult, or because onboarding onto software is seemingly difficult. We don't have a clear plan for who is going to do the extra work. Will businesses take on the workload? Should accounting firms absorb this as extra compliance work? And who is going to foot the bill? The workload is only going to go up too. Robyn Milstead has been advancing this conversation through [Accountants Therapy](https://www.accountingweb.co.uk/tax/hmrc-policy/what-are-accountants-saying-about-mtd-now), a community she co-founded with Tom Bickle that's become a genuine support network for practitioners navigating MTD. In her recent piece we heard: > “As we edge closer to the first MTD filing deadline on 7 August, a lot of us are looking at our workloads and wondering how on earth this scales next year.” > “The drop to the £30,000 threshold will bring in significantly more clients than we saw at £50,000. That's when this really becomes a volume issue. So a little bit of nerves around feeling like the real impact hasn't even hit yet is, in my opinion, justified.” > > Robyn Milstead > > Co-founder, Accountants Therapy 864,000 sole traders from April 2026. Nearly 3 million by April 2028 as the threshold drops. The first wave is the smallest wave. Once the workload problem is solved, getting clients set up on software will be much easier. 03 ## Good timing Making Tax Digital was conceived in 2015. The same year OpenAI was founded. When the policy was written, the technology to solve the labour problem it creates did not exist. There was no way to read a photo of a receipt reliably, understand VAT legislation, match it against a bank feed, and code it to the right account. Not without a human setting up rules and managing edge cases. That's changed. Multimodal reasoning models can now ingest data from different modes of input simultaneously. Text, images, legislation, bank data. They produce seemingly thought-through outcomes across all of it. A receipt photographed on a building site can be read, verified against VAT rules, matched to a bank transaction, and coded. Not in theory, this is happening on live MTD clients today. We have no choice but to allocate the extra workload to AI. Luckily and just in time, it is good enough to handle it. 04 ## Daily was always better Many AI-forward practices are experiencing the early-mover advantage. They're seeing MTD combined with reliable AI not as a compliance burden, but as a huge market opportunity. A chance to serve clients at a scale that was previously impossible. Quarterly isn't the problem. Bookkeeping is best done daily. Capture the receipt the day it's spent. Reconcile the transaction the day it clears. Code it while the context is fresh. You know this and obviously this has not been practical in the past. Thankfully, AI doesn't have the same limitations. This work has always needed doing. MTD doesn't create a new burden, it exposes an existing shortfall. So, the first questions are not which software vendor do I choose and how can I onboard my clients. Instead, we should be asking who is the AI partner to carry this workload? Only once that is answered will onboarding happen smoothly. With thanks to [Tom Herbert](https://www.accountingweb.co.uk/tech/tech-pulse/mtd-isnt-a-software-problem) and [Robyn Milstead at Accountants Therapy](https://www.accountingweb.co.uk/tax/hmrc-policy/what-are-accountants-saying-about-mtd-now) for advancing this conversation. [ PreviousIntroducing Briefcase Ledger ](https://briefcase.so/blog/introducing-briefcase-one)[ NextInterviewing at Briefcase ](https://briefcase.so/blog/interviewing-at-briefcase) 01 ## The conversation so far Less than one third of the sole traders and landlords required to comply with MTD have signed up so far. The problem isn't a lack of software. It isn't onboarding clients onto the software either. We believe it's something much more foundational: who's going to do the work? ### The conversation so far Tom Herbert wrote a piece for AccountingWEB to kick off this narrative: [MTD isn’t a software problem](https://www.accountingweb.co.uk/tech/tech-pulse/mtd-isnt-a-software-problem). The focus of the piece was less about the tools and more about a fundamental change in client interactions and how firms collect and process information. There are already 64 HMRC recognised softwares on the market. While onboarding can be a pain, it's already a solved problem. Signing up for software is a 5-minute job. Bank feeds and data capture solutions for sharing information have been around for decades. With MTD for VAT, we have seen the market move digital before. Whilst a shock at the time, we all got it done. So why does this time feel different? 02 ## Who's going to do the work? Businesses are looking for their accountant to absorb the quarterly workload at near-zero cost. Firms are looking for clients to make decisions about workload and take on habit changes without a deep desire for the outcomes on the other side. We need to solve the workload problem before effective change management can happen. Around 30% of the sole traders and landlords required to comply with MTD for ITSA in 26-27 have signed up. So the other two-thirds either don't know about it, know exactly what they need to do but are having trouble doing it, or they haven't committed to a plan yet. Our bet is the third option. Source: [Fewer than 3 in 10 register for HMRC’s Making Tax Digital shake-up](https://www.theregister.com/2026/04/10/mtd_hmrc/) This isn't because the process is difficult, or because onboarding onto software is seemingly difficult. We don't have a clear plan for who is going to do the extra work. Will businesses take on the workload? Should accounting firms absorb this as extra compliance work? And who is going to foot the bill? The workload is only going to go up too. Robyn Milstead has been advancing this conversation through [Accountants Therapy](https://www.accountingweb.co.uk/tax/hmrc-policy/what-are-accountants-saying-about-mtd-now), a community she co-founded with Tom Bickle that's become a genuine support network for practitioners navigating MTD. In her recent piece we heard: > “As we edge closer to the first MTD filing deadline on 7 August, a lot of us are looking at our workloads and wondering how on earth this scales next year.” > “The drop to the £30,000 threshold will bring in significantly more clients than we saw at £50,000. That's when this really becomes a volume issue. So a little bit of nerves around feeling like the real impact hasn't even hit yet is, in my opinion, justified.” > > Robyn Milstead > > Co-founder, Accountants Therapy 864,000 sole traders from April 2026. Nearly 3 million by April 2028 as the threshold drops. The first wave is the smallest wave. Once the workload problem is solved, getting clients set up on software will be much easier. 03 ## Good timing Making Tax Digital was conceived in 2015. The same year OpenAI was founded. When the policy was written, the technology to solve the labour problem it creates did not exist. There was no way to read a photo of a receipt reliably, understand VAT legislation, match it against a bank feed, and code it to the right account. Not without a human setting up rules and managing edge cases. That's changed. Multimodal reasoning models can now ingest data from different modes of input simultaneously. Text, images, legislation, bank data. They produce seemingly thought-through outcomes across all of it. A receipt photographed on a building site can be read, verified against VAT rules, matched to a bank transaction, and coded. Not in theory, this is happening on live MTD clients today. We have no choice but to allocate the extra workload to AI. Luckily and just in time, it is good enough to handle it. 04 ## Daily was always better Many AI-forward practices are experiencing the early-mover advantage. They're seeing MTD combined with reliable AI not as a compliance burden, but as a huge market opportunity. A chance to serve clients at a scale that was previously impossible. Quarterly isn't the problem. Bookkeeping is best done daily. Capture the receipt the day it's spent. Reconcile the transaction the day it clears. Code it while the context is fresh. You know this and obviously this has not been practical in the past. Thankfully, AI doesn't have the same limitations. This work has always needed doing. MTD doesn't create a new burden, it exposes an existing shortfall. So, the first questions are not which software vendor do I choose and how can I onboard my clients. Instead, we should be asking who is the AI partner to carry this workload? Only once that is answered will onboarding happen smoothly. With thanks to [Tom Herbert](https://www.accountingweb.co.uk/tech/tech-pulse/mtd-isnt-a-software-problem) and [Robyn Milstead at Accountants Therapy](https://www.accountingweb.co.uk/tax/hmrc-policy/what-are-accountants-saying-about-mtd-now) for advancing this conversation. [ PreviousIntroducing Briefcase Ledger ](https://briefcase.so/blog/introducing-briefcase-one)[ NextInterviewing at Briefcase ](https://briefcase.so/blog/interviewing-at-briefcase) --- # MTD for ITSA Penalties Explained: Points, Fines, and What Late Submission Actually Costs > Canonical page: https://briefcase.so/blog/mtd-itsa-penalties-late-submission-guide > Briefcase content index: https://briefcase.so/llms.txt A clear breakdown of the new MTD for ITSA penalty system. Worked examples showing how points accumulate, when fines kick in, and what late payment actually costs sole traders and landlords. 12 April 2026 · Updated 19 August 2026 · 10 min read Making Tax Digital for Income Tax Self Assessment went live on 6 April 2026 for sole traders and landlords earning over £50,000. With it came an entirely new penalty regime that replaces the old fixed-penalty model most people were used to. The new system is built on two separate tracks: a **points-based system for late submissions** and a **percentage-based system for late payments**. They operate independently. You can be penalised for one, the other, or both at the same time. This guide explains how both work, including the special rules for the 2026 to 2027 tax year. If you are an accountant managing dozens of clients through MTD, or a sole trader handling your own submissions, the mechanics are the same. ## The points-based penalty system for late submissions HMRC moved away from immediate fines for late filing. For tax years after 2026 to 2027, each late quarterly update adds one point to your record. Once you hit the threshold, you receive a £200 fixed penalty — and every subsequent late submission also triggers £200 until your record is clean. Late tax returns can earn points from 2026 to 2027. ### How points accumulate The penalty threshold depends on how often you are required to submit. For MTD for ITSA, the threshold is **4 points**. The sequence below applies after the 2026 to 2027 quarterly-update exemption: - **1st late submission:** 1 point. No fine. - **2nd late submission:** 2 points. No fine. - **3rd late submission:** 3 points. No fine. - **4th late submission:** 4 points. Threshold reached. **£200 penalty.** - **5th and every subsequent late submission:** **£200 penalty each time.** Those four late submissions do not need to be consecutive. If you miss Q1 in your first year, submit Q2 and Q3 on time, then miss Q4, you still have 2 points. The points accumulate over time, not within a single tax year. ### A worked example Take Sarah, a freelance marketing consultant earning £65,000. She is in the first wave of MTD for ITSA from April 2026. Her quarterly submission deadlines are: - **Q1** (6 Apr – 5 Jul): due 7 August 2026 - **Q2** (6 Apr – 5 Oct): due 7 November 2026 - **Q3** (6 Apr – 5 Jan): due 7 February 2027 - **Q4** (6 Apr – 5 Apr): due 7 May 2027 Sarah misses Q1 because she is still figuring out her software. HMRC does not apply a penalty point because quarterly-update points are suspended for the entire 2026 to 2027 tax year. She still needs to submit the missing update before she can file her tax return. From the 2027 to 2028 tax year, late quarterly updates can start adding points. If Sarah later reaches 4 points, she receives a £200 penalty. Each further missed deadline triggers another £200 until her points are removed. > The points system is designed to give occasional mistakes a pass while catching persistent non-compliance. But four late submissions out of eight (two years of quarterly filings) is not hard to reach if your process is not solid. ### The 2026/27 soft landing HMRC will not apply penalty points for late quarterly updates during the 2026 to 2027 tax year. This is stronger than points being recorded without fines: no quarterly-update points are added for that year. You still need to keep digital records and send every quarterly update before you can submit your tax return. Penalty points still apply if the tax return itself is late. ## How to reset your penalty points If you are below the 4-point threshold, HMRC normally removes each point 24 months after the missed deadline. If you reach the threshold, individual points do not expire on that timetable. At the threshold, all points are removed after you meet two conditions: submit on time for 12 months, and file any outstanding quarterly updates and tax returns from the previous 24 months. ## Late payment penalties: a different system entirely Late submission penalties are about whether you filed on time. Late payment penalties are about whether you paid on time. They are completely separate. The late payment regime does not use points. It goes straight to money. There are three tiers: - **Up to 30 days overdue in your first year:** no late payment penalty if you pay in full or agree a payment plan with HMRC. - **31 days or more overdue for 2026 to 2027 tax:** 3% of the amount owed at day 15, plus 3% of the amount still owed at day 30. - **From day 31:** a daily penalty at an annual rate of 10% applies to the outstanding balance, in addition to late payment interest. ### A worked example David is a landlord with three buy-to-let properties. He owes a balancing payment of £3,000 after submitting his tax return, due 31 January 2028. David does not pay until 15 March 2028 — 43 days late. Here is what he owes in penalties: - **Day 15 component:** 3% of £3,000 = **£90** - **Day 30 component:** 3% of £3,000 = **£90** - **Days 31–43 (13 days):** 10% per annum on £3,000 is roughly **£10.68** Total late payment penalty: approximately **£190.68** on top of the £3,000 he already owed. Late payment interest is charged separately, so the actual total will be higher. ## How the two penalty systems interact The submission and payment penalties run in parallel. You can be hit by both at once. Consider this scenario: For the 2026 to 2027 tax year, a late quarterly update does not create a point, but a late tax return can. Paying late is assessed separately and can create percentage-based penalties and interest even where no quarterly-update point applies. ## What the old system looked like Under the previous Self Assessment regime, the penalties were simpler but arguably less fair. Miss your filing deadline and you received an immediate £100 fine, regardless of whether it was your first offence or your fifth. Three months late added £10 per day for up to 90 days. Six months added the greater of £300 or 5% of the tax owed. Twelve months added another £300 or 5%. The points system is more forgiving of an occasional late submission, but persistent lateness becomes expensive once the threshold is reached. ## Practical steps to avoid penalties The easiest way to avoid the new penalty regime is to never be late. That sounds obvious, but MTD for ITSA creates four deadlines per year per client instead of one. For a practice with 200 affected clients, that is 800 quarterly deadlines to track annually. The margin for error is narrow. - **Automate the bookkeeping.** The biggest bottleneck in quarterly submissions is not the filing itself — it is getting the books up to date in time to file. If you are manually processing invoices and bank statements, four times per year becomes unworkable. Tools like [Briefcase Ledger](https://briefcase.so/) use AI agents to process transactions continuously, so your records are always ready when the deadline arrives. No quarter-end rush, no catch-up. Read more about [bookkeeping automation](https://briefcase.so/blog/bookkeeping-automation-software-uk-accounting-firms) options. - **Set deadline reminders early.** Do not aim for the deadline day. Aim for two weeks before. If Q2 is due 7 November, use an internal target in late October. This gives you a buffer for client delays and software issues. - **Triage your client list now.** Identify which clients are in the £50,000+ bracket for April 2026, which are £30,000+ for April 2027, and which are borderline. Knowing the phased rollout lets you stagger your preparation rather than trying to onboard everyone at once. - **Send every update.** The 2026 to 2027 exemption removes quarterly-update points, but it does not remove the filing requirement. Outstanding updates must be sent before the tax return. **[Briefcase Ledger](https://briefcase.so/) automates the bookkeeping behind MTD quarterly submissions. AI agents process invoices, receipts, and bank statements continuously — so your records are always up to date and ready to file. One licence covers unlimited rental properties and sole trade income.** [Start free trial](https://app.briefcase.so/sign-up) ## Frequently asked questions ### What happens if I miss an MTD for ITSA quarterly submission? HMRC will not apply penalty points for late quarterly updates in the 2026 to 2027 tax year, although you must still send every update before filing your tax return. For later tax years, a late quarterly update earns one point. At 4 points, HMRC issues a £200 penalty, and each further missed deadline triggers another £200 penalty. ### How much are MTD for ITSA late payment penalties? Late payment penalties are separate from submission points. For the 2026 to 2027 tax year, no penalty is charged if you pay or arrange a payment plan within 30 days. At 31 days, penalties are 3% of the tax owed at day 15 plus 3% at day 30, followed by a daily charge at an annual rate of 10%. Late payment interest can also apply. ### Is there a soft landing period for MTD for ITSA penalties? For the 2026 to 2027 tax year, HMRC will not apply penalty points for late quarterly updates. This is an exemption, not points being recorded without fines. Penalty points still apply to a late tax return for that year. ### How do I reset my MTD penalty points to zero? If you are below the 4-point threshold, each point is normally removed after 24 months. If you reach 4 points, all points are removed after you file on time for 12 months and submit any outstanding quarterly updates and tax returns from the previous 24 months. You can appeal a point or penalty if you disagree with HMRC's decision. ## Getting started The first MTD for ITSA quarterly deadline was 7 August 2026 and the next is 7 November 2026. If you have not set up your digital record-keeping and [chosen your MTD software](https://briefcase.so/blog/mtd-for-itsa-2026-accounting-software-guide), start now. The first-year quarterly-update exemption gives you room to establish the process, but the updates are still required. For a comparison of the software options available for MTD quarterly submissions, read our [guide to MTD software for sole traders and landlords](https://briefcase.so/blog/mtd-itsa-software-compared-sole-traders-landlords). For more on how Briefcase handles the bookkeeping behind MTD, including automated invoice processing and bank reconciliation, [start a free trial](https://app.briefcase.so/sign-up) or read about how [AI agents are transforming accounting workflows](https://briefcase.so/blog/ai-agents-accounting-how-they-work). **Stay ahead of MTD deadlines. Briefcase Ledger keeps your books up to date automatically — unlimited properties and sole trade income on one licence. [Compare MTD software options](https://briefcase.so/blog/mtd-itsa-software-compared-sole-traders-landlords) or start your free trial.** [Start free trial](https://app.briefcase.so/sign-up) ## Ready to put your books on Autopilot? Join hundreds of accounting practices across the UK saving hours every week. [Start free trial](https://app.briefcase.so/sign-up) Two-week free trial Cancel anytime Xero & QuickBooks --- # MTD for ITSA Software Compared: What Sole Traders and Landlords Actually Need in 2026 > Canonical page: https://briefcase.so/blog/mtd-itsa-software-compared-sole-traders-landlords > Briefcase content index: https://briefcase.so/llms.txt An honest comparison of MTD for ITSA software for UK sole traders and landlords. We compare Xero, QuickBooks, FreeAgent, Sage, Hammock, and Briefcase Ledger on features, pricing, and what each does well. 12 April 2026 · Updated 19 August 2026 · 11 min read MTD for ITSA is live. Since 6 April 2026, sole traders and landlords earning over £50,000 have been required to keep digital records and submit quarterly updates to HMRC using compatible software. The first quarterly deadline was 7 August 2026, and the next is 7 November 2026. If you have not chosen your software yet, you are not alone. HMRC lists over 30 compatible providers, and the differences between them are not always obvious from a features page. This guide cuts through the noise and compares the options that matter for UK sole traders and landlords, with honest assessments of what each does well and where they fall short. ## What MTD software actually needs to do Before comparing specific tools, it is worth being clear about the minimum requirements. HMRC-compatible MTD for ITSA software must: - **Maintain digital records** of income and expenses, either through manual entry, bank feeds, or receipt capture - **Submit quarterly updates** to HMRC via the MTD API (four cumulative updates per year) - **Submit a tax return after the tax year** using compatible software, due by 31 January Beyond compliance, the practical question is how much of your bookkeeping the software handles for you. Some tools are essentially digital ledgers where you type everything in. Others pull bank transactions automatically and categorise them. The gap in daily effort is significant. ## The major options compared ### FreeAgent **Best for:** Sole traders who bank with NatWest, RBS, or Mettle. FreeAgent is a full accounting platform that covers invoicing, expenses, bank reconciliation, VAT, and MTD quarterly submissions. It is mature, well-designed, and has been handling MTD for VAT since 2019, so the quarterly submission workflow is well-tested. The standout feature is the price: it is **completely free** if you hold a business account with NatWest, RBS, or Mettle. That means the full product — not a limited tier — at no cost. For sole traders in that banking group, it is hard to justify paying for anything else unless you have specific needs FreeAgent does not cover. The downsides: FreeAgent is designed for sole traders and small limited companies. If you are a landlord with multiple properties, the property-specific features are thin. There is no portfolio-level reporting or mortgage tracking. And if you do not bank with the NatWest group, the standard pricing (around £25/month) puts it in the same bracket as competitors with broader features. ### Xero **Best for:** Sole traders whose accountant already uses Xero, or those who want the widest range of integrations. Xero is the most widely used cloud accounting platform among UK accountants. If your accountant is managing your MTD submissions, there is a good chance they are already on Xero. The app marketplace is enormous — hundreds of add-ons for everything from receipt capture to inventory management. For MTD for ITSA, Xero supports quarterly submissions, bank feeds from most UK banks, and automatic transaction categorisation that improves over time as you correct its suggestions. The mobile app is solid for capturing receipts on the go. The downsides: Xero is not cheap. The Starter plan (£15/month) limits you to 20 invoices and 5 bank reconciliation transactions per month — too restrictive for most sole traders. The Standard plan (£30/month) removes those limits. If you are a sole trader with simple needs, you are paying a premium for features you may not use. Xero is also not purpose-built for property income, so landlords may find it overly generic. ### QuickBooks **Best for:** Sole traders who want a balance of features and price, or who sell products alongside services. QuickBooks has strong MTD support and a well-designed interface. It handles bank feeds, invoicing, expenses, mileage tracking, and quarterly submissions. The Self-Employed plan starts at around £10/month, making it one of the more affordable paid options. QuickBooks is particularly strong if you sell physical products — the inventory and purchase order features are more developed than most competitors at this price point. The tax estimates feature, which projects your tax liability based on current-year income, is genuinely useful for quarterly cashflow planning. The downsides: the integration ecosystem is smaller than Xero's, which matters if you rely on niche tools. Bank feed connections can be less reliable than Xero or FreeAgent in the UK market specifically. And like Xero, landlord-specific features are limited. ### Sage Accounting **Best for:** Sole traders who want a free or very low-cost option and do not bank with NatWest group. Sage offers a free tier for sole traders that includes basic bookkeeping, one bank feed connection, receipt capture, and MTD quarterly submissions. It is genuinely free — not a time-limited trial — and covers the MTD compliance basics. The paid tier (around £12/month) adds quotes, invoicing, and cashflow forecasting. Sage has been in UK accounting for decades, so the tax categorisation and VAT handling are well-tuned for British tax rules. The downsides: the free tier is limited to one bank account, which is a problem if your business income comes from multiple sources. The interface feels less polished than FreeAgent or Xero. And Sage's strength in the UK market is more on the practice/enterprise side — the sole trader product sometimes feels like an afterthought compared to their flagship offerings. ### Hammock **Best for:** Landlords with multiple properties. Hammock is built specifically for property landlords and was one of the first HMRC-recognised providers for MTD for ITSA. Everything in the platform is designed around rental income: property-level profit and loss, mortgage interest tracking, tenant management, Section 24 tax relief calculations, and portfolio analysis. If you own three or more rental properties, Hammock understands your world in a way that general accounting software does not. The quarterly submissions pull directly from your property records, and the reporting gives you a clear view of each property's financial performance. The downsides: Hammock is not suitable if you have significant non-property self-employment income alongside your rental income. It is a specialist tool. If you are a sole trader who also has a buy-to-let, you would need Hammock plus a separate tool for the self-employment side, which adds complexity and cost. Pricing starts around £8/month per property, which adds up with a larger portfolio. ### Briefcase Ledger **Best for:** Sole traders and landlords who want their bookkeeping done for them, not just recorded. [Briefcase Ledger](https://briefcase.so/) is a fundamentally different kind of MTD software. Where the tools above are digital ledgers that help you do your own bookkeeping, Briefcase Ledger uses AI agents to actually do the bookkeeping. It is built on the same engine that handles bookkeeping automation for hundreds of UK accounting firms — the same technology, now available directly to sole traders and landlords. Upload a photo of a receipt, forward an invoice by email, or connect your bank feed, and the AI extracts the data, categorises the transaction, determines the correct VAT treatment, and prepares everything for your quarterly submission. It does not use simple keyword rules or bank feed matching — it understands the context of your business and learns from your ledger over time. For landlords, Briefcase Ledger is particularly strong. A single licence covers **unlimited rental properties and sole trade income** — there is no per-property pricing like Hammock. Whether you have one buy-to-let or fifteen, plus freelance income on the side, it is all handled under one roof with one subscription. Briefcase Ledger works for sole traders managing their own books, for landlords with any size portfolio, and for businesses whose accountant manages their MTD submissions. It is available direct — you do not need an accountant to use it, though many accountants are adopting it for their clients too. The downsides: Briefcase Ledger launched in March 2026, so it is the newest entrant on this list. If you value a long track record over capability, the more established platforms have years of MTD for VAT experience. The AI-powered approach also means there is a short learning period as it adapts to your specific business — the first week or two require a bit more review before the system has built confidence in your patterns. **Want to see how Briefcase Ledger handles MTD for ITSA? Start a free trial and connect your first income source.** [Start free trial](https://app.briefcase.so/sign-up) ## Choosing by your situation ### If you are a sole trader with simple income One income source, straightforward expenses, no employees. If you want free, **FreeAgent** (NatWest/RBS/Mettle customers) or **Sage free tier** will cover the basics. If you want the bookkeeping actually done for you rather than just recorded, **[Briefcase Ledger](https://briefcase.so/)** is the strongest option — the AI handles categorisation and VAT so you spend minutes per quarter, not hours. ### If you are a sole trader with complex income Multiple clients, project-based billing, business expenses across categories, possibly some product sales. This is where AI-powered tools shine. **[Briefcase Ledger](https://briefcase.so/)** handles the complexity automatically — new suppliers, mixed VAT rates, different expense categories — without requiring you to set up rules. **Xero Standard** or **QuickBooks** are solid alternatives if you prefer a traditional approach, especially if your accountant is already on one of those platforms. ### If you are a landlord with one or two properties **[Briefcase Ledger](https://briefcase.so/)** covers unlimited properties on a single licence alongside any sole trade income, making it the most cost-effective option for landlords who also freelance or run a side business. **FreeAgent**, **QuickBooks**, or **Sage** will also handle the basics. You do not need specialist landlord software for a small portfolio. ### If you are a landlord with three or more properties **[Briefcase Ledger](https://briefcase.so/)** handles unlimited properties on one licence with AI-powered categorisation across your entire portfolio — no per-property pricing. **Hammock** is an alternative if you specifically need property-level P&L reporting and mortgage tracking, but its per-property pricing adds up and it cannot handle self-employment income alongside rental income. If you have both, Briefcase Ledger covers everything in one place. ### If your accountant manages your MTD submissions Ask your accountant what platform they use. If they use [Briefcase](https://briefcase.so/), you get the best of both worlds — AI-powered bookkeeping that processes your transactions automatically while your accountant handles the quarterly filings and year-end. Many practices are adopting Briefcase specifically because it reduces the manual bookkeeping burden on both sides. ## The spreadsheet question HMRC allows you to maintain records in a spreadsheet, but you cannot submit quarterly updates directly from Excel or Google Sheets. You need bridging software that connects to your spreadsheet and transmits the data via the MTD API. Several providers offer bridging tools, and they are usually cheaper than full accounting software. But the experience is clunky: you maintain the spreadsheet, then run the bridging tool each quarter, check that it has read the data correctly, and submit. Any formula errors in your spreadsheet become submission errors. For most sole traders, the cost of proper accounting software (often under £15/month, sometimes free) is worth the time saved over maintaining a spreadsheet plus bridging software. The exception might be if you have a highly customised spreadsheet that tracks something specific to your business that no accounting software handles — in that case, bridging software lets you keep your system while meeting the submission requirement. ## What about free MTD software? Genuinely free options exist, but with trade-offs: - **FreeAgent via NatWest/RBS/Mettle:** Full product, no limitations. The best free option if you qualify. - **Sage free tier:** Basic bookkeeping and MTD submissions. Limited to one bank account. No invoicing or quotes. - **HMRC's own tool:** HMRC is developing a free digital record-keeping service, but it is designed for the simplest cases (very basic income and expenses) and may not be available for the April 2026 go-live. Check the [GOV.UK software finder](https://www.gov.uk/guidance/find-software-thats-compatible-with-making-tax-digital-for-income-tax) for the latest. Free tools are perfectly viable for simple situations. But if you find yourself spending more than an hour per quarter wrestling with limitations, the £10–15/month for a paid tool pays for itself in time saved. ## Frequently asked questions ### What is the best free MTD software for sole traders? FreeAgent is the strongest free option if you bank with NatWest, RBS, or Mettle — you get the full product at no cost, including MTD for ITSA quarterly submissions, invoicing, expenses, and bank feeds. Sage also offers a free tier that covers basic MTD compliance with one bank account connection and receipt capture. If you do not bank with NatWest group, Sage's free tier is probably the most practical no-cost option, though it is more limited than paid alternatives. ### Which MTD software is best for landlords with multiple properties? Briefcase Ledger covers unlimited rental properties on a single licence and uses AI to categorise transactions and handle VAT automatically. Unlike Hammock, which charges per property and cannot handle self-employment income, Briefcase Ledger covers your entire financial picture — rental income and sole trade income — in one place. Hammock is an alternative if you specifically need property-level P&L and mortgage tracking features. For simple portfolios of one or two properties, general-purpose tools like FreeAgent or Xero also work fine. ### Do I need MTD software if my accountant handles my tax return? Yes. MTD for ITSA requires digital record-keeping and quarterly submissions regardless of whether you use an accountant. Your accountant can make the submissions on your behalf using agent services, but the underlying records must be maintained digitally throughout the year. Many accountants are setting up MTD-compatible software for their clients and handling the quarterly filings as part of an expanded service. Ask your accountant what their MTD process looks like — they should have a clear answer by now. ### Can I use a spreadsheet for MTD for ITSA? You can use a spreadsheet for record-keeping, but you cannot submit directly from a spreadsheet. You need bridging software that connects to your spreadsheet and submits the data to HMRC via the MTD API. Several providers offer bridging tools, but the experience is clunky compared to using accounting software that handles both record-keeping and submission natively. For most sole traders, the cost of proper accounting software (often under £15 per month) is worth the time saved. ## Getting started The first quarterly deadline was 7 August 2026 and the next is 7 November 2026. If you have not picked your software, start now. Most platforms offer free trials, so you can test the experience before committing. Connect your bank account, enter a few transactions, and see if the workflow feels manageable on a quarterly cadence. For a broader view of MTD for ITSA requirements and deadlines, read our [practical guide to MTD for ITSA compliance](https://briefcase.so/blog/mtd-for-itsa-2026-accounting-software-guide). To understand the penalties for late submissions and payments, see our [guide to MTD penalties](https://briefcase.so/blog/mtd-itsa-penalties-late-submission-guide). And if you want to understand how AI is changing the bookkeeping behind MTD, read about [AI bookkeeping vs OCR](https://briefcase.so/blog/ai-bookkeeping-vs-ocr-accounting-firms) or how [AI agents work in accounting](https://briefcase.so/blog/ai-agents-accounting-how-they-work). **Try Briefcase Ledger for your MTD quarterly submissions. AI-powered bookkeeping that keeps your records ready to file.** [Start free trial](https://app.briefcase.so/sign-up) ## Ready to put your books on Autopilot? Join hundreds of accounting practices across the UK saving hours every week. [Start free trial](https://app.briefcase.so/sign-up) Two-week free trial Cancel anytime Xero & QuickBooks --- # Our culture > Canonical page: https://briefcase.so/blog/our-culture > Briefcase content index: https://briefcase.so/llms.txt A company is just a group of people. Briefcase is a group of people that are naive enough to think we will change the world. [All Posts](https://briefcase.so/blog) ![Our culture](https://briefcase.so/marketing/blog/how-we-build-briefcase.jpg) Engineering 9 March 20265 min read 01 ## Introduction A company is just a group of people. Briefcase is a group of people that are naive enough to think we will change the world. We are incredibly ambitious, massively driven and relentlessly pushing forward. Everyone in the team is exceptionally hard-working, supportive of each other and laser-focused on being the best version of themselves. 02 ## Our Setup We work onsite. We are solving new challenges every day, the output of each day matters massively for the overall success of the company. To actually work fast, to unblock ourselves in real time we need to remove every accidental complexity from getting stuff done. Online meetings such as syncs and planning sessions are exactly that. We do none of them, instead we do a prioritisation group session once a month which can easily last 3-4 hours. We discuss what we've accomplished last month and what big things we want to get done in the next month. This is sufficient to create a high-level alignment. 03 ## Our Ways of Working To create a low-level alignment, to build a comprehensive understanding of the product, technology, domain and our vision, we delve deep individually. Everyone is an individual contributor with end-to-end project ownership, be it in engineering or GTM. Everyone solves hard problems, everyone goes through the problem maze, struggles through it enough to earn the scar tissue and forge a deep comprehension of the underlying problem. They then distill what they learnt and share it in a meaningful way with others. This creates a depth of understanding individually that is then shared within the peer group organically. ![Briefcase ways of working](https://briefcase.so/marketing/blog/how-we-build-briefcase-inline-1.png) We ship 30+ times to production daily, yet we do no pull request reviews, have no staging environment, we deploy straight to production. This forced us to build superb internal tooling, production monitoring, actionable alerts and a direct path to fixing stuff. In January we migrated our DB to PlanetScale with no intermediary deployment to a non-production environment. Migration took about 5 hours and everything worked afterwards. While our DB is still in 100s of GB and not yet in TBs (although that is happening very soon), it was still sizeable enough that most companies would only attempt a migration like this with multiple staging migrations. We are breaking lots of traditional ways of working and yet things work. This is only possible because our team is top performing. 04 ## Our Team Top performance is easier to measure in specialised domains like sports, chess, maths, competitive programming etc. The real world is messier, more complex, far more ambiguous than that. It makes it harder to evaluate what great performance looks like for an individual who operates in this messy world. We evaluate four key criteria for each individual: Growth mindset, Ownership taking, Product thinking and Technical / GTM excellence. Biologically, a human is largely remade every seven years because in that timespan almost every cell in the human body is recreated. Growth mindset and ownership taking are soft skills that predict a person's ability to significantly push forward and recreate their mental models, hopefully earlier than in seven years. Product thinking and Technical / GTM excellence are lagging indicators that they've been able to recreate their mental models before. Both leading and lagging indicators matter a lot and Briefcase is full of outliers for each. This makes for an environment that is stimulating, motivating and very fertile for personal growth. 05 ## Our Celebrations When working very hard, celebrations are important to mark how far we've come. We celebrate wins in multiple ways, but our favourite one is with the gong! ![Briefcase team celebrating with the gong](https://briefcase.so/marketing/blog/how-we-build-briefcase-inline-2.png) ![Briefcase team celebrating with the gong](https://briefcase.so/marketing/blog/how-we-build-briefcase-inline-3.png) ![Briefcase team celebrating with the gong](https://briefcase.so/marketing/blog/how-we-build-briefcase-inline-4.png) ![Briefcase team celebrating with the gong](https://briefcase.so/marketing/blog/how-we-build-briefcase-inline-5.png) 06 ## Join Us We are hiring across engineering, GTM and design. Join us to do the best work of your life 🚢 [ PreviousBuilding Tax-Aware AI ](https://briefcase.so/blog/building-tax-aware-ai)[ NextBuild for verification, not review ](https://briefcase.so/blog/build-for-verification-not-review) 01 ## Introduction A company is just a group of people. Briefcase is a group of people that are naive enough to think we will change the world. We are incredibly ambitious, massively driven and relentlessly pushing forward. Everyone in the team is exceptionally hard-working, supportive of each other and laser-focused on being the best version of themselves. 02 ## Our Setup We work onsite. We are solving new challenges every day, the output of each day matters massively for the overall success of the company. To actually work fast, to unblock ourselves in real time we need to remove every accidental complexity from getting stuff done. Online meetings such as syncs and planning sessions are exactly that. We do none of them, instead we do a prioritisation group session once a month which can easily last 3-4 hours. We discuss what we've accomplished last month and what big things we want to get done in the next month. This is sufficient to create a high-level alignment. 03 ## Our Ways of Working To create a low-level alignment, to build a comprehensive understanding of the product, technology, domain and our vision, we delve deep individually. Everyone is an individual contributor with end-to-end project ownership, be it in engineering or GTM. Everyone solves hard problems, everyone goes through the problem maze, struggles through it enough to earn the scar tissue and forge a deep comprehension of the underlying problem. They then distill what they learnt and share it in a meaningful way with others. This creates a depth of understanding individually that is then shared within the peer group organically. ![Briefcase ways of working](https://briefcase.so/marketing/blog/how-we-build-briefcase-inline-1.png) We ship 30+ times to production daily, yet we do no pull request reviews, have no staging environment, we deploy straight to production. This forced us to build superb internal tooling, production monitoring, actionable alerts and a direct path to fixing stuff. In January we migrated our DB to PlanetScale with no intermediary deployment to a non-production environment. Migration took about 5 hours and everything worked afterwards. While our DB is still in 100s of GB and not yet in TBs (although that is happening very soon), it was still sizeable enough that most companies would only attempt a migration like this with multiple staging migrations. We are breaking lots of traditional ways of working and yet things work. This is only possible because our team is top performing. 04 ## Our Team Top performance is easier to measure in specialised domains like sports, chess, maths, competitive programming etc. The real world is messier, more complex, far more ambiguous than that. It makes it harder to evaluate what great performance looks like for an individual who operates in this messy world. We evaluate four key criteria for each individual: Growth mindset, Ownership taking, Product thinking and Technical / GTM excellence. Biologically, a human is largely remade every seven years because in that timespan almost every cell in the human body is recreated. Growth mindset and ownership taking are soft skills that predict a person's ability to significantly push forward and recreate their mental models, hopefully earlier than in seven years. Product thinking and Technical / GTM excellence are lagging indicators that they've been able to recreate their mental models before. Both leading and lagging indicators matter a lot and Briefcase is full of outliers for each. This makes for an environment that is stimulating, motivating and very fertile for personal growth. 05 ## Our Celebrations When working very hard, celebrations are important to mark how far we've come. We celebrate wins in multiple ways, but our favourite one is with the gong! ![Briefcase team celebrating with the gong](https://briefcase.so/marketing/blog/how-we-build-briefcase-inline-2.png) ![Briefcase team celebrating with the gong](https://briefcase.so/marketing/blog/how-we-build-briefcase-inline-3.png) ![Briefcase team celebrating with the gong](https://briefcase.so/marketing/blog/how-we-build-briefcase-inline-4.png) ![Briefcase team celebrating with the gong](https://briefcase.so/marketing/blog/how-we-build-briefcase-inline-5.png) 06 ## Join Us We are hiring across engineering, GTM and design. Join us to do the best work of your life 🚢 [ PreviousBuilding Tax-Aware AI ](https://briefcase.so/blog/building-tax-aware-ai)[ NextBuild for verification, not review ](https://briefcase.so/blog/build-for-verification-not-review) --- # What is an 'AI Agent' and what does it mean for accountants? > Canonical page: https://briefcase.so/blog/what-is-an-ai-agent-and-what-does-it-mean-for-accountants > Briefcase content index: https://briefcase.so/llms.txt AI agents are advanced AI systems designed to interact with their environment autonomously. Unlike conversational AI, these systems operate through integrated infrastructure. [All Posts](https://briefcase.so/blog) ![What is an 'AI Agent' and what does it mean for accountants?](https://briefcase.so/marketing/blog/ai-agent.png) Insights 12 June 20244 min read 01 ## What is an AI Agent? So you've probably heard the term 'AI Agent' thrown around loosely over the past few months, and you'd be forgiven for assuming it's not all that different from ChatGPT. However, while the two are built on the same technology, the automation potential differs significantly. AI agents are advanced AI systems designed to interact with their environment autonomously. Unlike traditional AI platforms, such as ChatGPT, which rely heavily on user prompting, AI agents utilise a comprehensive ecosystem of infrastructure and tools. This ecosystem includes access to external knowledge bases (acting as long-term memory), evaluation capabilities (self-reflection on task performance), and various tools like internet browsing and email inbox extraction. For example, an AI agent can remember user corrections over time, ensuring continuous improvement and accuracy in repetitive tasks. This long-term memory function is crucial for personalised and context-specific workflows. AI agents also have the capability to evaluate their performance. They can assess how well they performed a task, such as evaluating the accuracy of data extraction. If an AI agent detects low confidence in its output, it can notify a human for review, ensuring high standards and reducing errors. Additionally, AI agents can leverage the internet to retrieve up-to-date information or obtain additional context from other data sources, such as an email inbox. This ensures that no critical information is overlooked, enhancing the completeness and accuracy of processes. ![AI agent architecture](https://briefcase.so/marketing/blog/ai-agent-inline-1.png) 02 ## What does this mean for accountants? Imagine this: an AI that learns from your corrections during bookkeeping tasks. Over time, this AI becomes increasingly adept at handling client-specific details, reducing the need for manual interventions. It can evaluate its own performance and alert you when something needs a closer look, ensuring that nothing slips through the cracks. For example, suppose an accountant is managing invoices and receives an email with an attachment. An AI agent can analyse the attachment, read the email content, and cross-reference this information with existing records. If there are discrepancies or additional details needed, the AI can flag these issues for human review. The implementation of AI agents in accounting promises a significant shift in efficiency and accuracy. By leveraging their ability to learn, self-evaluate, and access comprehensive information, AI agents can take on more complex and nuanced tasks, freeing up accountants to focus on strategic decision-making and client advisory roles. [ PreviousHow will multimodal AI transform the accounting industry? ](https://briefcase.so/blog/how-will-multimodal-ai-transform-the-accounting-industry)[ NextHow can you trust an AI to do your accounting? ](https://briefcase.so/blog/how-can-you-trust-an-ai-to-do-your-accounting) 01 ## What is an AI Agent? So you've probably heard the term 'AI Agent' thrown around loosely over the past few months, and you'd be forgiven for assuming it's not all that different from ChatGPT. However, while the two are built on the same technology, the automation potential differs significantly. AI agents are advanced AI systems designed to interact with their environment autonomously. Unlike traditional AI platforms, such as ChatGPT, which rely heavily on user prompting, AI agents utilise a comprehensive ecosystem of infrastructure and tools. This ecosystem includes access to external knowledge bases (acting as long-term memory), evaluation capabilities (self-reflection on task performance), and various tools like internet browsing and email inbox extraction. For example, an AI agent can remember user corrections over time, ensuring continuous improvement and accuracy in repetitive tasks. This long-term memory function is crucial for personalised and context-specific workflows. AI agents also have the capability to evaluate their performance. They can assess how well they performed a task, such as evaluating the accuracy of data extraction. If an AI agent detects low confidence in its output, it can notify a human for review, ensuring high standards and reducing errors. Additionally, AI agents can leverage the internet to retrieve up-to-date information or obtain additional context from other data sources, such as an email inbox. This ensures that no critical information is overlooked, enhancing the completeness and accuracy of processes. ![AI agent architecture](https://briefcase.so/marketing/blog/ai-agent-inline-1.png) 02 ## What does this mean for accountants? Imagine this: an AI that learns from your corrections during bookkeeping tasks. Over time, this AI becomes increasingly adept at handling client-specific details, reducing the need for manual interventions. It can evaluate its own performance and alert you when something needs a closer look, ensuring that nothing slips through the cracks. For example, suppose an accountant is managing invoices and receives an email with an attachment. An AI agent can analyse the attachment, read the email content, and cross-reference this information with existing records. If there are discrepancies or additional details needed, the AI can flag these issues for human review. The implementation of AI agents in accounting promises a significant shift in efficiency and accuracy. By leveraging their ability to learn, self-evaluate, and access comprehensive information, AI agents can take on more complex and nuanced tasks, freeing up accountants to focus on strategic decision-making and client advisory roles. [ PreviousHow will multimodal AI transform the accounting industry? ](https://briefcase.so/blog/how-will-multimodal-ai-transform-the-accounting-industry)[ NextHow can you trust an AI to do your accounting? ](https://briefcase.so/blog/how-can-you-trust-an-ai-to-do-your-accounting) --- # Why build what you can buy? > Canonical page: https://briefcase.so/blog/why-build-what-you-can-buy > Briefcase content index: https://briefcase.so/llms.txt Most startups avoid spending engineering cycles on internal tools. Meanwhile, we built an internal LLM Observability platform. Here's why. [All Posts](https://briefcase.so/blog) ![Why build what you can buy?](https://briefcase.so/marketing/blog/why-build.png) Engineering 17 November 202510 min read 01 ## Introduction Most startups avoid spending engineering cycles on internal tools. Meanwhile, we built an internal LLM Observability platform. Here's why. 02 ## The Default There is a tendency to buy rather than build. And a tendency for internal tools to be lower quality than customer-facing products. At my last startup, we bought a full-featured customer support platform. We only used a small part of it. And, our internal tool for fixing issues was a bare-bones Django Admin panel. ![Django Admin panel example](https://briefcase.so/marketing/blog/why-build-inline-1.png) Typical bare-bones Django Admin panel Think of your own case. Aren't most internal tools off-the-shelf? When you do build something, isn't it rougher than what you ship to customers? That means the default is to avoid building and to under-invest if building. 03 ## A Justification When Incident IO demoed their "Workbench" tool to AI tinkerers, it drew attention. It stood out because the reflex is to build only what is core and buy everything else. And because internal tools, when built, are rarely so polished. When speed is survival, it feels hard to justify polish on something never seen by customers. It feels harder still to justify building and maintaining a tool when you could buy it. Every minute spent on an internal tool is a minute lost from the product that makes you stand out. Buying, in contrast, concedes that your problem isn't unique. Someone has already productised the solution. It offers immediacy where building denies it. 04 ## Tools as Leverage The issue is that tools often support a core competency and are just as crucial. At Briefcase, building reliable AI agents for accounting workflows is a core competency. The tooling is the infrastructure that lets us deliver industry-leading agents. It boosts the product's value and sets it apart. Good tools make problems more visible, outcomes measurable, and trade-offs easier to weigh. It's no surprise that Cruise has its own simulation platforms, or Datadog has its internal telemetry systems. They also make us faster over time. Consider a GPS vs. a map. A map requires constant interpretation and manual correction. A GPS provides real-time feedback, quick error correction, and less cognitive load. Both work, but in my short experience orienteering, I found that the teams that didn't get lost were using a GPS. For Briefcase, industry-leading AI-agent tooling is non-negotiable. 05 ## Our Need for Purpose Built LLM Observability Tooling Probabilistic models make opaque, non-deterministic decisions that need constant monitoring. Here, any tooling misfit adds up. We found that no commercial product fit in every aspect. They assumed agent SDKs, but we had built our own integrations. It meant only the inputs and outputs of our LLM calls were tracked - token usage or cost was not. It meant requests with non-standard payloads, like base64, couldn't be re-run within playgrounds. It meant model switching and comparison within playgrounds wasn't possible because we didn't use an SDK that normalised requests. It all slowed us down in what mattered most. ![LLM Observability Interface](https://briefcase.so/marketing/blog/why-build-inline-3.png) LLM Observability platform showing trace details ![LLM Observability trace view](https://briefcase.so/marketing/blog/why-build-inline-4.png) Detailed trace view with span hierarchy 06 ## The New Build–Buy Frontier > “Code is the new no-code” > > Reuben Despite payoff in the long-run, the upfront costs have long been prohibitive. But this buy/build frontier has shifted with LLMs. Building is no longer a blocking cost. We can create custom solutions with speed and ease. For example, we've recently made the shift from Retool to building our own dashboards. It's easier to vibe-code a new ORM query than to write a complex SQL statement by hand in Retool. It also allows us to achieve a close integration of product and tooling. We've linked accuracy metrics to admin views that highlight specific transactions. It takes one click to see those that our AI has got wrong. ![Admin dashboard with accuracy metrics](https://briefcase.so/marketing/blog/why-build-inline-2.png) Custom admin dashboard linking accuracy metrics to transaction views Of course, one still needs to be pragmatic. Before building, one should exhaust the obvious options first. And when building, we must constrain scope and complexity. It requires strong opinions and the reuse of existing infrastructure where possible. 07 ## Opinionated Systems Stay Simple > “Simple often means opinionated” > > Jan Opinions tell us what matters and what to ignore, simplifying requirements. For example, we chose not to support structured output in our LLM Playground. Our standard pattern starts with a chain-of-thought call. Then, a smaller model turns the unstructured output into JSON. Meaningful prompt engineering happens in the earlier stage, where structured output doesn't apply. We also chose to treat everything as a span, with parent-child relationships. We rebuilt hierarchies from flat data. This helped us avoid manual trace state management and made every step queryable. Our evaluation framework followed this pattern too. Each experiment turned into a span, with child spans for dataset examples and LLM calls. Each LLM span also kept provider-specific pricing. It would roll up the span tree to show a detailed breakdown of cost and latency at every level. ![Cost and latency breakdown](https://briefcase.so/marketing/blog/why-build-inline-5.png) Detailed cost and latency breakdown visualization Buying first also helps clarify opinions. You buy a fixed feature set and learn what you can and can't live without, and where it falls short. If you need to build, like we did here, there's a clear scope to follow instead of a growing list of extras. For example, we knew our LLM observability platform had to support re-running agent steps. And quick changes to model inputs or the model within re-runs. We used proxy-based LLM persistence to implement LLM-specific tracing by default. We also normalised provider-specific formats into a unified schema. That consistency enabled the playground to reuse traced results from various providers. ![LLM Playground](https://briefcase.so/marketing/blog/why-build-inline-6.png) Playground with provider-normalized schema for re-running traces 08 ## Building on Existing Infrastructure We added a single webhook endpoint to our existing API. Workers send span data to this webhook in a fire-and-forget pattern, and the API saves data to our SQL database using a dependency injection pattern. It calls code that works with any injected DB instance. This makes it easy to switch to another database later. If resources run low or the scale gets too big for a SQL database, we can adjust. ![API architecture diagram](https://briefcase.so/marketing/blog/why-build-inline-7.png) Webhook endpoint architecture with dependency injection We also made use of existing reusable components and primitives, making polish easy. ![Reusable components](https://briefcase.so/marketing/blog/why-build-inline-8.png) Reusable UI components and primitives 09 ## Iterating Toward a Perfect Fit Building gives opportunity to iterate based on concrete pain points. We added support for uploading base64 and binary images to S3 for URL-based rendering. We also used Puppeteer to render HTML from LLM payloads. We implemented custom experiment tags to keep track of evals during changes. When you make changes and check their impact on performance, it's key to track which eval run and scores match each change. ![Experiment tags interface](https://briefcase.so/marketing/blog/why-build-inline-9.png) Custom experiment tags for tracking eval runs ![Experiment results](https://briefcase.so/marketing/blog/why-build-inline-10.png) Experiment results with scores matched to changes We even integrated it within our product. When you view a transaction, we show a button. This button takes you to the agent traces for that transaction. It helps us debug issues right away and makes things easier. 10 ## The Compounding Impact Building internal tooling is like investing in infrastructure. The payoff isn't instant, but it accelerates everything built on top of it. For example, we've seen the tool improve our iteration speed. Context tuning and evaluation are now part of a tight feedback loop. Visualising and aggregating cost and latency has also surfaced inefficiencies and guided optimisation. We've used it recently to decrease agent LLM cost by 10-15% and latency by 35-45%. We will continue to invest in better internal tools than what is available on the market. Both for long-term velocity and for strengthening our core competencies. [ PreviousBuilding autopilot ](https://briefcase.so/blog/building-autopilot)[ NextBuilding Tax-Aware AI ](https://briefcase.so/blog/building-tax-aware-ai) 01 ## Introduction Most startups avoid spending engineering cycles on internal tools. Meanwhile, we built an internal LLM Observability platform. Here's why. 02 ## The Default There is a tendency to buy rather than build. And a tendency for internal tools to be lower quality than customer-facing products. At my last startup, we bought a full-featured customer support platform. We only used a small part of it. And, our internal tool for fixing issues was a bare-bones Django Admin panel. ![Django Admin panel example](https://briefcase.so/marketing/blog/why-build-inline-1.png) Typical bare-bones Django Admin panel Think of your own case. Aren't most internal tools off-the-shelf? When you do build something, isn't it rougher than what you ship to customers? That means the default is to avoid building and to under-invest if building. 03 ## A Justification When Incident IO demoed their "Workbench" tool to AI tinkerers, it drew attention. It stood out because the reflex is to build only what is core and buy everything else. And because internal tools, when built, are rarely so polished. When speed is survival, it feels hard to justify polish on something never seen by customers. It feels harder still to justify building and maintaining a tool when you could buy it. Every minute spent on an internal tool is a minute lost from the product that makes you stand out. Buying, in contrast, concedes that your problem isn't unique. Someone has already productised the solution. It offers immediacy where building denies it. 04 ## Tools as Leverage The issue is that tools often support a core competency and are just as crucial. At Briefcase, building reliable AI agents for accounting workflows is a core competency. The tooling is the infrastructure that lets us deliver industry-leading agents. It boosts the product's value and sets it apart. Good tools make problems more visible, outcomes measurable, and trade-offs easier to weigh. It's no surprise that Cruise has its own simulation platforms, or Datadog has its internal telemetry systems. They also make us faster over time. Consider a GPS vs. a map. A map requires constant interpretation and manual correction. A GPS provides real-time feedback, quick error correction, and less cognitive load. Both work, but in my short experience orienteering, I found that the teams that didn't get lost were using a GPS. For Briefcase, industry-leading AI-agent tooling is non-negotiable. 05 ## Our Need for Purpose Built LLM Observability Tooling Probabilistic models make opaque, non-deterministic decisions that need constant monitoring. Here, any tooling misfit adds up. We found that no commercial product fit in every aspect. They assumed agent SDKs, but we had built our own integrations. It meant only the inputs and outputs of our LLM calls were tracked - token usage or cost was not. It meant requests with non-standard payloads, like base64, couldn't be re-run within playgrounds. It meant model switching and comparison within playgrounds wasn't possible because we didn't use an SDK that normalised requests. It all slowed us down in what mattered most. ![LLM Observability Interface](https://briefcase.so/marketing/blog/why-build-inline-3.png) LLM Observability platform showing trace details ![LLM Observability trace view](https://briefcase.so/marketing/blog/why-build-inline-4.png) Detailed trace view with span hierarchy 06 ## The New Build–Buy Frontier > “Code is the new no-code” > > Reuben Despite payoff in the long-run, the upfront costs have long been prohibitive. But this buy/build frontier has shifted with LLMs. Building is no longer a blocking cost. We can create custom solutions with speed and ease. For example, we've recently made the shift from Retool to building our own dashboards. It's easier to vibe-code a new ORM query than to write a complex SQL statement by hand in Retool. It also allows us to achieve a close integration of product and tooling. We've linked accuracy metrics to admin views that highlight specific transactions. It takes one click to see those that our AI has got wrong. ![Admin dashboard with accuracy metrics](https://briefcase.so/marketing/blog/why-build-inline-2.png) Custom admin dashboard linking accuracy metrics to transaction views Of course, one still needs to be pragmatic. Before building, one should exhaust the obvious options first. And when building, we must constrain scope and complexity. It requires strong opinions and the reuse of existing infrastructure where possible. 07 ## Opinionated Systems Stay Simple > “Simple often means opinionated” > > Jan Opinions tell us what matters and what to ignore, simplifying requirements. For example, we chose not to support structured output in our LLM Playground. Our standard pattern starts with a chain-of-thought call. Then, a smaller model turns the unstructured output into JSON. Meaningful prompt engineering happens in the earlier stage, where structured output doesn't apply. We also chose to treat everything as a span, with parent-child relationships. We rebuilt hierarchies from flat data. This helped us avoid manual trace state management and made every step queryable. Our evaluation framework followed this pattern too. Each experiment turned into a span, with child spans for dataset examples and LLM calls. Each LLM span also kept provider-specific pricing. It would roll up the span tree to show a detailed breakdown of cost and latency at every level. ![Cost and latency breakdown](https://briefcase.so/marketing/blog/why-build-inline-5.png) Detailed cost and latency breakdown visualization Buying first also helps clarify opinions. You buy a fixed feature set and learn what you can and can't live without, and where it falls short. If you need to build, like we did here, there's a clear scope to follow instead of a growing list of extras. For example, we knew our LLM observability platform had to support re-running agent steps. And quick changes to model inputs or the model within re-runs. We used proxy-based LLM persistence to implement LLM-specific tracing by default. We also normalised provider-specific formats into a unified schema. That consistency enabled the playground to reuse traced results from various providers. ![LLM Playground](https://briefcase.so/marketing/blog/why-build-inline-6.png) Playground with provider-normalized schema for re-running traces 08 ## Building on Existing Infrastructure We added a single webhook endpoint to our existing API. Workers send span data to this webhook in a fire-and-forget pattern, and the API saves data to our SQL database using a dependency injection pattern. It calls code that works with any injected DB instance. This makes it easy to switch to another database later. If resources run low or the scale gets too big for a SQL database, we can adjust. ![API architecture diagram](https://briefcase.so/marketing/blog/why-build-inline-7.png) Webhook endpoint architecture with dependency injection We also made use of existing reusable components and primitives, making polish easy. ![Reusable components](https://briefcase.so/marketing/blog/why-build-inline-8.png) Reusable UI components and primitives 09 ## Iterating Toward a Perfect Fit Building gives opportunity to iterate based on concrete pain points. We added support for uploading base64 and binary images to S3 for URL-based rendering. We also used Puppeteer to render HTML from LLM payloads. We implemented custom experiment tags to keep track of evals during changes. When you make changes and check their impact on performance, it's key to track which eval run and scores match each change. ![Experiment tags interface](https://briefcase.so/marketing/blog/why-build-inline-9.png) Custom experiment tags for tracking eval runs ![Experiment results](https://briefcase.so/marketing/blog/why-build-inline-10.png) Experiment results with scores matched to changes We even integrated it within our product. When you view a transaction, we show a button. This button takes you to the agent traces for that transaction. It helps us debug issues right away and makes things easier. 10 ## The Compounding Impact Building internal tooling is like investing in infrastructure. The payoff isn't instant, but it accelerates everything built on top of it. For example, we've seen the tool improve our iteration speed. Context tuning and evaluation are now part of a tight feedback loop. Visualising and aggregating cost and latency has also surfaced inefficiencies and guided optimisation. We've used it recently to decrease agent LLM cost by 10-15% and latency by 35-45%. We will continue to invest in better internal tools than what is available on the market. Both for long-term velocity and for strengthening our core competencies. [ PreviousBuilding autopilot ](https://briefcase.so/blog/building-autopilot)[ NextBuilding Tax-Aware AI ](https://briefcase.so/blog/building-tax-aware-ai) --- # Brand Guidelines > Canonical page: https://briefcase.so/brand > Briefcase content index: https://briefcase.so/llms.txt Briefcase brand guidelines and visual identity Our visual identity and brand standards 01 ## Brand Identity ### Who We Are Tagline Put your books on Autopilot Name Briefcase Category AI-native ledger Audience UK accounting and bookkeeping practices Positioning The AI Autopilot for accountants and bookkeepers ### Our Personality Simple/ˈsɪmp(ə)l/ adjective Easy-to-use, opinionated, minimal Smart/smɑːt/ adjective Intelligent, AI-native, automated Trustworthy/ˈtrʌs(t)wəːði/ adjective Explainable, transparent, reliable 02 ## Logo ### Wordmark ### Icon ### Icon + Wordmark ### Favicon ![Briefcase favicon](https://briefcase.so/briefcase.png?v=2) ![Briefcase favicon](https://briefcase.so/briefcase.png?v=2) 03 ## Colour Palette 04 ## Typography Briefcase Bricolage Grotesk600 Wordmark only. Never use for body text or UI. Kerning Br\-7ri\-3ie\-5ef\-2fc\-2ca\-2as\-4se\-4 Headlines Newsreader300 Marketing headlines, page titles, and section headers. Use for Hero textPage titlesSection headers Card Title Body text goes here Inter400 · 500 · 600 All UI text, buttons, labels, body copy. Weights 600 Buttons, emphasis 500 Labels, subheadings 400 Body, descriptions ### Type Scale DisplayMarketing hero 3rem · 48px · Light Put your books on Autopilot TitlePage titles 2.25rem · 36px · Light Invoice Processing HeadingSection headers 1.875rem · 30px · Light Recent Transactions 05 ## Icons ### Phosphor Icons We use Phosphor Icons exclusively. Outline for default states, fill for selected or active states. Library: phosphoricons.com Size: w-5 h-5 (default) 06 ## Tokens ### Spacing 4 8 12 16 24 32 48 Base unit: 4px ### Border Radius 6px Buttons 8px Inputs 12px Cards 16px Modals Tailwind: rounded-md, rounded-lg, etc. 07 ## Components ### Buttons Specs: px-6 py-2.5 · rounded-lg · font-medium ### Inputs Label With value Specs: px-4 py-2.5 · rounded-lg · focus:ring-2 focus:ring-primary-500 ### Cards #### Default Card White background with subtle border. Used for content grouping. #### Muted Card Subtle background, no border. Used for secondary content. Specs: rounded-2xl · p-6 · border (default) or bg-slate-100 (muted) 08 ## Assets ### GA Launch Video Animated launch announcement for LinkedIn (16:9). Auto-plays on scroll, loops continuously. Use the fullscreen button for high-quality screen recording. ## Briefcase Now Generally Available The AI Autopilot for UK accountants Sign up ### Start in seconds Email Practice name Start free trial Connect ### Link your software ![Xero](https://briefcase.so/xero.png) Xero Briefcase ![QuickBooks](https://briefcase.so/quickbooks.png) QuickBooks Autopilot ### AI processes everything VendorCategoryAmountVATAI AWS INV-2401 Trainline INV-2402 Adobe INV-2403 Acme Corp INV-2404 Notion INV-2405 Financial close ### Close the books in real time Fixed asset journal created MacBook Pro · 36-month straight-line Prepayment schedule posted Annual insurance · 12 monthly entries Accrual detected Q4 rent · £3,200 accrued expense Deferral journals posted SaaS revenue · 3-month deferral schedule ### Start your 14-day free trial www.briefcase.so No credit card required Dimensions: 16:9 aspect ratio · 20s loop · Auto-plays on scroll ### Accruals Feature Video Animated feature demo for accruals (16:9). Shows pattern detection, month-end accrual suggestion, and automatic reversal. Auto-plays on scroll, loops continuously. Upload invoices as usual. Click to upload or drag and drop .pdf · .jpeg · .png · .docx Email WhatsApp BrightPay Payroll £340.00 Business Gas Utilities £210.50 Autopilot active Recurring transaction detection Running silently BrightPayPayroll Oct 2025 £337.50 Nov 2025 £339.00 Dec 2025 £340.50 Recurring transaction detected Business GasUtilities Nov 2025 £207.00 Dec 2025 £209.50 Recurring transaction detected Month end. February 2026Month end —Saturday Period close · 28 Feb 2026 Invoice arrives. February 2026Invoice pending… 28Feb 28 Feb14 Mar Briefcase scans for what's missing. Accrued Expenses Accrual28 Feb 2026BrightPay payroll — invoice not received£340.00 Accrual28 Feb 2026Business Gas — invoice not received£210.50 Suggested journal Dr Accrued Expenses£550.50 Cr Accruals Control£550.50 Post Reversal auto-detected when the invoice arrives. BrightPay payroll REF-047291-C · 14 Mar 2026 £340.00 Every accrual tracked. Every reversal matched. Accruals Tracker ExpenseAccruedReversedNet BrightPay payroll £340.00 — Business Gas £210.50 — Dimensions: 16:9 aspect ratio · 27s loop · Auto-plays on scroll ### Autopilot Feature Video Full-stack product demo showing document capture through to VAT, month-end and tracking codes. Auto-plays on scroll, loops continuously. Published0 XeroAccounting Software£350.00 Published AWSCloud Hosting£342.80 Published SlackSoftware£96.00 Published TrainlineTravel£67.50 Published Awaiting review0 Director SalaryPayroll£8,500.00 Review HMRCPAYE£1,234.00 Review 6 of 8 published automaticallyExceptions flagged for review. Adobe Inc·Creative Cloud Annual£1,440.00 Prepayment detected Jan 2025£120.00 Feb 2025£120.00 Mar 2025£120.00 Apr 2025£120.00 May 2025£120.00 Month 3 of 12 · £360 released Prepayments. Recognised, scheduled and released over time. Apple Inc·MacBook Pro 14-inch£1,200.00 Fixed asset detected Year 1£400 / year→£800 remaining Year 2£400 / year→£400 remaining Year 3£400 / year→Fully depreciated Current net book value £0.00Depreciating monthly Fixed assets. Tracked from purchase to fully written off. Oct 2024AWSCloud Hosting£337.50 Nov 2024AWSCloud Hosting£339.00 Dec 2024AWSCloud Hosting£342.80 Recurring pattern · 3 months Jan 2025 · no invoice found→ Accrue £342.80? Post accrual Auto-reversal · Feb 2025✓ Accruals. Matched, posted and reversed each month. Dimensions: 16:9 aspect ratio · 33s loop · Auto-plays on scroll ### Briefcase Ledger Launch Animation Animated launch sequence for Briefcase Ledger. Multi-phase reveal covering capture, reconciliation, reporting, and HMRC submission. Auto-plays on scroll, loops continuously. Loading... Dimensions: 16:9 aspect ratio · Looping · Auto-plays on scroll ### Briefcase Conferences Promotion March 2026 Conference product tour animation used for March 2026 events. Shows pain point counter, product intro, AI reconciliation, real-time close, and MTD readiness. Loading... Dimensions: 16:9 aspect ratio · Looping · Auto-plays on scroll ### P&L Review Sneak Peek Screen-share style walkthrough of P&L Review in Working Papers: run analysis, review the four issue types (miscoded transaction, duplicate transactions, missing prepayment, missing transaction), resolve each one, re-run and read the commentary. Click the animation to restart it; entering fullscreen also restarts it from the beginning. Loading... Dimensions: 16:9 aspect ratio · ~95s loop · Fictional client data ### P&L Review Promo (1:1) Square P&L Review teaser. Serif copy cards alternate with stylised panels: the ledger scan with status pills flipping, the issues grouped by account, one finding applied with its reasoning, and three accounts explained. Under 30 seconds. Click the animation or enter fullscreen to restart from the beginning. Loading... Dimensions: 1:1 · 1080×1080 · 29.8s loop · Fictional data ### LinkedIn Company Banner Optimised for LinkedIn company page cover image (1584 x 396 px). Features tagline, Xero 5-star rating, and connected app badges. ★★★★★ on Xero App Store # Put your books on Autopilot AI-native bookkeeping and accounting automation for UK practices ![Xero](https://briefcase.so/xero.png)Connected App ![QuickBooks](https://briefcase.so/quickbooks.png)Connected App Briefcase Ledger Dimensions: 1584 x 396 px · 4:1 aspect ratio · PNG export --- # Do the best work of your life > Canonical page: https://briefcase.so/careers > Briefcase content index: https://briefcase.so/llms.txt Build the future of accounting automation. We're hiring engineers, designers, and commercial talent in London. See open roles and apply. London, UK We are a seed-stage startup building the world's first AI Autopilot for Accounting. You will have outsized ownership and impact from day one. [View open roles](https://briefcase.so/careers#open-roles) 50+ AI agents in production 50+ Daily deploys 200+ Accounting firms 6,000+ SMEs served ![The Briefcase team](https://briefcase.so/marketing/team/team-hero.jpg) $3M raised from [Earlybird Venture Capital](https://earlybird.com/), [Entrepreneur First](https://www.joinef.com/), [Tiny VC](https://www.tiny.vc/) and angels from [Google DeepMind](https://deepmind.google/), [Pennylane](https://www.pennylane.com/), [Deel](https://www.deel.com/), and [Pleo](https://www.pleo.io/). Our mission ## Automate the world's financial back-office The last real innovation in accounting was the shift from desktop to cloud - over a decade ago. Since then, workflows have remained overwhelmingly manual, tedious and time-consuming. At Briefcase, we are radically automating these workflows end-to-end using AI agents, so that humans are pulled in only as an exception, not as a default. Once upon a time, [computer](https://en.wikipedia.org/wiki/Computer_\(occupation\)) was a job title. Technology turned it into a tool, and the world became dramatically more productive. Now we're doing the same with repetitive knowledge work. How we build ## A team that ships like a company ten times our size ### Ship fast, stay close to customers We deploy to production 50+ times a day. Every team member provides customer support creating short feedback loops between what we ship and what customers need. ### Everyone codes Everyone in the company ships code, including commercial team members. Modern AI editors have democratised shipping. This builds deeper product comprehension across the team. ### Build for verification, not review We pair probabilistic AI agents with deterministic formal verification. We build for verifiable outcomes - if the output correctness can be measured, it can be improved. ### Own our tooling We built our own LLM observability platform because nothing on the market was good enough. Our RevOps and ProductOps are built on top of our internal tooling. Values ## What drives us You'll be joining a top-performing, highly ambitious team who love to work and problem solve together in our London office. 01 ### Agency Every single person owns each project end-to-end. Everyone goes through the problem maze, struggles, earns scar tissue, and forges deep comprehension. 02 ### Product obsession We redefine workflows from first principles, eliminating accidental complexity. We are opinionated and aim for simplicity. 03 ### Urgency Startups live or die by execution. We are pace setters in accounting tech. No meetings for alignment; we work together in person and ship relentlessly. ![Jan whiteboarding](https://briefcase.so/marketing/team/janseb.jpg) [Jan](https://www.linkedin.com/in/jan-stehlik-5855aa123/) whiteboarding ![Reuben kissing the badge](https://briefcase.so/marketing/team/reuben.jpg) [Reuben](https://www.linkedin.com/in/reuben-steenkamp/) kissing the badge ![All of us enjoying a team social](https://briefcase.so/marketing/team/team.jpg) All of us enjoying a team social ![Sara creating custom merch](https://briefcase.so/marketing/team/sara.jpg) [Sara](https://www.linkedin.com/in/sara-c-80a9a4149/) creating custom merch ![George repping the Briefcase](https://briefcase.so/marketing/team/george.jpg) [George](https://www.linkedin.com/in/george-hall-75909918a/) repping the Briefcase Open roles ## Find your role [ ### Founding Product Engineer LondonOnsite ](https://briefcase.so/careers/founding-product-engineer)[ ### Founding GTM LondonOnsite ](https://briefcase.so/careers/founding-gtm) From our blog ## How we think [All posts](https://briefcase.so/blog) [![Our culture](https://briefcase.so/marketing/blog/how-we-build-briefcase.jpg) 5 min read ### Our culture A company is just a group of people. Briefcase is a group of people that are naive enough to think we will change the world. Read post ](https://briefcase.so/blog/our-culture)[![Everyone codes](https://briefcase.so/marketing/blog/everyone-codes.png) 6 min read ### Everyone codes Every team member provides customer support, everyone contributes to our product roadmap, and everyone, including our commercial people, codes. Read post ](https://briefcase.so/blog/everyone-codes)[![Build for verification, not review](https://briefcase.so/marketing/blog/build-for-verification.png) 7 min read ### Build for verification, not review How reinforcement learning with verifiable reward is reshaping AI, and why building for verifiability is the key to becoming a truly AI native company. Read post ](https://briefcase.so/blog/build-for-verification-not-review)[![Building autopilot](https://briefcase.so/marketing/blog/building-autopilot.png) 15 min read ### Building autopilot Probabilistic AI agents paired with deterministic formal verification create the perfect combination for high trust domains like finance and accounting. Read post ](https://briefcase.so/blog/building-autopilot) [All posts](https://briefcase.so/blog) How to apply ## Reach out directly Email [reuben@briefcase.so](mailto:reuben@briefcase.so) (CEO) or [jan@briefcase.so](mailto:jan@briefcase.so) (CTO) with: 1. Why you want to work for Briefcase 2. The most exceptional thing you have ever done 3. Links to your LinkedIn, Github, and anything else relevant FAQs ## Common questions No, we believe that for our initial hires, collaborating and problem-solving together in person is essential. As such, we are not currently considering remote roles. We work in the office 4-5 days a week, with the option to work from home on Wednesdays if it helps you focus and be more productive. Being in the office reduces barriers to communication and minimises the need for meetings, enabling us to ship faster and get more done. No, we are currently only offering full-time positions to ensure full commitment and aligned incentives. We're based in London, UK. Our office is in a central location that's easy to reach by public transport. No, unfortunately we do not sponsor visas. ## Ready to build the future of accounting? Join a small team with outsized ambition. Founding-level equity, competitive salary, and the chance to shape an industry. [View open roles](https://briefcase.so/careers#open-roles)[Get in touch](mailto:reuben@briefcase.so) --- # Founding GTM > Canonical page: https://briefcase.so/careers/founding-gtm > Briefcase content index: https://briefcase.so/llms.txt Join Briefcase as a Founding GTM. London, Onsite. [Back to all jobs](https://briefcase.so/careers) LondonOnsite ## Why this role matters We're growing incredibly quickly. Today we work with 100+ UK-based accounting firms and serve thousands of their clients. Demand for Briefcase is outpacing what our small team can handle. That's where you come in. As Founding GTM, you'll sit at the intersection of growth, sales and product. You'll be part of a small, ambitious team obsessed with execution - helping us scale every part of the business while keeping us close to our customers. ## What you'll do - •🚀 Marketing & Growth → You'll build our go-to-market motion from scratch, experimenting with new channels and refining our pitch. - •🤝 Full-stack Sales & CS → You'll be doing outbound, demoing the product, closing deals, onboarding, customer success and upselling. - •🤖 Product → You'll gather customer feedback, influence roadmap decisions and ship improvements yourself (everyone codes at Briefcase, including non-technical people - don't worry if you haven't written code before, we'll show you how). ## About you - •You've consistently outperformed your peers - •You thrive in highly autonomous environments and like to own projects end-to-end - •You learn fast and are passionate about exploring new domains and technologies - •You're commercially minded and excited to own the full customer journey - •You are product minded and enjoy problem solving from first principles - •You thrive in high pace environments, have a strong bias to action, and a high bar for quality ## Comp Competitive salary + founding team equity + 25 days holiday ## Apply Reach out to [Reuben](mailto:reuben@briefcase.so) (CEO) at [reuben@briefcase.so](mailto:reuben@briefcase.so) --- # FoundingProduct Engineer > Canonical page: https://briefcase.so/careers/founding-product-engineer > Briefcase content index: https://briefcase.so/llms.txt Join Briefcase as a Founding Product Engineer. London, Onsite. [All jobs](https://briefcase.so/careers) LondonOnsiteFounding team Join the team replacing the knowledge worker in accounting. A $700B+ industry, rebuilt from the ground up with AI. [Apply now](https://briefcase.so/careers/founding-product-engineer/apply) The mission ## We're replacing the knowledge worker Accounting is a **$700B+ industry** still run on manual processes and human judgement. We're building the leading AI-native platform to replace it; a fleet of 20+ AI agents running in production today, automating what used to require entire teams. Humans stay in the loop only when it genuinely matters. We are not building a tool. We are replacing the knowledge worker. The team ## People who love to build A top-performing, highly ambitious group working together in our London office. These things matter to us: ### Agency Everyone owns and prioritises their own work. No asking for permission. ### Product obsession We redefine workflows from first principles; opinionated, and aiming for simplicity. ### Everyone codes Everyone ships. We deploy to production 30-40 times a day. ### High-velocity Rapid experimentation, lean autonomous teams, and minimal bureaucracy. ### AI first We use AI to move faster with higher-quality results, across every part of the business. ### Excellence We hold ourselves to the highest standard in everything we ship. Good enough is never enough. ![The team](https://briefcase.so/marketing/team/img3133.jpg) ![The team](https://briefcase.so/marketing/team/img2226.jpg) ![All of us enjoying a team social](https://briefcase.so/marketing/team/team-social.jpg) ![Sara creating custom merch](https://briefcase.so/marketing/team/sara.jpg) ![George repping the Briefcase](https://briefcase.so/marketing/team/george.jpg) ![Team offsite](https://briefcase.so/marketing/team/img2709.jpg) The role ## What you'll own 🛠️ Own and ship core product end-to-end You set the bar, define the solution, and put it in production. No hand-offs, no waiting for sign-off. 🧠 Make high-leverage architectural decisions Define a category-leading platform at real scale. Your decisions will have lasting impact. 🤖 Build and push the boundaries of our AI agent fleet 20+ agents in production and rapidly growing. You'll be at the frontier of what's possible. 🤝 Work directly with customers Understand the real problem, not a distilled brief. You'll shape the product from first-hand insight. 🚀 Genuine ownership from day one No ticket queues, no hand-offs, no waiting for permission. Just you and the problem. Who you are ## About you You have a track record of outperforming your peers; whether that's a first from a top university, a scholarship, a hackathon win, a national ranking in sport or chess, or simply being the best at whatever you set your mind to. You thrive in fast-paced environments; you've worked at a high-growth startup, built something yourself, have founding experience, want to become a founder — or simply love being in a startup environment. You are self-motivated and thrive in a high-agency environment. You are impatient and bias heavily towards shipping. You want maximum responsibility and ownership from day one. You hold yourself to a high technical bar and care deeply about the craft. You are very curious and a fast learner, comfortable moving across the stack. Perks ## Benefits 💰 Competitive salary + founding team equity 🏖️ 25 days holiday 💻 MacBook provided 🍕 Free team lunch every Friday ⚽ Weekly team sport social ✈️ Annual offsite; last year, Mallorca Further reading ## Resources [ ![Our culture](https://briefcase.so/marketing/blog/how-we-build-briefcase.jpg) Engineering9 Mar 2026 ### Our culture A company is just a group of people. Briefcase is a group of people that are naive enough to think we will change the world. 5 min readRead ](https://briefcase.so/blog/our-culture)[ ![Building autopilot](https://briefcase.so/marketing/blog/building-autopilot.png) Engineering9 Nov 2025 ### Building autopilot Probabilistic AI agents paired with deterministic formal verification create the perfect combination for high trust domains like finance and accounting. 15 min readRead ](https://briefcase.so/blog/building-autopilot)[ ![Building Tax-Aware AI](https://briefcase.so/marketing/blog/building-tax-aware-ai.png) Engineering15 Dec 2025 ### Building Tax-Aware AI When an AI agent classifies a transaction's VAT treatment, it shouldn't be guessing—it should cite the exact HMRC guidance it relied on. 12 min readRead ](https://briefcase.so/blog/building-tax-aware-ai) [ ![Cursor x Briefcase: FinTech London Hackathon](https://images.lumacdn.com/cdn-cgi/image/format=auto,fit=cover,dpr=2,background=white,quality=75,width=400,height=400/event-covers/rn/4c00276e-c611-47ec-8d13-c7a3877ed628.png) Past Events Cursor x Briefcase: FinTech London Hackathon 150 developers. One evening. Build AI-powered fintech tools with Cursor; hosted by Briefcase and White Circle at Halkin, London. lu.ma/2ohizf10 ↗ ](https://lu.ma/2ohizf10) Join us ## Ready to apply? We read every application personally. Takes 2 minutes. [Apply now](https://briefcase.so/careers/founding-product-engineer/apply) --- # Product changelog > Canonical page: https://briefcase.so/changelog > Briefcase content index: https://briefcase.so/llms.txt Stay up to date with the latest features, improvements, and updates to Briefcase. [We're hiring→](https://briefcase.so/careers) The latest features, improvements, and updates to Briefcase. [ Update1 Sept 2026 ### Expense & mileage claims in Briefcase Ledger Approve and reimburse employee expense and mileage claims directly in Briefcase Ledger, and bulk import accruals from a CSV. Read ](https://briefcase.so/changelog/2026-09-01)[ Update17 Aug 2026 ### AI memories and partial payments Briefcase now learns your internal conventions automatically, and you can reconcile invoices that aren’t paid in one go. Read ](https://briefcase.so/changelog/2026-08-17)[ Update10 Aug 2026 ### Raise sales invoices in Briefcase Ledger Create and send sales invoices from the Sales inbox, and record payments on account when money doesn’t line up one-to-one with an invoice. Read ](https://briefcase.so/changelog/2026-08-10)[ Update3 Aug 2026 ### Aged reports in Briefcase Ledger Aged creditors and aged debtors reports, an updated journal report, and a set of bank account improvements. Read ](https://briefcase.so/changelog/2026-08-03)[ Update27 Jul 2026 ### Automated accrual expenses for Briefcase Ledger Briefcase Ledger now suggests month-end accruals for recurring expenses, ready for you to review and post. Read ](https://briefcase.so/changelog/2026-07-27)[ Update20 Jul 2026 ### Daily proration of prepayments / deferred income Prorate prepayments and deferred income on a daily rather than monthly basis, with a business-wide default and per-item overrides. Read ](https://briefcase.so/changelog/2026-07-20)[ Update13 Jul 2026 ### Mileage claims, prepayments and deferred income Add and track employee mileage claims on web and WhatsApp, track prepayments and deferred income with automatically drafted amortisation schedules in Briefcase Ledger, and set opening balances for your bank accounts. Read ](https://briefcase.so/changelog/2026-07-13)[ Update6 Jul 2026 ### Added support for non-depreciable fixed assets Add non-depreciable fixed assets, such as land, to the Briefcase fixed asset register for tracking purposes — and Briefcase will automatically detect them from invoices too. Read ](https://briefcase.so/changelog/2026-07-06)[ Update29 Jun 2026 ### Export working papers and import fully amortised schedules Export a closed working paper to Excel — every reconciliation schedule and the evidence behind it — and add prepayment, deferred income and fixed asset schedules whose amortisation or depreciation has already been fully posted. Read ](https://briefcase.so/changelog/2026-06-29)[ Update22 Jun 2026 ### File VAT returns directly to HMRC Submit VAT returns for sole traders and landlords straight to HMRC, tag clients with custom labels in billing, and autodetect prepayments and deferred income from multi-line invoices. Read ](https://briefcase.so/changelog/2026-06-22)[ Update15 Jun 2026 ### Request paperwork in Briefcase Ledger Request bank statements and invoices from clients, bulk import deferred income from a CSV, and restrict who can forward emails to Briefcase. Read ](https://briefcase.so/changelog/2026-06-15)[ Update8 Jun 2026 ### Bulk import prepayments Import multiple prepayments at once by uploading a CSV. Briefcase validates every row, flags errors, and creates each prepayment ready for review. Read ](https://briefcase.so/changelog/2026-06-08) --- # AI learning and updated dashboard > Canonical page: https://briefcase.so/changelog/2024-11-11 > Briefcase content index: https://briefcase.so/llms.txt AI learns from published transactions to improve categorization, plus new dashboard features including favorites and pending counts. [All Updates](https://briefcase.so/changelog) Update AI learns from published transactions to improve categorization, plus new dashboard features including favorites and pending counts. 11 November 2024 ## AI learning When transactions are published to accounting software, the system captures all user modifications and stores updated data. AI analyzes semantically similar transactions and applies matching categorizations. ![AI learning tooltip showing similar transactions](https://briefcase.so/images/changelog/2024-11-11-ai-learning.png) - AI tooltips clearly indicate when previous transaction data influences suggestions - No supplier rules required; simply publishing transactions enables AI learning for future categorizations This represents the initial iteration. Future development will enable learning from historical transactions, allowing new clients to benefit from accumulated organizational data. ## Updated dashboard - Mark specific client accounts as favorites for easier navigation - Dashboard displays transaction count requiring review per client to aid prioritization ![Updated dashboard with favorites and pending counts](https://briefcase.so/images/changelog/2024-11-11-dashboard.png) [ NextHistorical learning, updated description extraction, and fixed assets threshold ](https://briefcase.so/changelog/2024-11-18) --- # Historical learning, updated description extraction, and fixed assets threshold > Canonical page: https://briefcase.so/changelog/2024-11-18 > Briefcase content index: https://briefcase.so/llms.txt AI now learns from past transactions, descriptions include service dates, and fixed asset threshold prevents misclassification. [All Updates](https://briefcase.so/changelog) Update AI now learns from past transactions, descriptions include service dates, and fixed asset threshold prevents misclassification. 18 November 2024 ## Historical Learning The AI now learns from past transactions. When connecting a new Xero client, Briefcase automatically embeds the previous 12 months of historic transactions overnight. For each new transaction, the AI applies learned knowledge to improve categorization. Users can correct categorizations, and the AI learns from changes in real-time for the next transaction processed. ![Historical learning from transactions](https://briefcase.so/images/changelog/2024-11-18-historical-learning.png) ## Updated Description Extraction The description extraction feature now includes service delivery dates where present. This addresses the month-end challenge of identifying prepayments, with full automation coming soon. ![Description with service dates](https://briefcase.so/images/changelog/2024-11-18-description-extraction.png) ## New Fixed Assets Threshold AI categorization now enforces a £250 threshold for fixed asset ledger assignments, preventing low-value purchases from being incorrectly marked for depreciation. ## Additional Improvements - VAT rate now displays on the inbox page alongside transaction categories for bulk publishing - Fixed a bug affecting multiple line item updates in foreign currency [ PreviousAI learning and updated dashboard ](https://briefcase.so/changelog/2024-11-11)[ NextNew account code creation and two-way Xero sync ](https://briefcase.so/changelog/2024-11-25) --- # New account code creation and two-way Xero sync > Canonical page: https://briefcase.so/changelog/2024-11-25 > Briefcase content index: https://briefcase.so/llms.txt Create new account codes directly within Briefcase and enjoy bidirectional synchronization with Xero. [All Updates](https://briefcase.so/changelog) Update Create new account codes directly within Briefcase and enjoy bidirectional synchronization with Xero. 25 November 2024 ## Create new account codes through Briefcase Users can now generate fresh account codes directly within the platform for their client's chart of accounts. Once created, these accounts automatically synchronize with Xero and become immediately available for use in Briefcase. ![Creating new account codes demonstration](https://briefcase.so/images/changelog/2024-11-25-account-codes.webp) ## Two-way sync between Briefcase and Xero The platform previously allowed straightforward invoice updates: open, modify, and update. The enhancement introduces bidirectional synchronization—modifications made to invoices within Xero now automatically reflect in Briefcase, preventing data inconsistencies. By syncing current invoice information from Xero, Briefcase maintains accuracy while strengthening AI capabilities. The system continuously refreshes to incorporate the most recent transactional data, enhancing model learning. ![Two-way sync notification](https://briefcase.so/images/changelog/2024-11-25-two-way-sync-1.png) [ PreviousHistorical learning, updated description extraction, and fixed assets threshold ](https://briefcase.so/changelog/2024-11-18)[ NextProcessing emails without attachments ](https://briefcase.so/changelog/2024-12-02) --- # Processing emails without attachments > Canonical page: https://briefcase.so/changelog/2024-12-02 > Briefcase content index: https://briefcase.so/llms.txt Briefcase now handles receipts and invoices arriving in email bodies rather than as file attachments. [All Updates](https://briefcase.so/changelog) Update Briefcase now handles receipts and invoices arriving in email bodies rather than as file attachments. 2 December 2024 ## Processing emails without attachments Briefcase now supports handling emails lacking attachments. The system automatically generates a PDF from the email body, then extracts essential details, categorizes the information, and assigns VAT accordingly. Duplicate detection functions normally—if users resubmit identical transactions via email or manually created PDF, the system identifies and handles them as duplicates. ![Email body processing example](https://briefcase.so/images/changelog/2024-12-02-email-processing.png) ## What else we've shipped - Invoice line editing now features dynamic tax and total calculations based on unit price and quantity changes - Fixed: Account descriptions for newly created Xero chart of accounts entries now submit correctly - Fixed: Transaction deletion for disconnected Xero connections now functions as expected [ PreviousNew account code creation and two-way Xero sync ](https://briefcase.so/changelog/2024-11-25)[ NextManage user permissions and invite clients ](https://briefcase.so/changelog/2024-12-23) --- # Manage user permissions and invite clients > Canonical page: https://briefcase.so/changelog/2024-12-23 > Briefcase content index: https://briefcase.so/llms.txt Manage user permissions with Admin and User roles, plus invite clients to access their own accounts. [All Updates](https://briefcase.so/changelog) Update Manage user permissions with Admin and User roles, plus invite clients to access their own accounts. 23 December 2024 ## Manage User Permissions Briefcase introduced user permissioning to manage access to client accounts with two roles: Admin and User. ![User permissions settings interface](https://briefcase.so/images/changelog/2024-12-23-user-permissions.png) Admins can: - Access all client accounts - Assign user roles to existing users - Assign account access to current or newly connected accounts - Invite new users to the platform Users can: - Access assigned client accounts - Invite new users to the platform User permissions are managed through the Organisation Settings screen, accessible via the cog icon in the top-right corner next to your practice name. ## Invite Clients to Briefcase Clients managing their own bookkeeping can now be invited to Briefcase. After selecting client account(s) they need access to, users generate a unique invite link to share with clients, allowing them to create accounts and access transactions directly in Briefcase. Invite links are valid for 7 days. ![Client invitation interface](https://briefcase.so/images/changelog/2024-12-23-invite-clients.png) [ PreviousProcessing emails without attachments ](https://briefcase.so/changelog/2024-12-02)[ NextEnhanced transaction detection and bulk publish ](https://briefcase.so/changelog/2024-12-30) --- # Enhanced transaction detection and bulk publish > Canonical page: https://briefcase.so/changelog/2024-12-30 > Briefcase content index: https://briefcase.so/llms.txt Enhanced email transaction detection with smarter filtering, plus unlimited bulk publishing capability. [All Updates](https://briefcase.so/changelog) Update Enhanced email transaction detection with smarter filtering, plus unlimited bulk publishing capability. 30 December 2024 ## Enhanced Transaction Detection from Forwarded Emails Previously, Briefcase processed any content in forwarded emails that resembled a transaction, including billing reports, direct debit confirmations, remittance advices, and payment confirmations. If auto email forwarding is set up, this often results in non-invoice documents appearing in your Cost inbox. With the latest update, the criteria for what qualifies as a relevant transactional document have been tightened. - Forwarded emails are scanned for all attachments. If no transactional attachments are found, the email body is also scanned. - Attachments identified as transactional but not recognised as valid invoices, receipts, or credit notes are automatically archived with justification provided. You can easily unarchive them if they were archived by mistake. - Order confirmations and grant agreements are still treated as valid receipts. The team welcomes feedback about what documents users consider valid for bookkeeping purposes. ## More Reliable Bulk Publishing Briefcase has updated bulk publish functionality to handle any number of published transactions. - Previously, publishing more than 10 invoices at once could trigger Xero rate limits, causing some transactions to fail. - Briefcase can now publish any number of transactions simultaneously, processing them all in the background. - Bulk publishing a large number of transactions (100+) may take 3-4 minutes. ## What Else We've Shipped - Improved Description Extraction: Briefcase now summarises transactions instead of listing each item purchased, particularly helpful for long grocery and restaurant receipts. - Simplified Client Email: The generated Briefcase email address for invoice submissions no longer includes company suffixes like Limited, Ltd or Inc, making it shorter and easier to remember. - Bug Fix: Fixed a bug to ensure that uploaded documents are always visible, even if Briefcase encounters processing issues. [ PreviousManage user permissions and invite clients ](https://briefcase.so/changelog/2024-12-23)[ NextEmail verification, reset password and improved AI categorisation ](https://briefcase.so/changelog/2025-01-13) --- # Email verification, reset password and improved AI categorisation > Canonical page: https://briefcase.so/changelog/2025-01-13 > Briefcase content index: https://briefcase.so/llms.txt New email verification workflow, forgot password functionality, and AI now considers business sector for categorisation. [All Updates](https://briefcase.so/changelog) Update New email verification workflow, forgot password functionality, and AI now considers business sector for categorisation. 13 January 2025 ## Verifying emails The platform introduced an email verification workflow for sign-ups. Users must verify their email address before accessing the app through a verification link sent during registration. ![Email verification workflow](https://briefcase.so/images/changelog/2025-01-13-email-verification.png) ## Forgot password workflow With verified emails now in place, users can reset forgotten passwords via the login page using their registered email address. ![Forgot password interface](https://briefcase.so/images/changelog/2025-01-13-forgot-password.png) ## Other improvements Improved categorisation — The AI categorization system now considers a client's business sector. For construction companies, purchases of materials are recognized as "Cost of Goods Sold" rather than generic expenses. [ PreviousEnhanced transaction detection and bulk publish ](https://briefcase.so/changelog/2024-12-30)[ NextAutomated line items ](https://briefcase.so/changelog/2025-01-27) --- # Automated line items > Canonical page: https://briefcase.so/changelog/2025-01-27 > Briefcase content index: https://briefcase.so/llms.txt Briefcase automatically splits invoices/receipts into multiple lines based on their VAT rate. [All Updates](https://briefcase.so/changelog) Update Briefcase automatically splits invoices/receipts into multiple lines based on their VAT rate. 27 January 2025 ## Automated line items Briefcase now automatically splits invoices and receipts into multiple lines based on VAT rates. ![Automated line item splitting](https://briefcase.so/images/changelog/2025-01-27-line-items-1.png) ## Key features - When multiple VAT rates are detected in an invoice or receipt, the system automatically splits it into separate line items - Line items sharing the same VAT rate are consolidated together - Each line includes complete description, category classification, and VAT rate information This eliminates the need for manual setup of supplier rules, manual line splitting, or additional user actions. ![Line items with VAT breakdown](https://briefcase.so/images/changelog/2025-01-27-line-items-2.png) ## Transparency You can hover over a magic wand icon beside any field to see the reasoning behind Briefcase's extraction decisions and how categorization or VAT rate determinations were made. [ PreviousEmail verification, reset password and improved AI categorisation ](https://briefcase.so/changelog/2025-01-13)[ NextInvite clients via email ](https://briefcase.so/changelog/2025-02-10) --- # Invite clients via email > Canonical page: https://briefcase.so/changelog/2025-02-10 > Briefcase content index: https://briefcase.so/llms.txt Send email invites to clients directly from Briefcase with their forwarding email address and upload link. [All Updates](https://briefcase.so/changelog) Update Send email invites to clients directly from Briefcase with their forwarding email address and upload link. 10 February 2025 ## Invite clients via email Users can now send email invites to clients directly from Briefcase. ![Client email invite interface](https://briefcase.so/images/changelog/2025-02-10-email-invite-1.png) ## How it works 1. Navigate to Organisation Settings (gear icon, top right) 2. Click Invite User, select the Client role, choose relevant client accounts 3. Select Email Invite, enter client email addresses (use commas for multiple) 4. Click Send Invite Email — clients receive invitations containing setup instructions, forwarding email addresses, and upload links. Invites expire after 7 days. ![Email invite form](https://briefcase.so/images/changelog/2025-02-10-email-invite-2.png) ## Other recent improvements - Smarter multi-line split — VAT-based transaction splits now operate with greater accuracy and consistency - Improved search — The cost inbox retains search results when navigating between individual transactions [ PreviousAutomated line items ](https://briefcase.so/changelog/2025-01-27)[ NextQuickBooks Online integration ](https://briefcase.so/changelog/2025-02-17) --- # QuickBooks Online integration > Canonical page: https://briefcase.so/changelog/2025-02-17 > Briefcase content index: https://briefcase.so/llms.txt Briefcase now fully supports QuickBooks Online with two-way sync, end-to-end invoice processing, and AI learning. [All Updates](https://briefcase.so/changelog) Update Briefcase now fully supports QuickBooks Online with two-way sync, end-to-end invoice processing, and AI learning. 17 February 2025 ## QuickBooks Online integration Briefcase now fully supports QuickBooks Online (QBO). ## How to add a QuickBooks account 1. Go to your Dashboard 2. Click Add client and Connect Quickbooks account 3. Continue in QBO connect flow ## What does QBO integration mean? - Two-way sync — The full chart of accounts, tax rates, and suppliers are synchronised from QBO. Update an invoice in Briefcase? It updates in QuickBooks. Update in QuickBooks? It updates in Briefcase. Create new ledger codes directly in Briefcase. - End-to-end invoice processing — Extract all information (including descriptions) from uploaded invoices and receipts to assign appropriate account codes and tax rates. - Publish invoices — Publish invoices and receipts to either Bills or Expense sections in QBO, supporting all QBO plans. - AI learning — Published transactions are memorized to improve future categorisation without manual supplier rules. - Email integration — Forward transactions to dedicated Briefcase email; system automatically scans attachments and email body for invoices or receipts. - Smart duplicate detection — Duplicates are detected and archived automatically, even across different document types. - Smart transaction detection — Emails without valid transactions are automatically archived. - Automatic multi-line split — Invoices with multiple VAT rates automatically split based on different rates. - User permissions — Manage user access for both QuickBooks and Xero; invite clients to platform with ease. ## Other shipped items Increased attachment limit — Forwarded emails now support up to 30 attachments. [ PreviousInvite clients via email ](https://briefcase.so/changelog/2025-02-10)[ NextAdding expense claims and supplier VAT number verification ](https://briefcase.so/changelog/2025-02-24) --- # Adding expense claims and supplier VAT number verification > Canonical page: https://briefcase.so/changelog/2025-02-24 > Briefcase content index: https://briefcase.so/llms.txt Generate expense claims directly from invoices and automatically verify supplier VAT numbers through HMRC. [All Updates](https://briefcase.so/changelog) Update Generate expense claims directly from invoices and automatically verify supplier VAT numbers through HMRC. 24 February 2025 ## Expense claims Users can now create expense claims directly from invoices, grouping multiple invoices into a single claim for an employee, then publishing directly into Xero. ## How it works 1. Select relevant invoices and click "Expense claim" on the bottom of the screen 2. Assign relevant contact, creating new contacts by typing the name and clicking "Add \[Name\]" button 3. Navigate to the "expense claim inbox" in the left menu and publish it 4. Expense claim is now available as new invoice in "Bills to Pay" section in underlying Xero connection This feature is currently available for Xero, with support for QuickBooks coming soon. ## VAT number validation with HMRC The platform now includes VAT number extraction during invoice processing. The VAT number is automatically extracted and verified via the HMRC API to confirm supplier VAT registration status, improving accuracy in VAT rate determination. ## Other shipped features - Default publishing destination for QuickBooks — Users can set a default publishing destination for QuickBooks clients within client settings - Line item quantities fix — Resolved an issue ensuring line item quantities are correctly stored in Xero when publishing multi-line invoices [ PreviousQuickBooks Online integration ](https://briefcase.so/changelog/2025-02-17)[ NextExpense claims for QuickBooks and supplier VAT registration ](https://briefcase.so/changelog/2025-03-03) --- # Expense claims for QuickBooks and supplier VAT registration > Canonical page: https://briefcase.so/changelog/2025-03-03 > Briefcase content index: https://briefcase.so/llms.txt Expense claim functionality now available for QuickBooks, plus supplier VAT number verification and automatic image rotation. [All Updates](https://briefcase.so/changelog) Update Expense claim functionality now available for QuickBooks, plus supplier VAT number verification and automatic image rotation. 3 March 2025 ## Expense claims for QuickBooks Last week we release our first iteration of expense claims that allowed our customers to create and publish Expense claims to Xero. We've launched the ability to publish to Quickbooks too. Users can override the default publishing destination using a dropdown menu next to the Publish button. ![Expense claims dropdown for QuickBooks](https://briefcase.so/images/changelog/2025-03-03-expense-claims-qb.png) ## Supplier VAT registration status Building on recent HMRC API integration, the platform now displays verification for supplier VAT numbers. Simply hover over the magic wand icon next to the VAT rate to see the verified status. ![VAT registration verification status](https://briefcase.so/images/changelog/2025-03-03-vat-status.png) ## Automatic image rotation Our new automatic image rotation feature ensures that all uploaded photos are correctly oriented, enhancing both data extraction accuracy and the review process for bookkeepers. ## Other improvements shipped - Bugfix: posting negative amounts to Xero and QuickBooks - Enhanced transaction detection for forwarded emails, filtering out duplicates and non-transaction documents that are automatically archived [ PreviousAdding expense claims and supplier VAT number verification ](https://briefcase.so/changelog/2025-02-24)[ NextAdding WhatsApp support ](https://briefcase.so/changelog/2025-03-17) --- # Adding WhatsApp support > Canonical page: https://briefcase.so/changelog/2025-03-17 > Briefcase content index: https://briefcase.so/llms.txt Submit invoices and receipts directly to Briefcase via WhatsApp for streamlined document management. [All Updates](https://briefcase.so/changelog) Update Submit invoices and receipts directly to Briefcase via WhatsApp for streamlined document management. 17 March 2025 ## WhatsApp support You can now submit invoices and receipts directly to Briefcase via WhatsApp for streamlined document management. ![WhatsApp setup instructions in settings](https://briefcase.so/images/changelog/2025-03-17-whatsapp-1.png) ## How to Get Started 1. Go to Organization Settings (the cog icon in the top-right corner) 2. Enter your phone number to connect your account 3. Add Briefcase as a contact in your phone 4. Start using WhatsApp ## How It Works - Send invoices or receipts as a WhatsApp message to the Briefcase business account - If you have access to multiple companies, you'll be prompted to choose which one receives the documents. Mark certain companies as favorites within Briefcase to customize this selection - Single-entity users experience automatic invoice processing with no additional steps required - Invoices are typically processed and ready for review within 60–90 seconds ![WhatsApp conversation with Briefcase](https://briefcase.so/images/changelog/2025-03-17-whatsapp-2.png) [ PreviousExpense claims for QuickBooks and supplier VAT registration ](https://briefcase.so/changelog/2025-03-03)[ NextImproved AI extraction pipeline ](https://briefcase.so/changelog/2025-03-24) --- # Improved AI extraction pipeline > Canonical page: https://briefcase.so/changelog/2025-03-24 > Briefcase content index: https://briefcase.so/llms.txt Faster processing times, smarter VAT-based line splitting, and improved transaction detection in emails. [All Updates](https://briefcase.so/changelog) Update Faster processing times, smarter VAT-based line splitting, and improved transaction detection in emails. 24 March 2025 ## Faster, more accurate transaction processing - Speed boost — Transactions processing now on average takes 60–70 seconds - Smarter splitting — Automated line-item splitting by VAT rate is now more consistent and reduces manual corrections - Improved transaction detection — The AI better identifies transactions within email bodies and automatically archives emails lacking transaction data, including edge cases with incomplete invoices ## Other shipped features - Private notes in QuickBooks — When publishing to connected QuickBooks accounts, the private note field now includes description data for improved record-keeping - Bugfix — Fixed tax amount assignment for transactions with complex reverse charge rates in QuickBooks (such as 20.0% RC SG) [ PreviousAdding WhatsApp support ](https://briefcase.so/changelog/2025-03-17)[ NextAutomated invoice splitting ](https://briefcase.so/changelog/2025-03-31) --- # Automated invoice splitting > Canonical page: https://briefcase.so/changelog/2025-03-31 > Briefcase content index: https://briefcase.so/llms.txt Upload PDFs with multiple invoices and Briefcase automatically separates them into individual documents for independent processing. [All Updates](https://briefcase.so/changelog) Update Upload PDFs with multiple invoices and Briefcase automatically separates them into individual documents for independent processing. 31 March 2025 ## Automated Invoice Splitting Users can now upload multi-invoice PDFs, and Briefcase automatically splits them into separate documents for independent processing. This feature proves especially useful for bulk-scanned physical invoices or suppliers like Amazon that bundle multiple invoices. ![Multiple invoices being split from a single PDF](https://briefcase.so/images/changelog/2025-03-31-invoice-splitting-1.png) ## How It Works - Upload multi-invoice PDFs as you normally would - Detection & Splitting — System identifies individual transactions and creates separate documents - Multiple Pages — Each split invoice can span multiple pages - Archiving — Original PDFs are archived while transactions reference the source file - Page Limit — Currently supports PDFs up to 20 pages ![Split invoice results in dashboard](https://briefcase.so/images/changelog/2025-03-31-invoice-splitting-2.png) ## Other Shipped Features Line Item Deletion — Users can quickly remove line items by clicking the 'x' button next to each one. [ PreviousImproved AI extraction pipeline ](https://briefcase.so/changelog/2025-03-24)[ NextAutomated prepayments ](https://briefcase.so/changelog/2025-04-22) --- # Automated prepayments > Canonical page: https://briefcase.so/changelog/2025-04-22 > Briefcase content index: https://briefcase.so/llms.txt Automatic prepayment detection and recognition scheduling. Upload invoices, review draft schedules, and publish for automatic journal posting. [All Updates](https://briefcase.so/changelog) Update Automatic prepayment detection and recognition scheduling. Upload invoices, review draft schedules, and publish for automatic journal posting. 22 April 2025 ## Automated prepayments Briefcase has launched its first workflow extending beyond standard bookkeeping functions: automatic prepayment detection and recognition scheduling. When you upload invoices through email, web, or WhatsApp, the system performs extraction, categorization, and VAT compliance work. A new prepayment AI agent then analyzes transactions and drafts prepayment schedules, which you can review and publish for automatic recurring journal entry posting. ![Prepayment detection and schedule creation](https://briefcase.so/images/changelog/2025-04-22-prepayments-1.png) ## How it works - Upload invoices or receipts via email, web, or WhatsApp - Analysis occurs after bookkeeping workflow completion via the prepayment agent - Draft scheduling is created and displayed in the Prepayments tab - Review and publish the schedule for automatic journal posting - User control remains with options to reverse entries, edit amounts, or archive schedules ![Prepayment schedule review interface](https://briefcase.so/images/changelog/2025-04-22-prepayments-2.png) ## Current limitations Current prepayment detection functionality is restricted to Xero clients (QuickBooks support forthcoming), single-line transactions only, and monthly recognition schedules spread across multiple months. The system does not yet support one-time future-dated recognition scenarios. ![Prepayment journals in Xero](https://briefcase.so/images/changelog/2025-04-22-prepayments-3.png) [ PreviousAutomated invoice splitting ](https://briefcase.so/changelog/2025-03-31)[ NextAI learning trail and adjustable prepayment threshold ](https://briefcase.so/changelog/2025-04-29) --- # AI learning trail and adjustable prepayment threshold > Canonical page: https://briefcase.so/changelog/2025-04-29 > Briefcase content index: https://briefcase.so/llms.txt See exactly which historical transactions inform AI categorisation decisions, plus customise prepayment materiality thresholds. [All Updates](https://briefcase.so/changelog) Update See exactly which historical transactions inform AI categorisation decisions, plus customise prepayment materiality thresholds. 29 April 2025 ## AI Learning Trail — understand how the model thinks Briefcase's AI learns from every published transaction and then uses this memory to categorise new transactions. 1. Store & learn — Each published transaction is saved to the AI's long-term memory. 2. Find the closest match — For every new transaction, the model retrieves the most semantically similar entries to see how they were categorised. 3. Decide & apply — It uses that historical context with the fresh data to choose the best category. Hover over the magic wand icon beside a category to preview the exact historical transactions the AI considered. Click on similar transaction to open the full record and compare side-by-side. ![AI learning trail showing similar historical transactions](https://briefcase.so/images/changelog/2025-04-29-learning-trail.png) ## Prepayments — adjustable materiality threshold The prepayments module launched last week. Now users can customise the prepayment materiality threshold (default is 250) from the client settings page. Any invoice with an amount lower than the threshold will not be considered a prepayment. ![Prepayment materiality threshold settings](https://briefcase.so/images/changelog/2025-04-29-prepayment-threshold.png) [ PreviousAutomated prepayments ](https://briefcase.so/changelog/2025-04-22)[ NextWord and Excel document support ](https://briefcase.so/changelog/2025-05-12) --- # Word and Excel document support > Canonical page: https://briefcase.so/changelog/2025-05-12 > Briefcase content index: https://briefcase.so/llms.txt Upload Word and Excel documents directly into Briefcase for automatic PDF conversion and processing. [All Updates](https://briefcase.so/changelog) Update Upload Word and Excel documents directly into Briefcase for automatic PDF conversion and processing. 12 May 2025 ## Word and Excel support You can now upload Word and Excel documents into Briefcase! We will do the PDF conversion and process them automatically. ![Word and Excel document upload interface](https://briefcase.so/images/changelog/2025-05-12-word-excel.png) ## How it works 1. Upload Word/Excel document 2. Briefcase converts it to PDF 3. PDF is then processed (extraction, categorisation, VAT compliance, etc.) 4. In your dashboard you will see the PDF document alongside extracted data This works across all upload methods — web, email or WhatsApp. [ PreviousAI learning trail and adjustable prepayment threshold ](https://briefcase.so/changelog/2025-04-29)[ NextPO number extraction and fixed asset materiality threshold ](https://briefcase.so/changelog/2025-05-19) --- # PO number extraction and fixed asset materiality threshold > Canonical page: https://briefcase.so/changelog/2025-05-19 > Briefcase content index: https://briefcase.so/llms.txt Automatically extract PO numbers and append them to document references, plus set materiality thresholds for fixed assets. [All Updates](https://briefcase.so/changelog) Update Automatically extract PO numbers and append them to document references, plus set materiality thresholds for fixed assets. 19 May 2025 ## Purchase order number extraction Once you enable PO-number extraction in Client Settings, Briefcase will automatically detect the PO number in each document and append it to the document reference. ![PO number extraction settings and example](https://briefcase.so/images/changelog/2025-05-19-po-extraction.png) ## Fixed-asset materiality threshold You can now set a materiality threshold for fixed-asset transactions. Our AI agent will consider fixed asset categories only for transactions above this threshold. [ PreviousWord and Excel document support ](https://briefcase.so/changelog/2025-05-12)[ NextSorting, filtering, and extended PDF split ](https://briefcase.so/changelog/2025-05-27) --- # Sorting, filtering, and extended PDF split > Canonical page: https://briefcase.so/changelog/2025-05-27 > Briefcase content index: https://briefcase.so/llms.txt Sort and filter transactions, PDF splitting up to 50 pages, see who uploaded documents, and upgraded AI extraction. [All Updates](https://briefcase.so/changelog) Update Sort and filter transactions, PDF splitting up to 50 pages, see who uploaded documents, and upgraded AI extraction. 27 May 2025 ## Sorting & Filtering Users can now sort transactions in the Inbox and Archive by Date, Document Type, Vendor, Category, Total Amount, and VAT Rate using column header arrows. Filtering options include Date Range, Total Amount, and Document Reference. ![Transaction sorting and filtering interface](https://briefcase.so/images/changelog/2025-05-27-sorting.png) ## Split PDFs up to 50 pages The automatic document-splitter now supports PDFs up to 50 pages with improved reliability. Splitting occurs automatically across web, WhatsApp, and email uploads. ## See who uploaded each document Transaction Inbox and Details views now display uploader information and timestamps across all upload methods (web, WhatsApp, email). ![Upload information showing who uploaded the document](https://briefcase.so/images/changelog/2025-05-27-upload-info.png) ## Upgraded extraction engine The transaction processing AI agent uses an enhanced extraction model capable of recognizing subtle differences in difficult-to-read documents. ## Other features shipped - Performance improvements — Page load times reduced by 300ms - More line items — Transaction line item limit increased from 20 to 40 - Disconnected Clients — Users can now delete disconnected clients directly from the dashboard [ PreviousPO number extraction and fixed asset materiality threshold ](https://briefcase.so/changelog/2025-05-19)[ NextSearchable dashboard and collapsible sidebar ](https://briefcase.so/changelog/2025-06-02) --- # Searchable dashboard and collapsible sidebar > Canonical page: https://briefcase.so/changelog/2025-06-02 > Briefcase content index: https://briefcase.so/llms.txt Search and sort clients on your dashboard, plus collapse the sidebar for more screen space. [All Updates](https://briefcase.so/changelog) Update Search and sort clients on your dashboard, plus collapse the sidebar for more screen space. 2 June 2025 ## Searchable and Sortable Client Dashboard The client dashboard received a refresh with new functionality: - Search for clients by name - Sort clients by name, number of pending transactions, ledger type, or connection status ## Collapsable Sidebar Users can now collapse the sidebar to gain additional screen space for viewing page details. ## Additional Releases - Administrators gained the ability to remove users from the Settings page - Maximum email attachments increased from 30 to 60 per forwarded message [ PreviousSorting, filtering, and extended PDF split ](https://briefcase.so/changelog/2025-05-27)[ NextImproved categorisation, opening prepayment balances and cleaner UI ](https://briefcase.so/changelog/2025-06-17) --- # Improved categorisation, opening prepayment balances and cleaner UI > Canonical page: https://briefcase.so/changelog/2025-06-17 > Briefcase content index: https://briefcase.so/llms.txt AI categorisation now uses weaker matches when strong ones are unavailable, migrate existing prepayments with opening balances, and a cleaner publish location UI. [All Updates](https://briefcase.so/changelog) Update AI categorisation now uses weaker matches when strong ones are unavailable, migrate existing prepayments with opening balances, and a cleaner publish location UI. 17 June 2025 ## Extending categorisation to include moderately and weakly similar transactions We've improved our AI categorisation engine for greater accuracy. It can now use lower-quality matches when stronger ones aren't available, reliably increasing performance. To keep things transparent, we also now show the strength of the match as well as similar transactions found in your historic ledger. ## Opening balance for manual prepayments You can now migrate existing prepayments by specifying the prepaid amount (excluding VAT), opening balance (remaining unrecognized portion), start and end dates, and account code. Remember to remove any recurring journals to prevent duplicate posting. ## Cleaner publish location UI The publish location field now appears prominently at the bottom of the transaction details page, allowing easier review and updates while maintaining Business Settings defaults. [ PreviousSearchable dashboard and collapsible sidebar ](https://briefcase.so/changelog/2025-06-02)[ NextTwo-factor authentication and customisable dashboard ](https://briefcase.so/changelog/2025-06-23) --- # Two-factor authentication and customisable dashboard > Canonical page: https://briefcase.so/changelog/2025-06-23 > Briefcase content index: https://briefcase.so/llms.txt Add 2FA protection to your account and customise which columns appear on client dashboards. [All Updates](https://briefcase.so/changelog) Update Add 2FA protection to your account and customise which columns appear on client dashboards. 23 June 2025 ## Two-factor authentication Add an extra layer of protection to your Briefcase account with two-factor authentication. Choose between an authenticator app or email delivery. Once enabled, Briefcase will ask for a 2FA code every 30 days or whenever you sign in from a new device. This feature will become mandatory in coming weeks. ## Customisable client dashboard Display only relevant data on your dashboard — descriptions, due dates, totals, or custom combinations. Click "View" in the top-right to select desired columns. Preferences are automatically saved and apply across all client dashboards. [ PreviousImproved categorisation, opening prepayment balances and cleaner UI ](https://briefcase.so/changelog/2025-06-17)[ NextSales transactions and one-off prepayments ](https://briefcase.so/changelog/2025-06-30) --- # Sales transactions and one-off prepayments > Canonical page: https://briefcase.so/changelog/2025-06-30 > Briefcase content index: https://briefcase.so/llms.txt Briefcase now automatically detects and processes sales transactions. [All Updates](https://briefcase.so/changelog) Update Briefcase now automatically detects and processes sales transactions. 30 June 2025 ## Sales Transactions Briefcase now automatically detects and processes sales transactions: 1. Enable Sales transactions for a client. Go to Business settings → Sales transactions 2. Upload documents via web, email or WhatsApp 3. Briefcase triages each upload into the correct bucket Once classified as a sales transaction, Briefcase processes it end-to-end, including data extraction, categorization, VAT compliance and line-item splits, exactly like cost transactions. ## Switch between Sales and Cost Transaction To move existing transactions between Sales and Cost inbox, open a transaction, click Move to, confirm, and the system will reprocess the document. Sales transactions are available now for Xero clients. QuickBooks support is coming soon. ## One-off Prepayments Briefcase now automatically detects one-off prepayments such as purchased flight tickets, accommodation or event tickets. 1. Upload your invoices 2. Briefcase will run prepayment AI agent in the background 3. If invoice qualifies as prepayment, it will decide if it's recurring or one-off prepayment 4. For one-off prepayments we offset full amount at the beginning of the period and then release it at the end of the schedule. Journals with 0 amount are not posted to the ledger [ PreviousTwo-factor authentication and customisable dashboard ](https://briefcase.so/changelog/2025-06-23)[ NextLight mode and tracking categories for prepayments ](https://briefcase.so/changelog/2025-07-07) --- # Light mode and tracking categories for prepayments > Canonical page: https://briefcase.so/changelog/2025-07-07 > Briefcase content index: https://briefcase.so/llms.txt Toggle between dark and light themes, plus assign tracking categories to prepayment schedules. [All Updates](https://briefcase.so/changelog) Update Toggle between dark and light themes, plus assign tracking categories to prepayment schedules. 7 July 2025 ## Light Mode Users can now toggle between dark and light themes using a sun/moon icon located in the top-right corner of the interface. ![Briefcase in light mode](https://briefcase.so/images/changelog/2025-07-07-light-mode.png) ## Tracking Categories for Prepayments The update enables users to add a tracking category to a prepayment schedule. Once assigned, the system automatically applies this tracking category to every journal entry the schedule generates. ![Tracking category assignment for prepayments](https://briefcase.so/images/changelog/2025-07-07-tracking-prepayments.png) ## Mandatory 2FA Two-factor authentication is now required for all accounts. Users can configure this in advance by navigating to Settings → User settings → Enable MFA, or they will be prompted to set it up upon their next sign-in. [ PreviousSales transactions and one-off prepayments ](https://briefcase.so/changelog/2025-06-30)[ NextCIS Transactions ](https://briefcase.so/changelog/2025-07-21) --- # CIS Transactions > Canonical page: https://briefcase.so/changelog/2025-07-21 > Briefcase content index: https://briefcase.so/llms.txt Briefcase now automatically processes Construction Industry Scheme (CIS) invoices. [All Updates](https://briefcase.so/changelog) Update Briefcase now automatically processes Construction Industry Scheme (CIS) invoices. 21 July 2025 ## CIS Transactions Briefcase now automatically processes Construction Industry Scheme (CIS) invoices. When you upload an invoice, the system will: - Split labour vs materials lines - Assign the correct VAT rate to each line - Post each line to the right category ![CIS invoice processing demonstration](https://briefcase.so/images/changelog/2025-07-21-cis.png) ## Xero Integration If the client is configured as a CIS contractor in Xero, Briefcase applies CIS treatment automatically. ## QuickBooks Integration If CIS contractor status is enabled in Business settings, Briefcase applies CIS treatment. Since the QuickBooks API doesn't expose the "Less CIS" field, users must manually enter the CIS deduction in QuickBooks after publishing the invoice. [ PreviousLight mode and tracking categories for prepayments ](https://briefcase.so/changelog/2025-07-07)[ NextMulti line splits and prepayments closing balance ](https://briefcase.so/changelog/2025-08-04) --- # Multi line splits and prepayments closing balance > Canonical page: https://briefcase.so/changelog/2025-08-04 > Briefcase content index: https://briefcase.so/llms.txt Toggle between VAT summary and full line item views, plus see running balances for each prepayment. [All Updates](https://briefcase.so/changelog) Update Toggle between VAT summary and full line item views, plus see running balances for each prepayment. 4 August 2025 ## Full line item splits Briefcase now displays two views of invoice data: - VAT summary – line items grouped by VAT rate - All line items – every item listed individually Users can toggle between these views using the "Show all line items" button. The first view aggregates entries by VAT rate, while the second displays every individual line item for detailed inspection. ![Line items grouped by VAT rate](https://briefcase.so/images/changelog/2025-08-04-line-items-vat.png) ![All individual line items displayed](https://briefcase.so/images/changelog/2025-08-04-line-items-all.png) ## Prepayments closing balance Briefcase now shows the running balance of each individual prepayment on the prepayments tracker page. This allows users to identify what comprises their total prepayments balance. ![Prepayments tracker with closing balances](https://briefcase.so/images/changelog/2025-08-04-prepayments-tracker.png) Additionally, prepayment CSV exports now include two tables: - First table: monthly amount expensed by each prepayment - Second table: monthly closing balance of each prepayment [ PreviousCIS Transactions ](https://briefcase.so/changelog/2025-07-21)[ NextSales transactions for QuickBooks and keyboard shortcuts ](https://briefcase.so/changelog/2025-08-11) --- # Sales transactions for QuickBooks and keyboard shortcuts > Canonical page: https://briefcase.so/changelog/2025-08-11 > Briefcase content index: https://briefcase.so/llms.txt QuickBooks sales transaction support, keyboard shortcuts, and multiple attachments per transaction. [All Updates](https://briefcase.so/changelog) Update QuickBooks sales transaction support, keyboard shortcuts, and multiple attachments per transaction. 11 August 2025 ## Sales transactions for QuickBooks Briefcase now supports sales transactions for QuickBooks users (previously available for Xero). The implementation involves three steps: 1. Enable Sales Transactions in Business Settings 2. Upload documents via web, email, or WhatsApp 3. AI Agent sorts uploads into appropriate categories and extracts product/category details Users can publish transactions as sales receipts and specify account destinations. All attachments sync to the underlying accounting platform upon publishing. ## Keyboard shortcuts The platform expanded keyboard shortcut functionality across common operations. Users can press "?" at any time to view the complete list of available shortcuts, enabling faster navigation and workflow control. ## Multiple attachments per transaction Transactions now support multiple file attachments. Users click the "+ Add" button in the attachments section to include additional files. Upon publishing, all attached documents transfer to either Xero or QuickBooks accounts. [ PreviousMulti line splits and prepayments closing balance ](https://briefcase.so/changelog/2025-08-04)[ NextAI Autopilot ](https://briefcase.so/changelog/2025-08-26) --- # AI Autopilot > Canonical page: https://briefcase.so/changelog/2025-08-26 > Briefcase content index: https://briefcase.so/llms.txt Introducing AI Autopilot — automatically reviews and publishes transactions meeting three strict criteria. [All Updates](https://briefcase.so/changelog) Update Introducing AI Autopilot — automatically reviews and publishes transactions meeting three strict criteria. 26 August 2025 ## Introducing AI Autopilot Briefcase has launched AI Autopilot, which automatically reviews transactions and publishes those meeting specific criteria without manual intervention. ## Autopublish criteria Transactions are automatically published when they meet three conditions: 1. Legible document — Key data points are extracted twice and compared for consistency 2. Complete data extraction — All essential fields are captured, including document type, supplier, amounts, and line item details 3. Historical consistency — Transaction matches at least 3 previously published similar transactions ## How it works The system extracts critical information twice and validates that results match. Essential fields must include: document type/reference/dates, existing supplier information, amounts and currency, and per-line-item details with tax rates. The system identifies semantically similar past transactions. For example, grocery receipts from different retailers are matched together. Autopublish only occurs when sufficient matching evidence exists. ## Adaptive learning The system improves over time: edits to autopublished transactions reduce future similar autopublishes, while unchanged transactions increase likelihood of future automation. ## Availability Users can enable AI Autopilot per client in Business Settings immediately. Beginning September 1st, the feature becomes default-enabled with opt-out capability. [ PreviousSales transactions for QuickBooks and keyboard shortcuts ](https://briefcase.so/changelog/2025-08-11)[ NextBank statement extraction and more ](https://briefcase.so/changelog/2025-09-16) --- # Bank statement extraction and more > Canonical page: https://briefcase.so/changelog/2025-09-16 > Briefcase content index: https://briefcase.so/llms.txt Automated bank statement detection and extraction, plus mark invoices as prepayments and email content visibility. [All Updates](https://briefcase.so/changelog) Update Automated bank statement detection and extraction, plus mark invoices as prepayments and email content visibility. 16 September 2025 ## Bank statement extraction Briefcase now automatically detects and extracts data from bank statement PDFs and images. The system routes documents to the Bank tab and pulls essential information including bank name, opening/closing balances, and transaction details. Users can export extracted transactions in Xero or QuickBooks format. 1. Upload bank statements via web, email, or WhatsApp 2. Automatic document type detection and data extraction 3. Access extracted data in Bank tab 4. Export in connected ledger format ## Mark invoices as prepayments Users can manually designate any invoice as a prepayment from the transaction details page. The system attempts automatic prepayment schedule creation, or provides an empty template if automatic generation isn't possible. ## Email content for email-originated transactions Email content now automatically attaches as a secondary attachment for every transaction originating from email, preserving contextual information not captured in invoices alone. ## Company registration name in VAT validation During transaction processing, Briefcase extracts VAT numbers and validates them against the HMRC database. The system now returns the VAT-registered company name from HMRC alongside validity confirmation. [ PreviousAI Autopilot ](https://briefcase.so/changelog/2025-08-26)[ NextAI Autopilot Launch ](https://briefcase.so/changelog/2025-09-22) --- # AI Autopilot Launch > Canonical page: https://briefcase.so/changelog/2025-09-22 > Briefcase content index: https://briefcase.so/llms.txt AI autopilot is now turned on by default for all accounts. [All Updates](https://briefcase.so/changelog) Update AI autopilot is now turned on by default for all accounts. 22 September 2025 ## AI Autopilot Launch AI autopilot is now turned on by default for all accounts. The costs page displays autopilot status, an on/off switch, and filtering options for autopublished transactions. - Needs at least 3 historically consistent published transactions before auto-publishing similar ones - Considers full document context: category coding, VAT, description, amount, line items, and tracking codes - Learns from edits: If transactions are modified after autopublishing, the system won't repeat that pattern; conversely, repeatedly published similar transactions without edits trigger automatic publishing ## Prepayment Enhancements - One-off prepayment detection and automatic schedule creation - Mark transactions as prepayments from transaction details page - Tracking codes adjusted alongside categories in prepayment schedules - Monthly closing balance displayed on tracker page and CSV exports ## Additional Features - CIS invoice support - Keyboard shortcuts (press '?' for full list) - Light mode toggle (press apostrophe) - Full line item extraction (press 'l') - Bank statement extraction - Email body stored as additional attachment - Company registration name in VAT validation modal [ PreviousBank statement extraction and more ](https://briefcase.so/changelog/2025-09-16)[ NextGranular user permissions ](https://briefcase.so/changelog/2025-09-29) --- # Granular user permissions > Canonical page: https://briefcase.so/changelog/2025-09-29 > Briefcase content index: https://briefcase.so/llms.txt Briefcase introduced a new permission system enabling precise control over team member and client access levels. [All Updates](https://briefcase.so/changelog) Update Briefcase introduced a new permission system enabling precise control over team member and client access levels. 29 September 2025 ## Granular user permissions Briefcase introduced a new permission system enabling precise control over team member and client access levels. ![User permissions settings interface](https://briefcase.so/images/changelog/2025-09-29-permissions.png) ## Available Permissions by Category Transaction: View all transactions, View own transactions only, Publish transactions, Delete transactions Document: Upload new documents Expense Claims: View all expense claims, View own expense claims only, Create new expense claims, Publish expense claims to ledger, Delete expense claims Prepayments: View all prepayments, View own prepayments only, Create new prepayments, Publish prepayments, Delete prepayments Bank Statements: View all bank statements, View own bank statements only, Delete bank statements Business Settings: Update business settings ## Role Capabilities - Admins: Manage all user permissions and send invites - Users: Invite new users and set their permissions ## Use Cases - Grant clients read-only document access - Allow employees to manage only their own expense claims ## Additional Updates - Bugfix for duplicate detection when purchase number extraction is enabled - Bugfix for duplicate detection when issue dates and payment dates differ [ PreviousAI Autopilot Launch ](https://briefcase.so/changelog/2025-09-22)[ NextPrepayments for QuickBooks ](https://briefcase.so/changelog/2025-10-06) --- # Prepayments for QuickBooks > Canonical page: https://briefcase.so/changelog/2025-10-06 > Briefcase content index: https://briefcase.so/llms.txt Automated prepayment handling for QuickBooks Online users. [All Updates](https://briefcase.so/changelog) Update Automated prepayment handling for QuickBooks Online users. 6 October 2025 ## Feature overview Briefcase has launched automated prepayment handling for QuickBooks Online users. The system detects prepayments from uploaded invoices and manages their accounting lifecycle. ![Example prepayment journals posted to QuickBooks](https://briefcase.so/images/changelog/2025-10-06-qb-prepayments-1.png) ## How it works The feature operates through six key steps: 1. Users upload invoices via existing channels (web upload, WhatsApp, email forwarding) 2. Briefcase's AI automatically identifies prepayment transactions 3. The system determines whether prepayments are recurring or one-time and establishes appropriate schedules 4. Prepayment journals automatically sync to QuickBooks Online accounts 5. Users can reverse or adjust prepayment periods as needed 6. A dedicated tracking screen displays all prepayment activity for reconciliation against QB ledgers ![Prepayment tracker reconciling against QuickBooks ledger](https://briefcase.so/images/changelog/2025-10-06-qb-prepayments-2.png) [ PreviousGranular user permissions ](https://briefcase.so/changelog/2025-09-29)[ NextSupplier statement reconciliation and document merging ](https://briefcase.so/changelog/2025-10-13) --- # Supplier statement reconciliation and document merging > Canonical page: https://briefcase.so/changelog/2025-10-13 > Briefcase content index: https://briefcase.so/llms.txt Automated reconciliation of supplier statements against transactions, plus the ability to merge related documents. [All Updates](https://briefcase.so/changelog) Update Automated reconciliation of supplier statements against transactions, plus the ability to merge related documents. 13 October 2025 ## Supplier statement reconciliation Briefcase now automatically reconciles supplier statements with transactions through a five-step process: 1. Upload documents via email, WhatsApp, or web 2. Briefcase identifies and processes supplier statements automatically 3. Statements are matched against existing transactions (partial matches require confirmation) 4. New transactions auto-reconcile against unreconciled statements 5. Manual reconciliation available when no matches are found ## Document merging Users can combine multiple documents belonging to the same transaction by: 1. Selecting transactions in Costs inbox 2. Clicking "Merge" 3. Choosing primary transaction – attachments from other transactions transfer here 4. Secondary transactions are archived with merge reference ## Deleting attachments Users can now remove attachments from any transaction using the trash button. ## Prepayment journal VAT fix Prepayment journals now post with 'No VAT' tax rate instead of inheriting the original invoice's VAT rate, preventing journals from appearing on Box 4 reporting on VAT returns. [ PreviousPrepayments for QuickBooks ](https://briefcase.so/changelog/2025-10-06)[ NextRelease prepayment journals early and more ](https://briefcase.so/changelog/2025-10-27) --- # Release prepayment journals early and more > Canonical page: https://briefcase.so/changelog/2025-10-27 > Briefcase content index: https://briefcase.so/llms.txt Release all prepayment journals at once, HEIC file support, and client upload URL deprecation notice. [All Updates](https://briefcase.so/changelog) Update Release all prepayment journals at once, HEIC file support, and client upload URL deprecation notice. 27 October 2025 ## Release Prepayment Journals Upfront Users can now release all prepayment journals at once when publishing a prepayment, rather than the default monthly release schedule. ## HEIC File Support The platform now accepts HEIC files (iPhone images) for upload via WhatsApp, email, or web upload functionality. ## Client Upload URL Deprecation The legacy client upload URL feature will be discontinued on November 30, 2025. This affects only historical accounts; new accounts lack this feature. Users should migrate to WhatsApp upload instead. ## Additional Features Shipped - View pending client invites in organization settings - Mark supplier and bank statements as costs/sales for automated processing - Client account order in dashboard persists per device - Autopilot detects new transaction patterns faster (new suppliers, category changes) and autopublishes sooner - Mark transactions as expense claims directly from transaction view [ PreviousSupplier statement reconciliation and document merging ](https://briefcase.so/changelog/2025-10-13)[ NextAutomated tracking categories / class ](https://briefcase.so/changelog/2025-11-03) --- # Automated tracking categories / class > Canonical page: https://briefcase.so/changelog/2025-11-03 > Briefcase content index: https://briefcase.so/llms.txt Briefcase now automatically assigns Xero tracking categories and QuickBooks classes using transaction details, historical patterns, and document content. [All Updates](https://briefcase.so/changelog) Update Briefcase now automatically assigns Xero tracking categories and QuickBooks classes using transaction details, historical patterns, and document content. 3 November 2025 ## Automated Tracking Categories / Class Briefcase now automatically assigns tracking categories to your transactions for both Xero and QuickBooks clients, for both cost and sales transactions. ![Tracking category assignment with AI explanation](https://briefcase.so/images/changelog/2025-11-03-tracking-categories.png) When you upload invoices and receipts, Briefcase will suggest the category automatically if there is enough evidence. The system looks at: - Transaction details: supplier/customer information, amounts, dates, descriptions, and account categories - Historical patterns: how similar transactions were categorised in the past - Document content: invoice text to find explicit mentions We'll soon be adding support for additional context on upload (e.g., from WhatsApp, email body, or manual notes) to help categorise your transactions even more accurately. Our AI only applies suggestions when it's highly confident they're correct and provides an explanation for each prediction. [ PreviousRelease prepayment journals early and more ](https://briefcase.so/changelog/2025-10-27)[ NextRecent uploads + usage dashboard + removed client upload URL ](https://briefcase.so/changelog/2025-12-01) --- # Recent uploads + usage dashboard + removed client upload URL > Canonical page: https://briefcase.so/changelog/2025-12-01 > Briefcase content index: https://briefcase.so/llms.txt Track the last 14 days of document uploads, monitor client and user activity in the new usage dashboard, and legacy upload URLs have been retired. [All Updates](https://briefcase.so/changelog) Update Track the last 14 days of document uploads, monitor client and user activity in the new usage dashboard, and legacy upload URLs have been retired. 1 December 2025 ## Recent uploads Briefcase now displays the last 14 days of uploads in the Upload Documents modal, making it easier to track recent document activity. This feature works seamlessly across all upload methods: web, WhatsApp, and email. Plus, you can quickly access your client's unique email address and WhatsApp (WA) setup guide right there. ![Recent uploads view showing submissions from the past 14 days](https://briefcase.so/images/changelog/2025-12-01-recent-uploads.png) ## Usage dashboard We've launched the Usage Dashboard to give you clear insights into activity across clients and users. To access it, navigate to Settings (cog icon in the top right) and select the Usage tab. Filter by business, or switch to the Users view and filter by email address for more granular details. ![Usage dashboard showing activity metrics](https://briefcase.so/images/changelog/2025-12-01-usage-dashboard.png) ## Removed client upload URL We've removed the legacy client upload URL, fully replacing it with WhatsApp uploads. This change only affects older accounts, new accounts never had this feature. [ PreviousAutomated tracking categories / class ](https://briefcase.so/changelog/2025-11-03)[ NextFull VAT legislation knowledge, Briefcase wrapped, flat rate scheme support ](https://briefcase.so/changelog/2025-12-08) --- # Full VAT legislation knowledge, Briefcase wrapped, flat rate scheme support > Canonical page: https://briefcase.so/changelog/2025-12-08 > Briefcase content index: https://briefcase.so/llms.txt VAT treatments now reference HMRC legislation for auditability, year-in-review stats with Briefcase Wrapped, and automatic No VAT rate for flat rate scheme clients. [All Updates](https://briefcase.so/changelog) Update VAT treatments now reference HMRC legislation for auditability, year-in-review stats with Briefcase Wrapped, and automatic No VAT rate for flat rate scheme clients. 8 December 2025 ## Full VAT legislation knowledge Briefcase now has an internal database of the of all HMRC VAT Notices. That means VAT treatments assigned to invoices and receipts will now come with legislation references in the justification field, so you can see exactly how our agents reached a conclusion. ![VAT justification showing HMRC legislation reference](https://briefcase.so/images/changelog/2025-12-08-vat-legislation.png) Because these decisions are now grounded directly in legislation, the treatment should be more accurate, consistent and easier to audit. ## Briefcase wrapped We've launched Briefcase Wrapped 2025 to summarise your activity over the past year - with personalised stats such as documents processed, VAT numbers verified, prepayments detected and more. ![Briefcase Wrapped 2025 showing yearly statistics](https://briefcase.so/images/changelog/2025-12-08-wrapped.png) Wrapped is only available to practices (admins and users, not clients) who have at least 50 published cost transactions. It summarises data across all accounts you have access to, and it will be available through to the end of December. ## Flat tax rate support Clients on the Flat Rate Scheme now get the No VAT tax rate applied automatically. For Xero users: Briefcase syncs the flat rate directly from Xero. For QuickBooks users: Configure it manually in Business Settings → Tax → Tax Scheme. [ PreviousRecent uploads + usage dashboard + removed client upload URL ](https://briefcase.so/changelog/2025-12-01)[ NextDeferred revenue automation ](https://briefcase.so/changelog/2025-12-15) --- # Deferred revenue automation > Canonical page: https://briefcase.so/changelog/2025-12-15 > Briefcase content index: https://briefcase.so/llms.txt Briefcase has launched deferred revenue automation for Xero and QuickBooks clients, building on existing prepayments functionality to streamline financial close workflows. [All Updates](https://briefcase.so/changelog) Update Briefcase has launched deferred revenue automation for Xero and QuickBooks clients, building on existing prepayments functionality to streamline financial close workflows. 15 December 2025 ## Deferred revenue automation Briefcase has launched deferred revenue automation for Xero and QuickBooks clients, building on existing prepayments functionality to streamline financial close workflows. ![Deferred revenue detection and schedule creation](https://briefcase.so/images/changelog/2025-12-15-deferred-revenue-1.png) ## How It Works 1. Upload sales invoices via existing channels (web upload, WhatsApp, or email forwarding). For current clients, sales invoice processing must be enabled; new clients have this enabled automatically. 2. Automatic Detection — The deferred revenue AI agent reviews uploaded invoices and identifies eligible deferred revenue scenarios. 3. Review and Publish — Users examine the proposed revenue recognition schedule. Once published, Briefcase posts recurring journal entries at each period end. 4. Maintain Control — Users can reverse journals, adjust amounts, or archive schedules at any time. ## Tracking & Reconciliation All active schedules appear in a dedicated tracker where users can compare Briefcase's calculated remaining balance against actual deferred revenue liability balances in their accounting system. ![Deferred revenue tracker showing balance comparison](https://briefcase.so/images/changelog/2025-12-15-deferred-revenue-2.png) [ PreviousFull VAT legislation knowledge, Briefcase wrapped, flat rate scheme support ](https://briefcase.so/changelog/2025-12-08)[ NextMerge bank statements and more ](https://briefcase.so/changelog/2025-12-22) --- # Merge bank statements and more > Canonical page: https://briefcase.so/changelog/2025-12-22 > Briefcase content index: https://briefcase.so/llms.txt Combine multiple bank statements into a single export file, audit transaction publishers, and improved foreign currency conversion. [All Updates](https://briefcase.so/changelog) Update Combine multiple bank statements into a single export file, audit transaction publishers, and improved foreign currency conversion. 22 December 2025 ## Merge Bank Statements Users can now combine multiple bank statements into a single export file, which proves especially useful when clients submit separate monthly statements or fragmented pages. ![Bank statement merge interface](https://briefcase.so/images/changelog/2025-12-22-merge-statements.png) ## Audit Transaction Publisher Every published transaction now displays information about who published it and when—whether initiated by a team member or the Autopilot system. ![Transaction audit trail showing publisher information](https://briefcase.so/images/changelog/2025-12-22-audit-publish.png) ## Foreign Currency Conversion Update The system previously converted foreign currency to the primary ledger currency using the publication date. This has been revised to use the invoice date instead, ensuring exchange rates reflect accurate historical values for improved ledger reconciliation. [ PreviousDeferred revenue automation ](https://briefcase.so/changelog/2025-12-15)[ NextLine item categorisation & grouping ](https://briefcase.so/changelog/2026-01-05) --- # Line item categorisation & grouping > Canonical page: https://briefcase.so/changelog/2026-01-05 > Briefcase content index: https://briefcase.so/llms.txt Briefcase now categorizes cost invoices at the line-item level with intelligent grouping based on historical preferences. [All Updates](https://briefcase.so/changelog) Update Briefcase now categorizes cost invoices at the line-item level with intelligent grouping based on historical preferences. 5 January 2026 ## Line item categorisation & grouping Briefcase now categorizes cost invoices at the line-item level. For invoices with fewer than 20 line items, each line item receives individual categorization. ![Line item categorisation interface showing individual category assignments](https://briefcase.so/images/changelog/2026-01-05-line-item-categorisation.png) The system has improved VAT rate and tracking category assignment at the line-item level. Once categories are assigned, Briefcase intelligently groups line items based on historical preferences. Some invoices work best as a single grouped entry, while others benefit from keeping items separate. ![Line item grouping interface showing grouped entries](https://briefcase.so/images/changelog/2026-01-05-line-item-grouping.png) The Autopilot feature remains conservative. The system only autopublishes when confident the transaction structure matches historical patterns. [ PreviousMerge bank statements and more ](https://briefcase.so/changelog/2025-12-22)[ NextAutopilot for sales transactions ](https://briefcase.so/changelog/2026-01-12) --- # Autopilot for sales transactions > Canonical page: https://briefcase.so/changelog/2026-01-12 > Briefcase content index: https://briefcase.so/llms.txt Autopilot now learns sales transaction patterns and auto-publishes when document legibility, extraction completeness, and historical consistency checks all pass. [All Updates](https://briefcase.so/changelog) Update Autopilot now learns sales transaction patterns and auto-publishes when document legibility, extraction completeness, and historical consistency checks all pass. 12 January 2026 ## Autopilot for sales transactions Last year, we released Autopilot for cost transactions. Autopilot is a self-improving system that learns your team's publishing patterns from previously processed transactions. Once it has sufficient confidence in how similar transactions should be handled, it begins auto-publishing them using historically consistent data. ![Autopilot verification checks for sales transactions](https://briefcase.so/images/changelog/2026-01-12-sales-autopilot.png) ## Three validation checks Before auto-publishing, Autopilot runs three verification checks: 1. Document legibility 2. Completeness of data extraction 3. Consistency with historical patterns Only when all three checks pass will Briefcase auto-publish the transaction. ## Now available for sales We've extended this feature to sales transactions. Briefcase has started learning your sales transaction publishing patterns and will begin auto-publishing once it reaches the required confidence thresholds. [ PreviousLine item categorisation & grouping ](https://briefcase.so/changelog/2026-01-05)[ NextEnhanced WhatsApp upload flow ](https://briefcase.so/changelog/2026-01-19) --- # Enhanced WhatsApp upload flow > Canonical page: https://briefcase.so/changelog/2026-01-19 > Briefcase content index: https://briefcase.so/llms.txt Review and edit WhatsApp submissions before finalising, merge pages into a single PDF, add notes, and switch organisations. [All Updates](https://briefcase.so/changelog) Update Review and edit WhatsApp submissions before finalising, merge pages into a single PDF, add notes, and switch organisations. 19 January 2026 ## Enhanced WhatsApp upload flow We've released an improved WhatsApp document upload experience. After you send your initial documents in the chat, you'll receive a follow-up message with a 'Make Changes' button. Tap it to review and edit your submission before finalising. ![WhatsApp upload interface showing the enhanced flow with Make Changes button](https://briefcase.so/images/changelog/2026-01-19-whatsapp-upload.jpg) With this update, you can now: - Add more documents (from your device or by taking new photos) - Merge multiple pages into a single PDF (ideal for multi-page receipts or invoices) - Add notes to your submission (these will appear in the dashboard next to the processed document) - Switch the organisation you're uploading to (if you have multiple favourited organisations) When everything is ready, tap 'Submit' to complete the upload. [ PreviousAutopilot for sales transactions ](https://briefcase.so/changelog/2026-01-12)[ NextUser context, fixed asset automation, and search improvements ](https://briefcase.so/changelog/2026-02-02) --- # User context, fixed asset automation, and search improvements > Canonical page: https://briefcase.so/changelog/2026-02-02 > Briefcase content index: https://briefcase.so/llms.txt Guide AI categorisation with custom notes via WhatsApp or email, automatic fixed asset detection with depreciation schedules, and document reference search. [All Updates](https://briefcase.so/changelog) Update Guide AI categorisation with custom notes via WhatsApp or email, automatic fixed asset detection with depreciation schedules, and document reference search. 2 February 2026 ## User context Briefcase now considers custom user-provided text when performing: - Line item categorisation - Tracking category/class assignment - Line item splitting To guide Briefcase, simply enter an extra note in WhatsApp (here we tell Briefcase that the expense is business entertainment): ![WhatsApp message with user context note about business entertainment](https://briefcase.so/images/changelog/2026-02-02-user-context-1.png) Briefcase will automatically identify your intent and use it for transaction processing. In this example, it accurately assigns the 'Entertainment - 100% business' category. ![Transaction categorized as Entertainment - 100% business based on user context](https://briefcase.so/images/changelog/2026-02-02-user-context-2.png) You can also add extra context via email or web upload. ![Adding extra context via email or web upload](https://briefcase.so/images/changelog/2026-02-02-user-context-3.png) ## Fixed asset automation Briefcase now automatically detects fixed assets, creates depreciation schedules, and stores them in the fixed asset registry. Upload your invoices via any channel as usual, and Briefcase will analyse them for fixed assets. Once a fixed asset is identified, it will be prominently displayed alongside the transaction details. ![Fixed asset detected and displayed alongside transaction details](https://briefcase.so/images/changelog/2026-02-02-fixed-asset-detected.png) Briefcase will automatically create a depreciation schedule for you. Once published, this will automatically generate journals in your connected Xero or QuickBooks account. ![Depreciation schedule for fixed asset](https://briefcase.so/images/changelog/2026-02-02-depreciation-schedule.png) Finally, you can track all fixed assets in the registry. ![Fixed asset registry showing all tracked assets](https://briefcase.so/images/changelog/2026-02-02-fixed-asset-registry.png) ## Search by document reference In both the Costs and Sales inboxes, you can now search transactions by vendor or document reference. [ PreviousEnhanced WhatsApp upload flow ](https://briefcase.so/changelog/2026-01-19)[ NextBulk import fixed assets + updated fixed assets tracker ](https://briefcase.so/changelog/2026-02-09) --- # Bulk import fixed assets + updated fixed assets tracker > Canonical page: https://briefcase.so/changelog/2026-02-09 > Briefcase content index: https://briefcase.so/llms.txt Import existing assets via CSV, track depreciation automatically, and view grouped balances synced with your ledger. [All Updates](https://briefcase.so/changelog) Update Import existing assets via CSV, track depreciation automatically, and view grouped balances synced with your ledger. 9 February 2026 ## Bulk import existing fixed assets You can now bulk import fixed assets into Briefcase via CSV. Upload your existing assets to the fixed asset register and start tracking depreciation automatically. ## Updated fixed assets tracker We've redesigned the fixed asset tracker to give you a clearer view of your assets. Grouped asset view: all assets now appear on a single page, grouped by asset account ![Fixed assets grouped by asset account on a single page](https://briefcase.so/images/changelog/2026-02-09-bulk-import-fixed-assets.png) Ledger sync: Asset account balances and accumulated depreciation now sync with your ledger's balance sheet, so you can quickly spot discrepancies ![Ledger sync showing asset account balances and accumulated depreciation](https://briefcase.so/images/changelog/2026-02-09-updated-fixed-assets-tracker.png) CSV export: Export the full fixed asset register to CSV ![CSV export of fixed asset register](https://briefcase.so/images/changelog/2026-02-09-fixed-assets-csv-export.png) [ PreviousUser context, fixed asset automation, and search improvements ](https://briefcase.so/changelog/2026-02-02)[ NextAutomated accrual expenses + fixed asset disposals ](https://briefcase.so/changelog/2026-03-02) --- # Automated accrual expenses + fixed asset disposals > Canonical page: https://briefcase.so/changelog/2026-03-02 > Briefcase content index: https://briefcase.so/llms.txt Briefcase now suggests month-end accruals for recurring expenses and lets you dispose of fixed assets directly. [All Updates](https://briefcase.so/changelog) Update Briefcase now suggests month-end accruals for recurring expenses and lets you dispose of fixed assets directly. 2 March 2026 ## Automated accrual expenses Briefcase now suggests month-end accruals for recurring expenses so you can review and post them in a couple of clicks. Upload invoices as usual. Briefcase analyses your recurring expenses and, at month end, flags cases where an expected invoice hasn't arrived. For each missing invoice, Briefcase creates an accrual suggestion: ![Accrual suggestion for a missing recurring invoice](https://briefcase.so/images/changelog/2026-03-02-accrual-suggestion.png) When you later upload an invoice that matches an existing accrual, Briefcase automatically suggests the reversal: ![Automatic accrual reversal suggestion when a matching invoice is uploaded](https://briefcase.so/images/changelog/2026-03-02-accrual-reversal.png) You can review all accrual and reversal suggestions in Accrued expenses → Inbox. You can also create a manual accrual from this page by clicking Add accrued expense. ![Accrued expenses inbox showing accrual and reversal suggestions](https://briefcase.so/images/changelog/2026-03-02-accrued-expenses-inbox.png) Use the Accrued expenses tracker to see all accruals in one place, reconciled against the accruals account in your ledger: ![Accrued expenses tracker reconciled against the ledger](https://briefcase.so/images/changelog/2026-03-02-accrued-expenses-tracker.png) ## Fixed asset disposals You can now dispose of fixed assets directly in Briefcase. Open the asset you want to dispose of, then select Actions → Dispose: ![Actions menu with Dispose option on a fixed asset](https://briefcase.so/images/changelog/2026-03-02-dispose-asset.png) Enter the disposal details in the modal. Briefcase will show a preview of the journal entry that will be posted to dispose of the asset. Note: any depreciation posted after the disposal date will be reversed. Once disposed, the asset will appear as disposed in your fixed assets tracker: ![Fixed assets tracker showing a disposed asset](https://briefcase.so/images/changelog/2026-03-02-disposed-asset-tracker.png) [ PreviousBulk import fixed assets + updated fixed assets tracker ](https://briefcase.so/changelog/2026-02-09)[ NextAutomatic expense claim processing ](https://briefcase.so/changelog/2026-03-21) --- # Automatic expense claim processing > Canonical page: https://briefcase.so/changelog/2026-03-21 > Briefcase content index: https://briefcase.so/llms.txt Uploading expense receipts just got a lot easier. Add a note like "expense" or "expense for Sam" when you upload an invoice, via the web, WhatsApp, or email, and Briefcase takes care of the rest. [All Updates](https://briefcase.so/changelog) Update Uploading expense receipts just got a lot easier. Add a note like "expense" or "expense for Sam" when you upload an invoice, via the web, WhatsApp, or email, and Briefcase takes care of the rest. 21 March 2026 ## Automatic expense claim processing Uploading expense receipts just got a lot easier. Add a note like “expense” or “expense for Sam” when you upload an invoice, via the web, WhatsApp, or email, and Briefcase takes care of the rest. Briefcase analyses your note, identifies it as an expense claim, extracts the claimant name if provided, and automatically assigns the transaction to the right monthly expense claim. No manual sorting required. ## How it works 1. Upload a receipt with a note mentioning “expense” (e.g. “expense for Sam”, “this is an expense”, or just “expense”). 2. Briefcase processes the invoice as usual - extracting line items, categorising, and assigning VAT. 3. Instead of autopublishing, Briefcase finds or creates a monthly expense claim for the claimant based on the invoice date. 4. The transaction is linked to the expense claim, ready for you to review and publish. If you write “expense for Sam”, Briefcase matches Sam to an existing contact or creates a new one. If you just write “expense” without naming anyone, the claim is assigned to the person who uploaded the receipt. ![Automatic expense claim processing: How it works](https://briefcase.so/images/changelog/2026-03-21-expense-claims.png) Expense claims are grouped by claimant and invoice month. If Sam uploads three receipts dated in March, they all land in the same “Sam – March 2026” expense claim. A receipt dated in April creates a new claim automatically. The grouping is based on the invoice date, not the upload date, so a late submission still ends up in the correct month. [ PreviousAutomated accrual expenses + fixed asset disposals ](https://briefcase.so/changelog/2026-03-02)[ NextIntroducing Briefcase One ](https://briefcase.so/changelog/2026-03-30) --- # Introducing Briefcase One > Canonical page: https://briefcase.so/changelog/2026-03-30 > Briefcase content index: https://briefcase.so/llms.txt Today, we’re launching Briefcase One: a standalone MTD platform for sole traders and landlords. A full ledger with automated reconciliation and document capture, powered by the same AI Autopilot that already processes millions of documents for accounting firms across the UK. [All Updates](https://briefcase.so/changelog) Update Today, we’re launching Briefcase One: a standalone MTD platform for sole traders and landlords. A full ledger with automated reconciliation and document capture, powered by the same AI Autopilot that already processes millions of documents for accounting firms across the UK. 30 March 2026 ## Introducing Briefcase One Today, we’re launching Briefcase One: a standalone MTD platform for sole traders and landlords. A full ledger with automated reconciliation and document capture, powered by the same AI Autopilot that already processes millions of documents for accounting firms across the UK. ## How Briefcase One Works ### Set up a new client in under a minute Click ‘Add client’ on your dashboard and select Briefcase One as your ledger. Enter their name and National Insurance number, then add their income sources: sole trade, UK property, foreign property, or any combination. Multiple businesses sit under a single licence. ![Setting up a new client in Briefcase One](https://briefcase.so/images/changelog/2026-03-30-client-setup.png) The platform generates a chart of accounts mapped to HMRC submission categories for each business. Every account in the ledger is linked to the relevant box at filing time. ### Connect the bank 1. Click ‘add bank’ to create a bank account 2. Upload your bank statements - Briefcase will extract all the transactions 3. Assign transactions to the bank account to trigger processing: supplier extraction, categorisation, tax rate assignment and learning. ![Bank transactions view in Briefcase One](https://briefcase.so/images/changelog/2026-03-30-bank-transactions.png) ### Capture documents Clients can send documents via WhatsApp, email or web. For clients with multiple businesses, they can choose which business to send the document to when uploading it (or use a different Briefcase email address - each unique to the business). This ensures each document is routed to the right income source. ### AI reconciliation Every bank transaction flows into a single inbox. As transactions arrive, Autopilot simultaneously looks for matching invoices and suggests coding. You will see each transaction with either a suggested match or a suggested category, ready to review. Briefcase learns what you typically cash code and what matches against a document. ![AI reconciliation inbox in Briefcase One](https://briefcase.so/images/changelog/2026-03-30-ai-reconciliation.png) ### Document processing The workflow at a document level is simple. When documents arrive, Autopilot reads them and extracts the supplier, line items, amounts, tax rates and account codes. It detects whether it’s an invoice, receipt or credit note. It handles multi-page PDFs, foreign currencies and VAT validation against HMRC records. Before anything touches the ledger, Autopilot runs four verification checks on every transaction. ![AI Autopilot verification checks](https://briefcase.so/images/changelog/2026-03-30-verification-checks.png) The first three, legibility, completeness and consistency, are the same checks that power AI Autopilot across all Briefcase integrations. The fourth is new to Briefcase One: match pairs the invoice against the corresponding bank transaction, so reconciliation happens automatically as part of the same workflow. If all four pass, the transaction is autopublished to the ledger. If the first three pass but no bank match is found, it publishes to accounts payable. If any of the first three fail, it stays in your inbox for review. ### The platform learns Every transaction you approve or correct makes the next one more accurate. Briefcase One builds a model of each client’s suppliers, spending patterns, and coding preferences, so quarter two is faster than quarter one. If you edit a transaction, similar ones are less likely to be autopublished in future. If you consistently approve them without changes, confidence grows. No manual training or supplier rules required. ### Reporting Briefcase One includes fully fledged P&L and balance sheet reports that visualise client finances. ![P&L and balance sheet reports in Briefcase One](https://briefcase.so/images/changelog/2026-03-30-reporting.png) ### What’s next? We’re adding real-time bank feeds (you can already upload bank statements) and HMRC submissions shortly. Briefcase One is currently in beta and we’d love your feedback - let us know what you think! [ PreviousAutomatic expense claim processing ](https://briefcase.so/changelog/2026-03-21)[ NextHMRC quarterly submissions ](https://briefcase.so/changelog/2026-04-07) --- # HMRC quarterly submissions > Canonical page: https://briefcase.so/changelog/2026-04-07 > Briefcase content index: https://briefcase.so/llms.txt Submit quarterly updates to HMRC directly from BriefcaseOne. Connect your HMRC account, review cumulative profit and loss, and file in a few clicks. [All Updates](https://briefcase.so/changelog) Update Submit quarterly updates to HMRC directly from BriefcaseOne. Connect your HMRC account, review cumulative profit and loss, and file in a few clicks. 7 April 2026 ## Connect to HMRC Link your HMRC account from Business Settings or during client onboarding. Briefcase syncs your businesses, obligations, and quarterly period type automatically. When adding a new BriefcaseOne client, step two now offers two options: connect to HMRC (recommended) or add businesses manually. Connecting via HMRC pulls in your registered businesses and accounting periods so you don't have to enter them by hand. ![BriefcaseOne onboarding with HMRC connection option](https://briefcase.so/images/changelog/2026-04-07-hmrc-onboarding.png) ## Quarterly submission workflow Open the MTD ITSA page from the sidebar to see your quarterly obligations for the current tax year. Each obligation shows its due date, status, and business. Click into an obligation to see: 1. Cumulative profit and loss - revenue, expenses, and net profit from the start of the tax year through the end of the quarter 2. Account-level detail - every ledger account with its running total 3. HMRC submission categories - income and expenses grouped by the categories submitted to HMRC 4. Submit to HMRC - sends the cumulative period summary to HMRC and marks the obligation as fulfilled ![Quarterly submission page with cumulative profit and loss and HMRC categories](https://briefcase.so/images/changelog/2026-04-07-quarterly-submission.png) ## Submission permissions A new permission, Quarterly Submissions → Submit, controls who can file quarterly updates. Granted to all admins by default, manageable per user from Organisation Settings. Users without this permission can view obligation data but cannot submit. ![Permission selector showing Quarterly Submissions submit permission](https://briefcase.so/images/changelog/2026-04-07-submission-permissions.png) [ PreviousIntroducing Briefcase One ](https://briefcase.so/changelog/2026-03-30)[ NextBank feeds for BriefcaseOne ](https://briefcase.so/changelog/2026-04-20) --- # Bank feeds for BriefcaseOne > Canonical page: https://briefcase.so/changelog/2026-04-20 > Briefcase content index: https://briefcase.so/llms.txt Connect a bank account to BriefcaseOne to automatically pull in transactions, extract merchants, predict the business, categorise, and reconcile or cash code on autopilot. [All Updates](https://briefcase.so/changelog) Update Connect a bank account to BriefcaseOne to automatically pull in transactions, extract merchants, predict the business, categorise, and reconcile or cash code on autopilot. 20 April 2026 ## Bank feeds for BriefcaseOne BriefcaseOne now supports connecting a bank account to automatically pull in transactions from a selected time range. When a bank transaction is retrieved, Briefcase runs: - Merchant extraction - Business prediction - Briefcase predicts which business the transaction belongs to (applies when the individual has more than one sole trade, UK property, or foreign property) - Categorisation - Tax rate prediction ![Bank transaction with extracted merchant, business, category, and tax rate](https://briefcase.so/images/changelog/2026-04-20-bank-feeds-extraction.png) Once the essential information is extracted, Briefcase considers two options for posting the transaction to the general ledger. First, it tries to find a matching invoice (cross-currency reconciliation is supported). If a match is found and all AI autopilot checks pass, Briefcase automatically reconciles the transaction. ![Bank transaction reconciled with a matching invoice](https://briefcase.so/images/changelog/2026-04-20-bank-feeds-invoice-match.png) If no invoice match is found and Briefcase has learned that you consistently cash code similar transactions, it will cash code this one automatically. ![Bank transaction cash coded automatically based on learned patterns](https://briefcase.so/images/changelog/2026-04-20-bank-feeds-cash-code.png) To connect a bank feed, go to Bank → Add bank → Connect bank feed. ![Bank page showing Add bank menu with Connect bank feed option](https://briefcase.so/images/changelog/2026-04-20-bank-feeds-connect.png) You can choose from 82 UK institutions. Once connected, Briefcase fetches all transactions within the selected time range, then pulls new ones every 6 hours. Consent to pull transactions lasts 90 days. 10 days before it expires, you'll be asked to reconfirm whether you'd like to grant another 90 days. ![Consent reconfirmation prompt for extending bank feed access by another 90 days](https://briefcase.so/images/changelog/2026-04-20-bank-feeds-consent.png) [ PreviousHMRC quarterly submissions ](https://briefcase.so/changelog/2026-04-07)[ NextPublishing transactions to cash account in BriefcaseOne ](https://briefcase.so/changelog/2026-05-05) --- # Publishing transactions to cash account in BriefcaseOne > Canonical page: https://briefcase.so/changelog/2026-05-05 > Briefcase content index: https://briefcase.so/llms.txt Add a cash account to track cash payments and post invoices and receipts directly without reconciling against a bank transaction. [All Updates](https://briefcase.so/changelog) Update Add a cash account to track cash payments and post invoices and receipts directly without reconciling against a bank transaction. 5 May 2026 ## Publishing transactions to a cash account When adding a bank account in BriefcaseOne, you can now choose to add a cash account that tracks cash payments. ![Adding a cash account when creating a new bank account in BriefcaseOne](https://briefcase.so/images/changelog/2026-05-05-cash-account-1.png) Once created, you can post invoices and receipts directly to this cash account without needing to reconcile against a bank transaction. ![Posting an invoice directly to a cash account](https://briefcase.so/images/changelog/2026-05-05-cash-account-2.png) Just select the cash account to post to and set a payment date. ![Selecting a cash account and setting a payment date when publishing a transaction](https://briefcase.so/images/changelog/2026-05-05-cash-account-3.png) This creates journals in the GL, hitting accounts payable as expected for any invoice. [ PreviousBank feeds for BriefcaseOne ](https://briefcase.so/changelog/2026-04-20)[ NextBank statement duplicate detection and configurable posting destination ](https://briefcase.so/changelog/2026-05-11) --- # Bank statement duplicate detection and configurable posting destination > Canonical page: https://briefcase.so/changelog/2026-05-11 > Briefcase content index: https://briefcase.so/llms.txt Automatically detect and archive duplicate bank statement uploads, and configure where unmatched receipts and invoices are posted in BriefcaseOne. [All Updates](https://briefcase.so/changelog) Update Automatically detect and archive duplicate bank statement uploads, and configure where unmatched receipts and invoices are posted in BriefcaseOne. 11 May 2026 ## Bank statement duplicate detection When a bank statement is uploaded to Briefcase via any upload method (email, WhatsApp, web) we now also extract the account number. ![Account number extracted from an uploaded bank statement](https://briefcase.so/images/changelog/2026-05-11-duplicate-detection-1.png) Account number together with additional extracted statement data is then used to compare the upload against previously processed statements, and flag it as a duplicate if it matches. Duplicates are automatically archived with a reference to the original. ![Duplicate bank statement archived with a reference to the original](https://briefcase.so/images/changelog/2026-05-11-duplicate-detection-2.png) ## Configurable posting destination for unmatched transactions in BriefcaseOne By default, Briefcase matches uploaded receipts and invoices against bank transactions. If no matching bank transaction is found, the receipt/invoice is auto-posted to Awaiting payment. You can now configure Briefcase to auto-post directly to a bank account instead, under Business settings. ![Configuring the default posting destination for unmatched transactions in Business settings](https://briefcase.so/images/changelog/2026-05-11-posting-destination.png) [ PreviousPublishing transactions to cash account in BriefcaseOne ](https://briefcase.so/changelog/2026-05-05)[ NextReducing balance depreciation and VAT rate predictions for bank feed ](https://briefcase.so/changelog/2026-05-18) --- # Reducing balance depreciation and VAT rate predictions for bank feed > Canonical page: https://briefcase.so/changelog/2026-05-18 > Briefcase content index: https://briefcase.so/llms.txt Choose reducing balance depreciation for fixed assets, and let Briefcase predict and code VAT rates on BriefcaseOne bank transactions. [All Updates](https://briefcase.so/changelog) Update Choose reducing balance depreciation for fixed assets, and let Briefcase predict and code VAT rates on BriefcaseOne bank transactions. 18 May 2026 ## Reducing balance depreciation for fixed assets Briefcase now supports reducing balance depreciation alongside the existing straight-line method. You can toggle it on per schedule in the Fixed Assets UI. Reducing balance suits assets that lose value faster in their earlier years - vehicles, machinery, and certain technology equipment are common examples. With reducing balance: - Depreciation is calculated on the asset’s remaining book value rather than its original cost, producing larger expenses early in the asset’s life that taper off over time. - Schedules are still driven by the useful life and residual value you provide, so setup is consistent with the straight-line flow. - Briefcase previews the effective depreciation rate implied by your useful life and residual value before you save the schedule. For assets with a residual value of zero, Briefcase switches from reducing balance to straight-line for the remaining periods once that produces a higher depreciation amount. This is the standard industry approach and ensures the asset is fully depreciated by the end of its useful life. ![Reducing balance depreciation schedule with effective rate preview in the Fixed Assets UI](https://briefcase.so/images/changelog/2026-05-18-reducing-balance.png) ## VAT rate prediction for bank feed in BriefcaseOne For VAT-registered users, Briefcase now automatically predicts and codes the tax rate for transactions in BriefcaseOne bank accounts. Predictions are based on bank transaction details and continuously refined by how you code transactions yourself. This learning matters because bank descriptions are often vague or inconsistent - the more you code, the more accurate predictions become. When there isn’t enough signal to make a confident call, we return no prediction rather than guessing. ![Predicted tax rate shown on a BriefcaseOne bank feed transaction](https://briefcase.so/images/changelog/2026-05-18-vat-prediction.png) ### How does this impact AutoPilot? Tax rate predictions feed into both data completeness and historical consistency checks: - If we can’t confidently predict a tax rate, data completeness fails and the transaction won’t be auto-created. - If there’s insufficient historical consistency in the predicted tax rate, the transaction won’t be auto-created - the same way invoice consistency works today. ![AutoPilot data completeness and historical consistency checks incorporating the predicted tax rate](https://briefcase.so/images/changelog/2026-05-18-vat-autopilot.png) [ PreviousBank statement duplicate detection and configurable posting destination ](https://briefcase.so/changelog/2026-05-11)[ NextPartial ownership and landlord statement processing in Briefcase Ledger ](https://briefcase.so/changelog/2026-05-26) --- # Partial ownership and landlord statement processing in Briefcase Ledger > Canonical page: https://briefcase.so/changelog/2026-05-26 > Briefcase content index: https://briefcase.so/llms.txt Set ownership percentages per landlord with per-property reporting and HMRC splits, and process letting agent statements with separate sales and cost categorisation. [All Updates](https://briefcase.so/changelog) Update Set ownership percentages per landlord with per-property reporting and HMRC splits, and process letting agent statements with separate sales and cost categorisation. 26 May 2026 ## Partial ownership support in Briefcase Ledger When adding a landlord to a Briefcase Ledger property, you can now set the percentage they own. ![Adding a landlord to a Briefcase Ledger property with ownership percentage](https://briefcase.so/images/changelog/2026-05-26-partial-ownership-add-landlord.png) Each UK or foreign property has its own P&L chart of accounts, so you get unique reporting per property. Briefcase also learns per property - if a landlord owns multiple properties with different spending patterns, Briefcase picks up on each one independently. In the general ledger we record the full transaction amount, but when submitting to HMRC, Briefcase submits each owner's share based on their ownership percentage. You can update ownership or add properties any time in Business settings → Businesses & Properties. ![Business settings showing Businesses & Properties with ownership configuration](https://briefcase.so/images/changelog/2026-05-26-partial-ownership-settings.png) ## Landlord statement processing in Briefcase Ledger Briefcase Ledger now processes letting agent statements (also called landlord or rental statements). You'll find them in the Sales inbox. Briefcase extracts sales and cost line items separately: sales lines are categorised against revenue accounts, costs against expense accounts. For VAT-registered landlords, tax rates are applied to both sides correctly. ![Landlord statement with sales and cost line items extracted separately](https://briefcase.so/images/changelog/2026-05-26-landlord-statement-processing.png) When posted to the ledger, the split between sales and costs is preserved. Briefcase then learns per line item where each revenue or expense should be posted in future. [ PreviousReducing balance depreciation and VAT rate predictions for bank feed ](https://briefcase.so/changelog/2026-05-18)[ NextIntroducing Working Papers ](https://briefcase.so/changelog/2026-06-01) --- # Introducing Working Papers > Canonical page: https://briefcase.so/changelog/2026-06-01 > Briefcase content index: https://briefcase.so/llms.txt Complete your entire month-end, quarter-end or year-end close inside Briefcase, with no spreadsheets: post outstanding transactions and adjustments, reconcile every balance sheet account, and close the period. [All Updates](https://briefcase.so/changelog) Update Complete your entire month-end, quarter-end or year-end close inside Briefcase, with no spreadsheets: post outstanding transactions and adjustments, reconcile every balance sheet account, and close the period. 1 June 2026 ## Introducing Working Papers Working Papers is a new module that lets you complete your entire month-end, quarter-end or year-end close inside Briefcase, with no spreadsheets: post outstanding transactions and adjustments, reconcile every balance sheet account, and close the working paper. Each balance sheet account is reconciled in the way that suits it: a schedule you build yourself, a schedule auto-populated from a Briefcase tracker (prepayments, deferred income, etc.), or an aged review of the underlying subledger for AP/AR. Once everything is reconciled, you close the period and Briefcase locks an immutable snapshot of the balance sheet. ![Working paper close overview showing progress across the close tasks](https://briefcase.so/images/changelog/2026-06-01-working-papers-close-overview.png) ## Why it beats working papers in Excel - Built-in auditability: every action is logged automatically — who did what, and when. - Live Xero sync: trial balances flow straight from the ledger, so movements show up automatically. No exporting, no copy-paste, no stale data. - Auto-reconciling accounts: prepayments, deferred income, accruals and fixed assets reconcile themselves straight from your existing Briefcase trackers. - AP/AR aged review built-in: aged debtors and creditors are pulled directly from Xero, with automatic flagging for review of invoices over 3 months old or balances in a negative position. - Evidence as a first-class citizen: attach statements, invoices and confirmations directly to the balances they support. - Every close, always there: prior working paper snapshots and the documents that supported them are all kept in one place, with easy access to reference them. ## The workflow Each working paper walks you through 5 steps before you can close it: 1. Post pending invoices: Briefcase surfaces any unposted cost invoices, sales invoices and expense claims dated within the period. 2. Post pending adjustments: Briefcase surfaces any prepayments, deferred income, accruals or fixed assets that are detected but not yet posted. 3. Review creditors and debtors: an aged AP/AR breakdown with automatic flagging. 4. Review fixed assets: your Briefcase fixed asset register reconciled automatically against the ledger. 5. Reconcile the balance sheet accounts: build a supporting schedule for each remaining account, reconciling with a documented difference where necessary. ![Aged creditors review showing AP breakdown by ageing bucket with flagging](https://briefcase.so/images/changelog/2026-06-01-working-papers-aged-creditors.png) AP/AR review with automatic flagging of aged or negative balances. ![Fixed asset review reconciled automatically against the ledger](https://briefcase.so/images/changelog/2026-06-01-working-papers-fixed-assets.png) Fixed asset register reconciled automatically against the ledger. ## Permissions Two new permissions have been added to let you separate working paper work: ![Working Papers permissions showing Edit and Manage Periods scopes](https://briefcase.so/images/changelog/2026-06-01-working-papers-permissions.png) - Edit: allows a user to perform any actions within the working paper to prepare it to be closed. The traditional "preparer" role. - Manage Periods: allows a user to create a new working paper and close it once all accounts are reconciled. The traditional "approver" role. Working Papers is available now for Xero connections, and works best alongside Briefcase’s existing financial close modules. You’ll find it under Financial Close → Working Papers in the sidebar. Full walkthrough: [How does Briefcase Working Papers work?](https://briefcase.so/articles/how-does-briefcase-working-papers-work) [ PreviousPartial ownership and landlord statement processing in Briefcase Ledger ](https://briefcase.so/changelog/2026-05-26)[ NextBulk import prepayments ](https://briefcase.so/changelog/2026-06-08) --- # Bulk import prepayments > Canonical page: https://briefcase.so/changelog/2026-06-08 > Briefcase content index: https://briefcase.so/llms.txt Import multiple prepayments at once by uploading a CSV. Briefcase validates every row, flags errors, and creates each prepayment ready for review. [All Updates](https://briefcase.so/changelog) Update Import multiple prepayments at once by uploading a CSV. Briefcase validates every row, flags errors, and creates each prepayment ready for review. 8 June 2026 ## Bulk import prepayments You can now bulk import prepayments via CSV. Go to the Prepayments Inbox, click the dropdown next to "Add prepayment", and select "Bulk import": ![Bulk Import Prepayments modal with a drag-and-drop CSV upload area and View guide and Download template links](https://briefcase.so/images/changelog/2026-06-08-bulk-import-prepayments-upload.png) Click "View guide" or visit [the support article](https://briefcase.so/articles/how-can-i-bulk-upload-prepayments-to-briefcase) to learn how to format the CSV. Drag and drop or click to upload your CSV. Briefcase validates the file and flags any errors row by row. Once every row is valid, click "Import x rows" to start processing. ![CSV validation view showing valid and invalid row counts, a table of parsed prepayment rows, and an Import rows button](https://briefcase.so/images/changelog/2026-06-08-bulk-import-prepayments-validation.png) Briefcase processes each row and creates a prepayment, which then appears in the "Awaiting review" section. From there, publish as normal. [ PreviousIntroducing Working Papers ](https://briefcase.so/changelog/2026-06-01)[ NextRequest paperwork in Briefcase Ledger ](https://briefcase.so/changelog/2026-06-15) --- # Request paperwork in Briefcase Ledger > Canonical page: https://briefcase.so/changelog/2026-06-15 > Briefcase content index: https://briefcase.so/llms.txt Request bank statements and invoices from clients, bulk import deferred income from a CSV, and restrict who can forward emails to Briefcase. [All Updates](https://briefcase.so/changelog) Update Request bank statements and invoices from clients, bulk import deferred income from a CSV, and restrict who can forward emails to Briefcase. 15 June 2026 ## Request paperwork in Briefcase Ledger (formerly Briefcase One) You can now request two types of paperwork in Briefcase Ledger: bank statements and invoices. ### Bank statements First, add a bank account — either manually or by connecting a bank feed. Then tick the checkbox next to the account and choose "Request bank statement" from the popover. Specify the months you need, set an assignee and due date, add an optional message, and send. ![Request bank statement dialog with month selection, assignee and due date fields, and an optional message](https://briefcase.so/images/changelog/2026-06-15-request-bank-statement.png) The assignee can be an existing Briefcase user (internal) or someone without an account (external). They'll receive an email listing the requested items. ![Email sent to the assignee listing the requested paperwork](https://briefcase.so/images/changelog/2026-06-15-paperwork-request-email.png) The assignee replies to that email with the paperwork, and Briefcase automatically triages and processes the attachment. Once the statement's transactions are assigned to the bank account, Briefcase auto-completes the task with a full audit trail. ![Auto-completed paperwork task showing a full audit trail](https://briefcase.so/images/changelog/2026-06-15-task-auto-completed.png) ### Invoices Requesting invoices works much the same way: 1. Select the bank transactions you want invoices for. 2. Add the assignee and due date. 3. The client replies to the request email with the invoices. Briefcase matches each one against its bank transaction and auto-completes the task. External users can also be invited to Briefcase to unlock more upload methods (e.g. WhatsApp) or to do their own bookkeeping. Go to Settings → Invite to Briefcase to send an invitation. ![Invite to Briefcase option in Settings for inviting an external user](https://briefcase.so/images/changelog/2026-06-15-invite-to-briefcase.png) ## Bulk import deferred income You can now bulk import deferrals via CSV. Go to the Deferred Income Inbox, click the dropdown next to "Add deferred income", and select "Bulk import": ![Deferred Income Inbox with the Add deferred income dropdown open and Bulk import selected](https://briefcase.so/images/changelog/2026-06-15-bulk-import-deferred-income-dropdown.png) Click "View guide" or visit [the support article](https://briefcase.so/articles/how-can-i-bulk-upload-deferred-income-to-briefcase) to learn how to format the CSV. Drag and drop or click to upload your CSV. Briefcase validates the file and flags any errors row by row. Once every row is valid, click "Import x rows" to start processing. ![CSV validation view showing parsed deferred income rows with errors flagged row by row and an Import rows button](https://briefcase.so/images/changelog/2026-06-15-bulk-import-deferred-income-validation.png) Briefcase processes each row and creates a deferred income entry, which then appears in the "Awaiting review" section. From there, publish as normal. ## Restrict who can forward emails to Briefcase By default, Briefcase accepts forwarded emails from anyone. To restrict this, update the filter in Business Settings: - Specify Allowed senders (whitelist): only the listed domains or email addresses can forward emails to Briefcase. - Specify Blocked senders (blacklist): the listed domains or email addresses cannot forward emails to Briefcase. ![Business Settings email forwarding filter with allowed and blocked sender lists](https://briefcase.so/images/changelog/2026-06-15-restrict-email-forwarding.png) [ PreviousBulk import prepayments ](https://briefcase.so/changelog/2026-06-08)[ NextFile VAT returns directly to HMRC ](https://briefcase.so/changelog/2026-06-22) --- # File VAT returns directly to HMRC > Canonical page: https://briefcase.so/changelog/2026-06-22 > Briefcase content index: https://briefcase.so/llms.txt Submit VAT returns for sole traders and landlords straight to HMRC, tag clients with custom labels in billing, and autodetect prepayments and deferred income from multi-line invoices. [All Updates](https://briefcase.so/changelog) Update Submit VAT returns for sole traders and landlords straight to HMRC, tag clients with custom labels in billing, and autodetect prepayments and deferred income from multi-line invoices. 22 June 2026 ## VAT return submissions in Briefcase Ledger You can now file VAT returns for sole traders and landlords directly in Briefcase. Briefcase syncs VAT obligations (along with related information such as VAT liabilities and payments) directly from HMRC. As you complete the individual's bookkeeping for the month, VAT for each transaction is recorded automatically in Briefcase Ledger. On the VAT return page you can see all obligations, late submissions, late payments and penalties. ![VAT Return submissions page showing next return due date, outstanding balance and penalty points, with a table of returns, liabilities, late submissions and late payments](https://briefcase.so/images/changelog/2026-06-22-vat-return-submissions.png) When you click a VAT return obligation, you can submit it directly to HMRC. Note that only agents or business owners can submit VAT returns. ![VAT return detail page with a monthly VAT trend chart, the nine-box VAT return breakdown, and a Submit to HMRC button](https://briefcase.so/images/changelog/2026-06-22-vat-return-submit-hmrc.png) ## Tagging clients in billing To understand spend by office, partner or other custom criteria, you can now tag each client with a custom label on the billing page. ![Billing page with custom labels applied to clients and a filter row to filter by an individual label](https://briefcase.so/images/changelog/2026-06-22-billing-client-labels.png) You can filter by an individual label. On CSV export, each row includes a labels column with the assigned values. ## Other things that we shipped - Briefcase now autodetects prepayments / deferred income from multi-line invoices. - Bulk publishing prepayments / deferred income. [ PreviousRequest paperwork in Briefcase Ledger ](https://briefcase.so/changelog/2026-06-15)[ NextExport working papers and import fully amortised schedules ](https://briefcase.so/changelog/2026-06-29) --- # Export working papers and import fully amortised schedules > Canonical page: https://briefcase.so/changelog/2026-06-29 > Briefcase content index: https://briefcase.so/llms.txt Export a closed working paper to Excel — every reconciliation schedule and the evidence behind it — and add prepayment, deferred income and fixed asset schedules whose amortisation or depreciation has already been fully posted. [All Updates](https://briefcase.so/changelog) Update Export a closed working paper to Excel — every reconciliation schedule and the evidence behind it — and add prepayment, deferred income and fixed asset schedules whose amortisation or depreciation has already been fully posted. 29 June 2026 ## Working papers export Briefcase now lets you export a closed working paper to Excel. The export includes every schedule used to reconcile each balance sheet account, along with the evidence that supports them. To use this feature: 1. Ensure that the working paper is closed. 2. From the working papers dashboard, click “View working paper” on the working paper that you wish to export. 3. On the working paper overview page, click “Export” in the top right: ![Working paper close overview page with an Export button in the top right and a balance sheet snapshot listing each account with its GL balance, reconciled balance and who reconciled it](https://briefcase.so/images/changelog/2026-06-29-working-papers-export-overview.png) 1. A zip file is downloaded automatically. When you unzip it, you’ll see 3 items: - README.md → explains what’s included in the export - attachments/ folder → the uploaded attachments that support the schedules in the working paper - WorkingPapers.xlsx → the working paper export itself 1. Open the WorkingPapers.xlsx file in Excel. The first tab is the summary tab, which gives an overview of the working paper — client name, period, and who opened and closed it (and when) — along with a breakdown of each balance sheet account: ![Excel summary tab showing client name, period, who opened and closed the working paper, and a breakdown of each balance sheet account with opening balance, closing balance, reconciled balance and reconciled difference](https://briefcase.so/images/changelog/2026-06-29-working-papers-excel-summary.png) 1. Each balance sheet account links to its own tab with more detail: the schedule used to reconcile it, plus links to any supporting documents in the attachments/ folder. Accounts with an opening and closing balance of £0 for the period have no linked schedule, as these are automatically reconciled as “dormant”. 2. For example, the PAYE Payable tab shows who reconciled the account, when, and the schedule used. Click the attachment links to view them. If the account was reconciled with a difference, that’s surfaced here too: ![PAYE Payable tab in Excel showing opening, movement and closing balances, who reconciled it and when, the schedule with linked attachments, and a tie-out highlighting the reconciled difference](https://briefcase.so/images/changelog/2026-06-29-working-papers-account-tab.png) ## Import fully amortised / depreciated schedules Briefcase now lets you add prepayment, deferred income and fixed asset schedules where the amortisation or depreciation has already been fully posted. This is useful for making sure the relevant tracker and working papers reconcile. To use this feature: 1. Create a new manual prepayment, deferred income or fixed asset from the inbox page. 2. Select the “Already amortised” or “Already depreciated” switch: ![Prepayment editor with an “Already amortised” toggle switched on and a tooltip explaining that ticking it creates the schedule as tracking-only, with no new journals posted](https://briefcase.so/images/changelog/2026-06-29-already-amortised-toggle.png) 1. Fill in the remaining inputs as normal. Every period in the schedule will show as a tracked period, meaning Briefcase will **not** post any amortisation or depreciation journals for it: ![Schedule grid showing debit and credit movements across every period with each period marked as “Tracked” and the running prepaid and expensed balances](https://briefcase.so/images/changelog/2026-06-29-already-amortised-tracked-periods.png) 1. Review the estimated balances for each period. If any are incorrect, you can update them before or after publishing. 2. Publish the schedule. It will now appear on the relevant tracker so you can confirm your schedules reconcile correctly. For more information on how this works, check out these sections in the following guides: [Prepayments](https://briefcase.so/articles/how-does-briefcase-handle-prepayments#adding-prepayments-that-have-already-been-fully-amortised), [Deferred Income](https://briefcase.so/articles/how-does-briefcase-handle-deferred-income#adding-deferred-income-that-has-already-been-fully-amortised) and [Fixed Assets](https://briefcase.so/articles/how-does-briefcase-handle-fixed-assets-depreciation#adding-fixed-assets-that-have-been-fully-depreciated). Briefcase also lets you mark schedules as fully amortised during the bulk upload of each schedule type. See these guides for more: [Prepayments](https://briefcase.so/articles/how-does-briefcase-handle-prepayments), [Deferred Income](https://briefcase.so/articles/how-does-briefcase-handle-deferred-income) and [Fixed Assets](https://briefcase.so/articles/how-does-briefcase-handle-fixed-assets-depreciation). [ PreviousFile VAT returns directly to HMRC ](https://briefcase.so/changelog/2026-06-22)[ NextAdded support for non-depreciable fixed assets ](https://briefcase.so/changelog/2026-07-06) --- # Added support for non-depreciable fixed assets > Canonical page: https://briefcase.so/changelog/2026-07-06 > Briefcase content index: https://briefcase.so/llms.txt Add non-depreciable fixed assets, such as land, to the Briefcase fixed asset register for tracking purposes — and Briefcase will automatically detect them from invoices too. [All Updates](https://briefcase.so/changelog) Update Add non-depreciable fixed assets, such as land, to the Briefcase fixed asset register for tracking purposes — and Briefcase will automatically detect them from invoices too. 6 July 2026 ## Non-depreciable fixed assets You can now add non-depreciable fixed assets (such as land) to the Briefcase fixed asset register for tracking purposes. To do this: 1. Click “Add asset” from within the fixed assets inbox as normal. 2. On the asset details page, toggle the “Non-depreciable” switch. This removes the depreciation schedule for the asset: ![Fixed asset details page with the “Non-depreciable” switch toggled on and a message explaining that the asset does not depreciate and will be recorded at cost with no depreciation schedule or periods](https://briefcase.so/images/changelog/2026-07-06-non-depreciable-toggle.png) 3. Fill in the rest of the asset’s details as normal and click “Publish” to save the asset to the register. > “💡 Briefcase will now also automatically detect non-depreciable fixed assets from invoices for you to add to the register.” [ PreviousExport working papers and import fully amortised schedules ](https://briefcase.so/changelog/2026-06-29)[ NextMileage claims, prepayments and deferred income ](https://briefcase.so/changelog/2026-07-13) --- # Mileage claims, prepayments and deferred income > Canonical page: https://briefcase.so/changelog/2026-07-13 > Briefcase content index: https://briefcase.so/llms.txt Add and track employee mileage claims on web and WhatsApp, track prepayments and deferred income with automatically drafted amortisation schedules in Briefcase Ledger, and set opening balances for your bank accounts. [All Updates](https://briefcase.so/changelog) Update Add and track employee mileage claims on web and WhatsApp, track prepayments and deferred income with automatically drafted amortisation schedules in Briefcase Ledger, and set opening balances for your bank accounts. 13 July 2026 ## Mileage claim support You can now add and track employee mileage claims directly in Briefcase, so business journeys are captured against the right driver and vehicle. You can create a mileage claim on both web and WhatsApp. **On web:** 1. Go to the Expense Claims page and open the Mileage Claims tab: ![Expense Claims page with the Mileage Claims tab highlighted next to the Expense claims tab](https://briefcase.so/images/changelog/2026-07-13-mileage-claims-tab.png) 2. Click “Mileage claim” in the top right: ![Mileage Claims tab listing claims grouped by driver and month, with the “+ Mileage claim” button highlighted in the top right](https://briefcase.so/images/changelog/2026-07-13-add-mileage-claim-button.png) 3. Select a driver and the vehicle they were driving. To add a new vehicle, click “Add a vehicle” and give it an identifiable name: ![New mileage claim page with the “Add a vehicle” modal open, showing fields for vehicle name, type and personal or company ownership](https://briefcase.so/images/changelog/2026-07-13-add-vehicle-modal.png) 4. Fill in the rest of the claim details and save. 5. Back on the Mileage Claims tab, click a claim to publish or archive it: ![Mileage claim review page showing the claim summary document, journey details, the calculated allowance and reclaimable VAT, with Publish and Archive buttons in the top right](https://briefcase.so/images/changelog/2026-07-13-mileage-claim-review.png) **On WhatsApp:** 1. Message Briefcase the claim details — for example: “Mileage claim for Jane, London to Manchester, 220 miles, business meeting with John”. 2. Briefcase classifies the message as a mileage claim. Click “Complete mileage claim” to fill in the remaining details and submit it: ![WhatsApp chat with Briefcase where a mileage claim message has been recognised, with “Complete mileage claim” and “Not a mileage claim” buttons](https://briefcase.so/images/changelog/2026-07-13-whatsapp-mileage-claim.png) 3. If the message isn’t classified as a mileage claim, click “Make changes”, select the organisation, then click “Log a mileage claim instead”: ![WhatsApp document submission flow with a “Log a mileage claim instead” link above the option to add more documents](https://briefcase.so/images/changelog/2026-07-13-whatsapp-log-mileage-claim-instead.png) > “💡 You don’t need a receipt or photo for mileage claims on WhatsApp — just describe the trip and Briefcase does the rest.” ## Prepayments + Deferred income support in Briefcase Ledger In Briefcase Ledger, you can now track prepayments and deferred income. Briefcase automatically detects recurring and one-off schedules from your documents and drafts the amortisation schedule for you — for anything above your firm’s materiality threshold. ### Posting a schedule to the ledger Detected schedules start as drafts. As soon as you approve the invoice or reconcile its payment, the schedule becomes ready to review, with amounts aligned to exactly what was posted to the ledger. Once you publish it, Briefcase posts the release journals either monthly or all at once. ![Banner on a transaction explaining that it has been identified as a prepayment and a journal schedule has been created automatically, with “View schedule” and “Not a prepayment” buttons](https://briefcase.so/images/changelog/2026-07-13-prepayment-detected-banner.png) ### Bulk importing schedules Migrating clients mid-year? You can also bulk-import existing prepayment and deferred income schedules from a CSV in the Inbox tab. Imported schedules land in review, ready to check and publish. ![“Add prepayment” button with its dropdown open showing a “Bulk Import” option](https://briefcase.so/images/changelog/2026-07-13-prepayment-bulk-import.png) ### Tracking your schedules The new tracker shows every schedule in one place: what’s been released, what’s still on the balance sheet, and what’s coming in future periods. Each schedule reconciles against what has actually been posted to the ledger, so your prepayment and deferred income balances always tie back to the GL, month by month. ![Prepayments tracker showing each schedule with its period, monthly movements and closing balances, and a tooltip confirming the balance is reconciled between Briefcase and the ledger](https://briefcase.so/images/changelog/2026-07-13-prepayments-tracker.png) ## Set up opening balance for bank account in Briefcase Ledger In Briefcase Ledger, you can now set an opening balance both when adding a new bank account and for existing accounts. To set an opening balance, click the “Set opening balance” (scales) icon, then fill in the details: ![“Set opening balance” modal with fields for the opening balance amount and the as-of date, explaining that the balance is posted to the ledger against the Opening Balances equity account](https://briefcase.so/images/changelog/2026-07-13-set-opening-balance-modal.png) ## Other things that we shipped - You can now add bank transactions manually to the bank feed in Briefcase Ledger. [ PreviousAdded support for non-depreciable fixed assets ](https://briefcase.so/changelog/2026-07-06)[ NextDaily proration of prepayments / deferred income ](https://briefcase.so/changelog/2026-07-20) --- # Daily proration of prepayments / deferred income > Canonical page: https://briefcase.so/changelog/2026-07-20 > Briefcase content index: https://briefcase.so/llms.txt Prorate prepayments and deferred income on a daily rather than monthly basis, with a business-wide default and per-item overrides. [All Updates](https://briefcase.so/changelog) Update Prorate prepayments and deferred income on a daily rather than monthly basis, with a business-wide default and per-item overrides. 20 July 2026 ## Daily proration of prepayments / deferred income In Briefcase Connect, you can now prorate prepayments and deferred income on a daily rather than monthly basis, for more accurate monthly reporting. Set a default for the whole business, or override it on any individual item. ### Setting the default proration This sets how proration behaves for all new prepayments and deferred income across the business. Go to Business Settings, scroll down to Automation, and use the “Prepayment & deferred income proration” dropdown to choose daily or monthly proration. ![Business settings Automation section with the “Prepayment & deferred income proration” dropdown highlighted, set to Monthly](https://briefcase.so/images/changelog/2026-07-20-default-proration-setting.png) ### Overriding the default proration You can override the default on any individual item. Open a prepayment or deferred income item and flip its “Proration” toggle to switch between daily and monthly proration. ![Prepayment schedule page with the Proration toggle highlighted, offering Monthly and Daily options above the amortisation schedule](https://briefcase.so/images/changelog/2026-07-20-proration-toggle.png) ## Other things that we shipped - Briefcase now extracts up to 40 distinct line items per transaction, up from 20 - You can now manually mark a transaction as a fixed asset on the transaction page - The fixed asset register is now available in Briefcase Ledger [ PreviousMileage claims, prepayments and deferred income ](https://briefcase.so/changelog/2026-07-13)[ NextAutomated accrual expenses for Briefcase Ledger ](https://briefcase.so/changelog/2026-07-27) --- # Automated accrual expenses for Briefcase Ledger > Canonical page: https://briefcase.so/changelog/2026-07-27 > Briefcase content index: https://briefcase.so/llms.txt Briefcase Ledger now suggests month-end accruals for recurring expenses, ready for you to review and post. [All Updates](https://briefcase.so/changelog) Update Briefcase Ledger now suggests month-end accruals for recurring expenses, ready for you to review and post. 27 July 2026 ## Automated accrual expenses for Briefcase Ledger Briefcase Ledger now suggests month-end accruals for recurring expenses, ready for you to review and post. Nothing is posted to your ledger until you do. Upload invoices as usual. Briefcase analyses your recurring expenses and, at month end, identifies where an expected invoice hasn’t arrived. For each missing invoice, Briefcase creates an accrual suggestion. ![Accrued expense page for an Airtable Enterprise Scale Subscription showing a suggested accrual adjustment dated 28/02/2026, debiting IT Software and Consumables and crediting Accruals for 725.81, with Post and Reject buttons](https://briefcase.so/images/changelog/2026-07-27-accrual-suggested-adjustment.png) Accruals are only suggested when they exceed your materiality threshold, which you can configure in Business Settings (£250 by default). When you later upload an invoice that matches an existing accrual, Briefcase will automatically suggest a reversal. You can review all accrual and reversal suggestions in Accrued expenses → Inbox. You can also create a manual accrual from this page by clicking Add accrued expense. ![Accrued expenses inbox listing vendors awaiting review, with an expanded row for Amazon Web Services showing two suggested monthly accrual adjustments each with a Post button, and an Add accrued expense button at the top right](https://briefcase.so/images/changelog/2026-07-27-accrued-expenses-inbox.png) Use the Accrued expenses tracker to view all accruals in one place, reconciled against the accruals account in your ledger. Any difference between the tracker and your ledger balance is automatically flagged. ![Tooltip on the accrued expenses tracker showing a reconciled status with matching tracker and ledger balances of £12.00](https://briefcase.so/images/changelog/2026-07-27-accruals-tracker-reconciled.png) [ PreviousDaily proration of prepayments / deferred income ](https://briefcase.so/changelog/2026-07-20)[ NextAged reports in Briefcase Ledger ](https://briefcase.so/changelog/2026-08-03) --- # Aged reports in Briefcase Ledger > Canonical page: https://briefcase.so/changelog/2026-08-03 > Briefcase content index: https://briefcase.so/llms.txt Aged creditors and aged debtors reports, an updated journal report, and a set of bank account improvements. [All Updates](https://briefcase.so/changelog) Update Aged creditors and aged debtors reports, an updated journal report, and a set of bank account improvements. 3 August 2026 ## Aged reports in Briefcase Ledger Briefcase Ledger now includes aged creditors and aged debtors reports. Find them under Accounting → Reports for any Briefcase Ledger client. Invoices that are awaiting payment are grouped by supplier or customer and aged into due-date buckets - current, under a month, 1–2 months, 2–3 months, and over 3 months - with totals for what’s outstanding, what’s not yet due, and what’s overdue. Expand any supplier to see the individual invoices behind the balance, with issue and due dates, how overdue each one is, and if it’s been paid since the date you’re reporting. Foreign-currency invoices show their original amount alongside the GBP value. Click any invoice reference to jump straight to the underlying document. ![Aged creditors report as of 3 Aug 2026 showing totals for outstanding, not yet due, and overdue amounts, with suppliers grouped into ageing buckets and expanded rows revealing individual overdue invoices with issue dates, due dates, days overdue, and original currency amounts alongside GBP values](https://briefcase.so/images/changelog/2026-08-03-aged-creditors-report.png) ## Updated journal report Journals under Accounting → General Ledger now show their full double entry inline, with badges showing where each journal came from: invoice, prepayment, depreciation, manual, and so on. Click a journal to jump to the document that created it, or click an account name to filter the report to that account. Totals for your current filter sit at the bottom with a balance check. ![Journal report filtered to the current tax year listing payment, reversal, and invoice journals with their full debit and credit entries per account, badges marking journal origins such as Invoice and Reversal, and posted dates and references under each description](https://briefcase.so/images/changelog/2026-08-03-journal-report.png) ## Other things that we shipped - You can now rename bank accounts, and custom names are no longer overwritten by the bank feed - Reconciled bank transactions can now be edited in place - change the category, tax rate, or description without reverting and republishing - Bank account transactions can now be sorted by contact, category, or tax rate - Bank account pages now show a running balance column against reconciled transactions [ PreviousAutomated accrual expenses for Briefcase Ledger ](https://briefcase.so/changelog/2026-07-27)[ NextRaise sales invoices in Briefcase Ledger ](https://briefcase.so/changelog/2026-08-10) --- # Raise sales invoices in Briefcase Ledger > Canonical page: https://briefcase.so/changelog/2026-08-10 > Briefcase content index: https://briefcase.so/llms.txt Create and send sales invoices from the Sales inbox, and record payments on account when money doesn’t line up one-to-one with an invoice. [All Updates](https://briefcase.so/changelog) Update Create and send sales invoices from the Sales inbox, and record payments on account when money doesn’t line up one-to-one with an invoice. 10 August 2026 ## Raise sales invoices in Briefcase Ledger You can now create and send sales invoices from the Sales inbox - just click **Raise**. Pick the customer and the products or services you’re invoicing, both managed from their tabs under Bookkeeping. Choose which business is issuing the invoice and which bank account to show for payment. If the invoice is already paid, mark it as paid or reconcile it against an existing bank transaction. Otherwise Briefcase keeps watching for a match and reconciles it for you. ![Raise invoice screen showing a live invoice preview alongside the editor, with customer and bank account selected, invoice dates, the issuing business, two line items with quantities, a toggle to email the invoice to the customer, and the Raise button in the top corner](https://briefcase.so/images/changelog/2026-08-10-raise-sales-invoice.png) ## Recording payment on account Briefcase Ledger now handles money that doesn’t line up one-to-one with an invoice. When a bank receipt is larger than the invoices it’s reconciled against, keep the remainder on account as a customer credit - either an overpayment (no VAT at receipt) or an advance (VAT captured at receipt). The same applies to supplier payments, and a bank transaction with no invoice at all can be recorded entirely as an advance. ![Find matching invoice modal: a bank receipt larger than the selected invoice, with the option to keep the remainder on account as an overpayment or an advance](https://briefcase.so/images/changelog/2026-08-10-payment-on-account.png) Credits sit against the customer or supplier on the aged reports, reducing their balance until they’re used. Click **Allocate** to apply a credit to any unsettled invoice for that contact, choosing how much to use. ![Aged debtors report with a customer expanded to show a payment on account, and the allocate modal open against one of their unsettled invoices](https://briefcase.so/images/changelog/2026-08-10-allocate-credit.png) If the money goes back out instead, reconcile the outgoing bank transaction as a refund against the open credit. ![Find matching invoice modal for an outgoing bank transaction, listing open customer credits with their remaining amounts and a refund action](https://briefcase.so/images/changelog/2026-08-10-refund-credit.png) [ PreviousAged reports in Briefcase Ledger ](https://briefcase.so/changelog/2026-08-03)[ NextAI memories and partial payments ](https://briefcase.so/changelog/2026-08-17) --- # AI memories and partial payments > Canonical page: https://briefcase.so/changelog/2026-08-17 > Briefcase content index: https://briefcase.so/llms.txt Briefcase now learns your internal conventions automatically, and you can reconcile invoices that aren’t paid in one go. [All Updates](https://briefcase.so/changelog) Update Briefcase now learns your internal conventions automatically, and you can reconcile invoices that aren’t paid in one go. 17 August 2026 ## AI memories Briefcase now learns your internal conventions automatically, cutting down manual edits. It picks up patterns across fields like due dates and document references. For example: "if the uploader is John Doe, append 'JD' to the document reference." What do you need to do? Nothing. Briefcase learns from your past and future edits, proposes new memories daily, and keeps only the ones that match how you actually work. As it learns, accuracy across nuanced fields goes up and your autopublish rate improves as Briefcase gets more confident in its extracted fields. ![Transaction header showing an Applied AI memory tooltip explaining that the due date was set to the last working day of the month following the issue date](https://briefcase.so/images/changelog/2026-08-17-ai-memory.png) ## Partial payment support in Briefcase Ledger ### Reconcile part of an invoice Invoices aren’t always paid in one go. You can now reconcile an invoice against one or more bank transactions that don’t cover the full amount - from either the invoice or the bank feed. The reconciliation preview shows what’s covered and what’s left before you confirm. ![Find matching bank transaction modal with two bank transactions selected against an invoice, and a reconciliation preview showing the unpaid amount, the remaining balance, and a Partially paid status](https://briefcase.so/images/changelog/2026-08-17-reconcile-partial-payment.png) ### Track what’s still outstanding Partially paid documents get a **Partially paid** status, with every reconciled payment and the outstanding amount shown on the document. Reconcile the rest when it arrives and the status flips to paid. Works across purchase invoices, sales invoices raised in Briefcase, and landlord statements, with aged reports staying accurate throughout. ![Transaction details page with a Partially paid status badge and a payments section showing £105.00 paid of £111.00, two reconciled bank payments, and £6.00 outstanding](https://briefcase.so/images/changelog/2026-08-17-partially-paid-details.png) [ PreviousRaise sales invoices in Briefcase Ledger ](https://briefcase.so/changelog/2026-08-10)[ NextExpense & mileage claims in Briefcase Ledger ](https://briefcase.so/changelog/2026-09-01) --- # Expense & mileage claims in Briefcase Ledger > Canonical page: https://briefcase.so/changelog/2026-09-01 > Briefcase content index: https://briefcase.so/llms.txt Approve and reimburse employee expense and mileage claims directly in Briefcase Ledger, and bulk import accruals from a CSV. [All Updates](https://briefcase.so/changelog) Update Approve and reimburse employee expense and mileage claims directly in Briefcase Ledger, and bulk import accruals from a CSV. 1 September 2026 ## Expense & mileage claims in Briefcase Ledger Expense and mileage claims now work end-to-end in Briefcase Ledger. Employees submit receipts or journeys as usual, and Briefcase groups them into one claim per person per month. To finish a review, click Approve - or Approve & pay to pay straight from a bank account. Approval posts expenses to their categories and the amount owed to the employee to Accounts payable. ![Expense claims page with claims grouped into Awaiting review, Awaiting reimbursement, and Paid sections, showing an approved claim with its contact, category, amount, VAT rates, and an Awaiting reimbursement status badge](https://briefcase.so/images/changelog/2026-09-01-expense-claims-awaiting-reimbursement.png) Approved claims sit in Awaiting reimbursement until the payment leaves the bank. Briefcase matches it against the claim in the bank feed - or record it manually with Mark as paid. ## Bulk import accruals You can now bulk import accrued expenses from a CSV - the same flow you already use for fixed assets, prepayments, and deferred income. Onboarding a client’s full close is now a four-CSV job. Head to Accrued Expenses, click the arrow next to Add accrued expense, and choose Bulk import. Download the template, fill in up to 500 rows - description, amount, date, expense account code, liability account code - and upload. Briefcase validates every row against the client’s chart of accounts and shows exactly what will be imported before anything is created. ![Bulk Import Accruals modal with a drag-and-drop upload zone for CSV files of up to 500 rows, alongside View guide and Download template links](https://briefcase.so/images/changelog/2026-09-01-bulk-import-accruals.png) Imported accruals land in Awaiting review, ready to post to the ledger. If an accrual was already posted outside Briefcase, mark it as such in the CSV - it comes across for tracking only, with no duplicate journal. [ PreviousAI memories and partial payments ](https://briefcase.so/changelog/2026-08-17) --- # Trusted by leading practices > Canonical page: https://briefcase.so/customers > Briefcase content index: https://briefcase.so/llms.txt How UK accounting firms cut bookkeeping time by up to 70%, hit 97% field-level automation, and replaced Dext with Briefcase's AI agents. Read the full case studies. From sole-practitioners to Top 50 firms, see how AI is transforming UK practice. [ Case Study![Wilson Partners](https://briefcase.so/marketing/testimonials/logos/wilson-partners.png) ### How Wilson Partners uses Briefcase to stay ahead of the game Learn how this Top 50 firm replaced legacy tools and automated their bookkeeping with AI. 3x Increased Bookkeeping Efficiency 97% Field-Level Automation 3 in 4 Transactions Fully Handled by AI Read case study ](https://briefcase.so/customers/wilson-partners) Video Review![Delphini](https://briefcase.so/marketing/testimonials/logos/delphini.png) [](https://briefcase.so/customers/connolly) Case StudyVideo Review ![Connolly Accountants](https://briefcase.so/marketing/testimonials/logos/connolly.png) ### How Connolly Replaced Dext and Outsourcing with AI Agents Learn how this Milton Keynes practice eliminated outsourcing while growing their client base. 4x Faster Job Completion 65% Autopublish Rate 99% Accuracy Read case study ### Ready to put your books on Autopilot? [Start free trial](https://app.briefcase.so/sign-up) Wall of Love > “We've been using Briefcase since its launch and it is definitely a game changer! The team behind Briefcase truly understand accounting processes and compliance. This is evident in the product they are developing. We thought other systems were fast at extracting the data but Briefcase is not only fast, it's intelligent too! With new features being added regularly, it assists bookkeepers and accountants service their clients needs in a timely and compliant manner.” ![Matthew Cowell](https://briefcase.so/marketing/testimonials/avatars/matthew-cowell.jpg) Matthew CowellBookkeeper ![Daly Accounting](https://briefcase.so/marketing/testimonials/logos/daly-accounting.png) > “Been using this for a few months now and the speed of document processing is amazing. I love the possibility that comes with using this app, that it allows me more time for working with the client than working on the client data.” ![Natasha Everard](https://briefcase.so/marketing/testimonials/avatars/natasha-everard.jpg) Natasha EverardOwner ![Bewitching Bookkeeping](https://briefcase.so/marketing/testimonials/logos/bewitching-bookkeeping.png) > “Changing accounting tools can be difficult and admin intensive. The number one question to ask is whether the new tool will improve your operations enough to warrant the disruption. Having been with Briefcase for 3 months now, I can confidently state that the transition has been well worth it! We currently use the tool for our AP processes - only scratching the surface of its true potential. This tool has replaced Dext and Hubdoc in our tech stack and we're loving it. Not only is the recognition of information on supplier invoices excellent, it also learns from past processing to improve accuracy going forward. 2 features we, as a team, particularly enjoy - excellent identification of duplicate invoices and identification of supplier statements which used to often get published to Xero in error. A great tool, that is only getting better each month!” ![Kyle Forder](https://briefcase.so/marketing/testimonials/avatars/kyle-forder.png) Kyle ForderCo-Founder & CEO LedgerPlus > “Amazing app and makes bookkeeping a breeze, the new feature to also process tracking categories is remarkable.” ![Fatimah Razak MAAT](https://briefcase.so/marketing/testimonials/avatars/fatimah-razak.jpeg) Fatimah Razak MAATAccountant and Director ![AFR Accountancy Services Ltd](https://briefcase.so/marketing/testimonials/logos/new-logo-afr.png) > “Briefcase has really moved the needle for our practice. Easy to use and intelligent software. The team are in love!” ![Tasnim Mustafa](https://briefcase.so/marketing/testimonials/avatars/tasnim-mustafa.jpeg) Tasnim MustafaFounder ![Barnes & Scott](https://briefcase.so/marketing/testimonials/logos/barnes-and-scott.png) > “Briefcase is simple to use, fast to scan documents and smart in how it pulls out what matters. The VAT handling and descriptions are better than anything we've seen.” ![Jenny Evans](https://briefcase.so/marketing/testimonials/avatars/jenny-evans.jpeg) Jenny EvansAccounts & Outsourcing Director ![Wilson Partners](https://briefcase.so/marketing/testimonials/logos/wilson-partners.png) > “I just love how many features you are adding every week. Briefcase has been a game changer for us.” ![Lyn Oaten BA (Hons) FCA](https://briefcase.so/marketing/testimonials/avatars/lyn-oaten.jpg) Lyn Oaten BA (Hons) FCAManaging Partner ![Delphini](https://briefcase.so/marketing/testimonials/logos/delphini.png) > “Unbelievable product from an unbelievable team!” ![Catharrin Ponnudurai](https://briefcase.so/marketing/testimonials/avatars/catharrin-ponnudurai.jpg) Catharrin PonnuduraiHead of Delivery ![Fin-house](https://briefcase.so/marketing/testimonials/logos/fin-house.png) > “VAT extraction is spot on every time. It's good at picking up reverse charge transactions, many bookkeepers wouldn't pick that up!” ![Matthew Cotson](https://briefcase.so/marketing/testimonials/avatars/matthew-cotson.jpg) Matthew CotsonDirector ![Blu Sky](https://briefcase.so/marketing/testimonials/logos/blu%20sky.png) > “Love the prepayment stuff! Always great updates and developments folks! Love to see it.” ![Eric Byram CPA](https://briefcase.so/marketing/testimonials/avatars/eric-byram.jpg) Eric Byram CPADirector ![Impact Ops](https://briefcase.so/marketing/testimonials/logos/impact-ops.png) > “The sales processing has been great and is at least 5 or 6 times quicker than Dext.” ![Bradley Small](https://briefcase.so/marketing/testimonials/avatars/Bradley-Small-300x300.webp) Bradley SmallManager ![Connolly Accountants](https://briefcase.so/marketing/testimonials/logos/connolly.png) > “I am LOVING the way it looks at previous stuff and works out where the current stuff should go.” ![Grace Mock FMAAT](https://briefcase.so/marketing/testimonials/avatars/grace-mock.jpg) Grace Mock FMAATDirector ![Grace Heathfield + Co](https://briefcase.so/marketing/testimonials/logos/grace%20heathfield.png) > “I've never known such quick dev roll outs from user feedback - fantastic!” ![Chris Gascoyne](https://briefcase.so/marketing/testimonials/avatars/chris-gascoyne.jpg) Chris GascoyneDirector ![Acumist](https://briefcase.so/marketing/testimonials/logos/Acumist_Transparent28.png) > “I was impressed by Briefcase's ability to accurately extract information, even from complex receipts. I uploaded a screenshot of order confirmation with other items on it and it picked up the right one, I don't even know how it does that. It's pretty crazy.” RF Romano Fragnito-RogersAccountant ![Hardwick & Morris](https://briefcase.so/marketing/testimonials/logos/hardwick%20and%20morris.png) > “Automated VAT compliance is a game-changer.” ![Alex Hopson](https://briefcase.so/marketing/testimonials/avatars/alex-hopson.png) Alex HopsonSemi Senior Client Advisor ![Wilson Partners](https://briefcase.so/marketing/testimonials/logos/wilson-partners.png) > “Been using it for our accounts and it has really helped us up our game. It's so easy to use, quick and above all is really intuitive.” ![Crystal Boston BFP FCA](https://briefcase.so/marketing/testimonials/avatars/crystal-boston.jpg) Crystal Boston BFP FCACo-Founder & Partner ![Delphini](https://briefcase.so/marketing/testimonials/logos/delphini.png) > “Particularly impressed with the multi-line feature, and descriptions feature in Briefcase. A lot more comprehensive than in the platform we were using up till now.” ![Ashley Nyamutsambira](https://briefcase.so/marketing/testimonials/avatars/ashley-nyamutsambira.jpg) Ashley NyamutsambiraFinance Manager Odyssey Dining > “Briefcase's AI categorisation is nearly spot on. I'm impressed with Amazon invoices—suggesting where to code it based on what was actually purchased.” ![Matthew Cotson](https://briefcase.so/marketing/testimonials/avatars/matthew-cotson.jpg) Matthew CotsonDirector ![Blu Sky](https://briefcase.so/marketing/testimonials/logos/blu%20sky.png) > “WOW! I am sooo happy - just used Briefcase to process a load of receipts from a work trip to Germany. Blown away by a blurry receipt that has been translated so I can now see the receipt was for "Hot and sour noodle soup with chicken". This is saving so much time.” ![Grace Mock FMAAT](https://briefcase.so/marketing/testimonials/avatars/grace-mock.jpg) Grace Mock FMAATDirector ![Grace Heathfield + Co](https://briefcase.so/marketing/testimonials/logos/grace%20heathfield.png) > “Big kudos for the way Briefcase handled a batch of invoices that came over on one email attachment. A couple were more than page long too and it split all correctly, AND got the VAT right on every single one (which Hubdoc only did about 50% of the time).” ![Tracey Hand](https://briefcase.so/marketing/testimonials/avatars/tracey-hand.jpg) Tracey HandPayroll Coordinator ![Finance Box](https://briefcase.so/marketing/testimonials/logos/finance-box.png) > “We used to estimate that jobs took up to one minute per invoice. Yesterday I processed 60 invoices in 15mins using Briefcase.” ![Bradley Small](https://briefcase.so/marketing/testimonials/avatars/Bradley-Small-300x300.webp) Bradley SmallManager ![Connolly Accountants](https://briefcase.so/marketing/testimonials/logos/connolly.png) > “It has certainly helped both us and our clients a lot already - no more spreadsheets and miscalculation from human error.” ![Crystal Boston BFP FCA](https://briefcase.so/marketing/testimonials/avatars/crystal-boston.jpg) Crystal Boston BFP FCACo-Founder & Partner ![Delphini](https://briefcase.so/marketing/testimonials/logos/delphini.png) > “Just been adding the keyboard shortcuts to my Stream Deck, they're so great for getting around Briefcase!” ![Joe Roughton](https://briefcase.so/marketing/testimonials/avatars/joe-roughton.jpeg) Joe RoughtonFounder ![JRCo](https://briefcase.so/marketing/testimonials/logos/jrco.png) > “The data capture is more accurate than any OCR solution I've used before. It's great at picking up descriptions, dates and references, which other platforms often struggle with.” ![Alex Hopson](https://briefcase.so/marketing/testimonials/avatars/alex-hopson.png) Alex HopsonSemi Senior Client Advisor ![Wilson Partners](https://briefcase.so/marketing/testimonials/logos/wilson-partners.png) > “95% of my prepayments were done before my nominal review which I loved, helping me concentrate only on accruals, deferred income & accrued income.” ![Mahqool Mohammad](https://briefcase.so/marketing/testimonials/avatars/mahqool-mohammad.jpg) Mahqool MohammadManagement Accountant ![Finance Box](https://briefcase.so/marketing/testimonials/logos/finance-box.png) > “I just had a chance to test the new feature - the bank statements extraction from pdf, this is absolutely amazing!!” ![Kamila Paszkowska-Sobolewska](https://briefcase.so/marketing/testimonials/avatars/kamila-sobolewska.png) Kamila Paszkowska-SobolewskaBookkeeper ![Finance Box](https://briefcase.so/marketing/testimonials/logos/finance-box.png) > “We have been using autopilot on all of our clients now apart from two where we have additional approvals and checks to POs and we think its fantastic, it is certainly giving us the time savings which we were after. I think the more we use this then the better it is going to get. It will be our standard approach now to use autopilot across the board.” ![Ross Macdonald](https://briefcase.so/marketing/testimonials/avatars/ross-macdonald.jpeg) Ross MacdonaldOutsource Manager ![HJS](https://briefcase.so/marketing/testimonials/logos/hjs.png) > “Briefcase automatically identifies nuances such as Reverse Charge, something we hadn't expected from software, replacing assumptions like Zero Rated with accurate VAT treatment” ![Bradley Small](https://briefcase.so/marketing/testimonials/avatars/Bradley-Small-300x300.webp) Bradley SmallManager ![Connolly Accountants](https://briefcase.so/marketing/testimonials/logos/connolly.png) > “Briefcase are unmatched when it comes to product releases.” ![Josh Probert-Waters](https://briefcase.so/marketing/testimonials/avatars/josh-probert-waters.jpeg) Josh Probert-WatersFounder ![Hyphen Digital](https://briefcase.so/marketing/testimonials/logos/hyphendigital.png) > “Customer support doesn't get better than this!” ![Steve Blackmore](https://briefcase.so/marketing/testimonials/avatars/steve-blackmore.jpeg) Steve BlackmoreDirector ![Elver E-Commerce Accountants](https://briefcase.so/marketing/testimonials/logos/elver-e-commerce.webp) > “We are really enjoying Briefcase at the moment and thanks for the ongoing support/contact, really useful.” ![Nathan Hinchcliffe](https://briefcase.so/marketing/testimonials/avatars/nathan-hinchcliffe.jpg) Nathan HinchcliffeClient Manager - Bookkeeping ![Gooding Accounts](https://briefcase.so/marketing/testimonials/logos/gooding-accounts.png) > “The team have given me great feedback on Autopilot ... singing its praises and doing happy dances!!” ![Helen Rogers](https://briefcase.so/marketing/testimonials/avatars/Helen-Rogers24.webp) Helen RogersDirector ![Matix Accounts](https://briefcase.so/marketing/testimonials/logos/matix-accounts.svg) > “My mind is blown with how awesome this invoice capture software is ... It's basically like having another employee - time saving is insane! Well done guys. 👏” ![Jeri Williams FCA](https://briefcase.so/marketing/testimonials/avatars/Jeri-Williams.png) Jeri Williams FCAFounder ![Smooth Accounting](https://briefcase.so/marketing/testimonials/logos/smoothaccounting.png) > “Amazing tool, the team love love love using it. All of our clients are now using it.” ![Marelize Bott](https://briefcase.so/marketing/testimonials/avatars/marelize-bott.jpg) Marelize BottFounder ![Add-Worth Accountancy Ltd](https://briefcase.so/marketing/testimonials/logos/add-worth.png) > “With other products, it usually takes me around a minute to check, edit, and publish an invoice. With Briefcase, it's done in just 20 seconds—enabling me to get through my workload three times as fast.” ![Alex Hopson](https://briefcase.so/marketing/testimonials/avatars/alex-hopson.png) Alex HopsonSemi Senior Client Advisor ![Wilson Partners](https://briefcase.so/marketing/testimonials/logos/wilson-partners.png) > “How many software companies can you make a feature suggestion to in the early afternoon and before the end of the working day, it's been scoped, coded and implemented? You've gone above and beyond, once again Briefcase. THANK YOU! Everybody there does an amazing job.” ![Chris Gascoyne](https://briefcase.so/marketing/testimonials/avatars/chris-gascoyne.jpg) Chris GascoyneDirector ![Acumist](https://briefcase.so/marketing/testimonials/logos/Acumist_Transparent28.png) > “I've been waiting 5 years to find a way to publish a certain client's bank statements as they send pictures in to Dext and it never processed! We tried so many different ways to get it to work but no luck - we had to type over 300 transactions manually in a CSV and then upload to Xero! I hoped and prayed Briefcase would do it and IT HAS!! This is great and processed it all in under 5 minutes. Super chuffed as it's saved me hours!” ![Danielle Flawn](https://briefcase.so/marketing/testimonials/avatars/danielle-flawn.jpeg) Danielle FlawnCommunication Coordinator ![PML Accountants](https://briefcase.so/marketing/testimonials/logos/PML-Logo-FINAL-B@2x.png) > “I just used the prepayment schedule to release journals in advance and I love it! 😍” ![Mahqool Mohammad](https://briefcase.so/marketing/testimonials/avatars/mahqool-mohammad.jpg) Mahqool MohammadManagement Accountant ![Finance Box](https://briefcase.so/marketing/testimonials/logos/finance-box.png) > “The updates to make suggestions and post tracking categories have been unbelievably helpful 👏” ![Jim Leeves](https://briefcase.so/marketing/testimonials/avatars/jim-leeves.jpeg) Jim LeevesCo-Founder ![Shapes](https://briefcase.so/marketing/testimonials/logos/shapes.png) > “We've been using Briefcase for the past six months and the results have been really impressive. From ease of use to the automation and the security, it's a step above anything we've used before” ![Bradley Small](https://briefcase.so/marketing/testimonials/avatars/Bradley-Small-300x300.webp) Bradley SmallManager ![Connolly Accountants](https://briefcase.so/marketing/testimonials/logos/connolly.png) > “We have been using Briefcase for 4 months and love it.” ![Gary Winterborne AATQB](https://briefcase.so/marketing/testimonials/avatars/gary-winterborne.webp) Gary Winterborne AATQBPartner ![360 Accounts & Bookkeeping](https://briefcase.so/marketing/testimonials/logos/360WhiteLogo.png) > “We have found the switch straight forward, and our clients that use Briefcase love it.” ![Chris Metcalf](https://briefcase.so/marketing/testimonials/avatars/chris-metcalf.jpeg) Chris MetcalfDirector ![Thomas Emlyn](https://briefcase.so/marketing/testimonials/logos/thomas-emlyn.png) > “You guys have added so many features - it must have been insanely busy behind the scenes 😲” ![Grace Mock FMAAT](https://briefcase.so/marketing/testimonials/avatars/grace-mock.jpg) Grace Mock FMAATDirector ![Grace Heathfield + Co](https://briefcase.so/marketing/testimonials/logos/grace%20heathfield.png) > “Congrats! You've officially read more VAT guidance than any human ever should. Glad the AI can take one for the team 🤣” ![Steve Blackmore](https://briefcase.so/marketing/testimonials/avatars/steve-blackmore.jpeg) Steve BlackmoreDirector ![Elver E-Commerce Accountants](https://briefcase.so/marketing/testimonials/logos/elver-e-commerce.webp) > “Had a client call today and got feedback from a new Briefcase user: "Much better than Dext, interface much clearer".” ![Michael Daly](https://briefcase.so/marketing/testimonials/avatars/michael-daly.jpeg) Michael DalyDirector ![Daly Accounting](https://briefcase.so/marketing/testimonials/logos/daly-accounting.png) > “We've been using Briefcase for several months now and have been very impressed so far. It is by far the best product on the market for data processing and it continues to evolve with new features and regular updates. The team is highly responsive to feedback and committed to continuous improvement. We've also received excellent feedback from our clients who have moved to Briefcase. It is extremely user-friendly, meaning we've had to provide minimal training to help clients get started.” CA Catherine Atkinson ![Saint & Co](https://briefcase.so/marketing/testimonials/logos/saint&co.png) ## Try Briefcase for free today Join hundreds of accounting practices across the UK saving hours every week. [Start free trial](https://app.briefcase.so/sign-up) Trusted by leading practices ![Price Bailey](https://briefcase.so/marketing/testimonials/logos/price-bailey.png)![Smooth](https://briefcase.so/marketing/testimonials/logos/smoothaccounting.png)![Armstrong Watson](https://briefcase.so/marketing/testimonials/logos/armstrong-watson.png)![Wilson Partners](https://briefcase.so/marketing/testimonials/logos/wilson-partners.png) --- # How Connolly Replaced Dext and Outsourcing with AI Agents > Canonical page: https://briefcase.so/customers/connolly > Briefcase content index: https://briefcase.so/llms.txt How Connolly eliminated outsourcing, achieved 65% autopublish rate, and 4x faster job completion by switching from Dext to Briefcase AI. [All Customers](https://briefcase.so/customers) ![Connolly Accountants](https://briefcase.so/marketing/testimonials/logos/connolly.png) 4x Faster Job Completion ### About Connolly Accountants Location Milton Keynes Team Size 30+ staff Clients 2,500+ Headquartered in Milton Keynes, Connolly Accountants and Business Advisors is an established practice serving 2,500+ UK clients with a 30+ person team. In addition to accounts prep, tax and business advisory, Connolly provides regular bookkeeping and VAT services to hundreds of clients a month. > “We've been using Briefcase for the past six months and the results have been really impressive. From ease of use to the automation and the security, it's a step above anything we've used before” ![Bradley Small](https://briefcase.so/marketing/testimonials/avatars/Bradley-Small-300x300.webp) Bradley Small Manager, Connolly Accountants 65% Autopublish Rate 99% Accuracy ### Since adopting Briefcase, Connolly has: - Replaced Dext entirely - Stopped outsourcing - Increased client count without increasing headcount All while providing a faster, higher quality and more compliant service to their clients. 01 ## Why did Connolly adopt Briefcase? When we initially met the Connolly team, they were using Dext for all bookkeeping clients and relied on a combination of internal and outsourced staff to help deliver the service. The practice had ambitions to grow through client acquisition and higher value services, but their current set up was becoming a bottleneck. ### Outsourcing came with challenges Connolly worked with an external bookkeeping resource for a subset of clients to help process transactions, perform GL categorisation and manage VAT compliance within Dext. While this was intended to streamline delivery, the management oversight required created some challenges. > “Outsourcing is not a good service, it takes up too much admin time. One of our team members probably spends 25-40 hours a month going back and forth, dealing with queries and chasing.” > > Bradley Small > > Manager Moreover, the quality of data produced by Dext and the outsourced team was subpar, forcing senior in-house staff to spend hours daily correcting errors. > “Our in-house bookkeepers spend 1-3 hours a day fixing outsourcing errors” > > Bradley Small > > Manager ### Staff capacity was limited In addition to the inefficiencies of outsourcing, when so much time was spent driving software tools, the team lacked capacity to offer higher value services to clients. > “I'd like our team to spend more time on management accounts, proper VAT queries, and other ways we can help clients” > > Fern Connolly > > Director ### Briefcase presented an intelligent solution After our first demo, Connolly recognised that Briefcase isn't just another software tool. Instead, Briefcase deploys AI agents to deliver end-to-end automation of complex, context-dependent bookkeeping and financial close tasks. Key features that stood out to the team: - **AI learning and Autopilot:** Briefcase learns from historical ledger data and refines its knowledge base for every client over time. AI Autopilot uses this data to safely autopublish transactions that don't need manual review. - **VAT compliance:** Briefcase is trained on UK VAT law, verifies VAT numbers automatically and justifies line-item based VAT rate assignment with direct links to HMRC guidance. - **Close automation:** Briefcase identifies if a transaction requires accounting adjustments - such as prepayments or deferred income - creates schedules, posts manual journals and reconciles the ledger balance automatically. 02 ## How did they transition their clients? Connolly went from having never used Briefcase to being a Briefcase-only practice with hundreds of clients on the platform in under 6 months. ### The timeline for full client migration 1. **Evaluation (May):** Connolly started a 2-week free trial of Briefcase. We created a shared Teams chat for dedicated support and gave the team access to the platform. Connolly signed a contract the same month. 2. **Migrate internal bookkeeping clients (June-July):** Connolly migrated all internal bookkeeping clients. This included all accounts where the client does not interact with or directly upload documents into the platform. All new clients were added directly to Briefcase from this point onwards. 3. **Migrate external bookkeeping clients (July-September):** Connolly migrated all external bookkeeping clients. We shared client onboarding materials, a draft email which was sent to clients instructing them of the change, and created a video tutorial explaining how Briefcase works for their clients. 4. **Completion (October):** Dext contract ended. ### How Briefcase supported the transition Briefcase is designed to be simple and easy to use. There is no manual set up or configuration required and the UI is intuitive, making onboarding and staff training requirements minimal. The team was able to start processing transactions immediately without formal training sessions. > “A new starter began using Briefcase yesterday without needing any training – they figured it out just by looking at the interface” > > Bradley Small > > Manager The platform's ease of use became evident when Connolly's team successfully adopted Briefcase after simply being given a sign up link. While we offer onboarding and training sessions, Briefcase's intuitiveness and self-onboarding capability eliminated the typical training bottlenecks that slow software transitions. This is also facilitated by the dedicated support we provide through shared Slack or Teams chats with the users in the firm and our engineering team at Briefcase, so queries can be resolved efficiently and quickly. > “Your customer service has been absolutely fantastic. Whenever we've got any queries, you're really quick to answer them.” > > Fern Connolly > > Director Beyond supporting the internal team, we collaborated on comprehensive materials for the client-facing transition, including step-by-step tutorial videos, email templates, PDF guides and marketing materials showcasing the partnership. This enabled Connolly to position Briefcase as an upgrade rather than a disruption to clients, enabling all accounts to be successfully migrated off Dext by the end of their contract. The joint marketing also helped position Connolly as a forward-thinking firm that's leveraging AI to meaningfully improve the client service. 03 ## What was the impact? ### Time savings and increased staff capacity 4x faster job completion rate 744,024 historic transactions learnt 65% autopublish rate Using Briefcase, Connolly cut down staff processing time from 60 seconds/invoice to 15 seconds/invoice, representing a 4x faster job completion rate. > “We used to estimate that jobs took up to one minute per invoice. Yesterday I processed 60 invoices in 15mins using Briefcase.” > > Bradley Small > > Manager This doesn't include the additional benefits of Briefcase's AI Autopilot. Over the past several months, Briefcase has built a unique knowledge base for each of Connolly's clients. Today, Briefcase safely autopublishes the majority of transactions for most of Connolly's high-volume clients, only requiring manual review for new suppliers or edge cases. ### Higher quality and more compliant data 99% accuracy 20,577 VAT numbers verified 3,028 duplicates detected Briefcase achieves 99% accuracy across all fields, including context-dependent tasks (e.g. description extraction, GL categorisation and VAT rate assignment), while simultaneously splitting multi-invoice documents, triaging transactions, and detecting 3,028 duplicates. Duplicates are archived automatically helping to avoid potential duplicate payments. > “Briefcase automatically identifies nuances such as Reverse Charge, something we hadn't expected from software, replacing assumptions like Zero Rated with accurate VAT treatment” > > Bradley Small > > Manager Briefcase has also delivered significant improvements across VAT workflows. It has verified 20,577 VAT numbers and is trained on all 102 HMRC VAT notices, providing justification with direct legislative links for every VAT rate decision. By assigning VAT rates on a line-item basis and capturing legislative nuance like Reverse Charge, VAT returns are now prepared faster with fewer changes. ### No more outsourcing, no more Dext Connolly has brought all their bookkeeping back in-house and now delivers the service with the help of Briefcase's AI agents rather than an outsourced team. > “We've been using Briefcase for the past six months and the results have been really impressive. From ease of use to the automation and the security, it's a step above anything we've used before” > > Bradley Small > > Manager They've maintained a lean and consolidated tech stack by replacing Dext entirely and using Briefcase as the sole data capture and AI bookkeeping automation platform for all their clients. 04 ## What's next? Connolly is now exploring Briefcase's close automation to deliver the same efficiency gains across the accounts team, for both management accounts and year-end. Briefcase has already detected **298** prepayments for Connolly's clients. For each prepayment, Briefcase automatically creates full journal schedules, publishes the journals after one-click approval and reconciles it all with the balance sheet. Prepayments are just the start: real-time deferred income automation is live today, with additional financial close modules rolling out soon. Automating financial close in real-time will allow Connolly to deliver their objective of providing higher value services - such as management accounts - to more clients, at scale, and with greater affordability and timeliness. [All Customers](https://briefcase.so/customers) 01 ## Why did Connolly adopt Briefcase? When we initially met the Connolly team, they were using Dext for all bookkeeping clients and relied on a combination of internal and outsourced staff to help deliver the service. The practice had ambitions to grow through client acquisition and higher value services, but their current set up was becoming a bottleneck. ### Outsourcing came with challenges Connolly worked with an external bookkeeping resource for a subset of clients to help process transactions, perform GL categorisation and manage VAT compliance within Dext. While this was intended to streamline delivery, the management oversight required created some challenges. > “Outsourcing is not a good service, it takes up too much admin time. One of our team members probably spends 25-40 hours a month going back and forth, dealing with queries and chasing.” > > Bradley Small > > Manager Moreover, the quality of data produced by Dext and the outsourced team was subpar, forcing senior in-house staff to spend hours daily correcting errors. > “Our in-house bookkeepers spend 1-3 hours a day fixing outsourcing errors” > > Bradley Small > > Manager ### Staff capacity was limited In addition to the inefficiencies of outsourcing, when so much time was spent driving software tools, the team lacked capacity to offer higher value services to clients. > “I'd like our team to spend more time on management accounts, proper VAT queries, and other ways we can help clients” > > Fern Connolly > > Director ### Briefcase presented an intelligent solution After our first demo, Connolly recognised that Briefcase isn't just another software tool. Instead, Briefcase deploys AI agents to deliver end-to-end automation of complex, context-dependent bookkeeping and financial close tasks. Key features that stood out to the team: - **AI learning and Autopilot:** Briefcase learns from historical ledger data and refines its knowledge base for every client over time. AI Autopilot uses this data to safely autopublish transactions that don't need manual review. - **VAT compliance:** Briefcase is trained on UK VAT law, verifies VAT numbers automatically and justifies line-item based VAT rate assignment with direct links to HMRC guidance. - **Close automation:** Briefcase identifies if a transaction requires accounting adjustments - such as prepayments or deferred income - creates schedules, posts manual journals and reconciles the ledger balance automatically. 02 ## How did they transition their clients? Connolly went from having never used Briefcase to being a Briefcase-only practice with hundreds of clients on the platform in under 6 months. ### The timeline for full client migration 1. **Evaluation (May):** Connolly started a 2-week free trial of Briefcase. We created a shared Teams chat for dedicated support and gave the team access to the platform. Connolly signed a contract the same month. 2. **Migrate internal bookkeeping clients (June-July):** Connolly migrated all internal bookkeeping clients. This included all accounts where the client does not interact with or directly upload documents into the platform. All new clients were added directly to Briefcase from this point onwards. 3. **Migrate external bookkeeping clients (July-September):** Connolly migrated all external bookkeeping clients. We shared client onboarding materials, a draft email which was sent to clients instructing them of the change, and created a video tutorial explaining how Briefcase works for their clients. 4. **Completion (October):** Dext contract ended. ### How Briefcase supported the transition Briefcase is designed to be simple and easy to use. There is no manual set up or configuration required and the UI is intuitive, making onboarding and staff training requirements minimal. The team was able to start processing transactions immediately without formal training sessions. > “A new starter began using Briefcase yesterday without needing any training – they figured it out just by looking at the interface” > > Bradley Small > > Manager The platform's ease of use became evident when Connolly's team successfully adopted Briefcase after simply being given a sign up link. While we offer onboarding and training sessions, Briefcase's intuitiveness and self-onboarding capability eliminated the typical training bottlenecks that slow software transitions. This is also facilitated by the dedicated support we provide through shared Slack or Teams chats with the users in the firm and our engineering team at Briefcase, so queries can be resolved efficiently and quickly. > “Your customer service has been absolutely fantastic. Whenever we've got any queries, you're really quick to answer them.” > > Fern Connolly > > Director Beyond supporting the internal team, we collaborated on comprehensive materials for the client-facing transition, including step-by-step tutorial videos, email templates, PDF guides and marketing materials showcasing the partnership. This enabled Connolly to position Briefcase as an upgrade rather than a disruption to clients, enabling all accounts to be successfully migrated off Dext by the end of their contract. The joint marketing also helped position Connolly as a forward-thinking firm that's leveraging AI to meaningfully improve the client service. 03 ## What was the impact? ### Time savings and increased staff capacity 4x faster job completion rate 744,024 historic transactions learnt 65% autopublish rate What used to take a minute per invoice now takes just 15 seconds—a 4x improvement in processing speed. With Briefcase handling the bulk of transaction processing, staff now focus on higher value work like reviews, queries and client relationships. > “We used to estimate that jobs took up to one minute per invoice. Yesterday I processed 60 invoices in 15 minutes using Briefcase.” > > Bradley Small > > Manager Using Briefcase, Connolly cut down staff processing time from 60 seconds/invoice to 15 seconds/invoice, representing a 4x faster job completion rate. This doesn't include the additional benefits of Briefcase's AI Autopilot. Over the past several months, Briefcase has built a unique knowledge base for each of Connolly's clients. Today, Briefcase safely autopublishes the majority of transactions for most of Connolly's high-volume clients, only requiring manual review for new suppliers or edge cases. For one client requiring daily bookkeeping, 65% of transactions are now autopublished automatically. Crucially, no supplier rules were set up and no manual configuration was required; autopublish scaled automatically through AI learning from everyday use. Since using Briefcase, Connolly has been able to increase the number of clients they serve without increasing headcount in their bookkeeping team. ### Higher quality and more compliant data 99% accuracy 20,577 VAT numbers verified 3,028 duplicates detected Briefcase achieves 99% accuracy across all fields, including context-dependent tasks (e.g. description extraction, GL categorisation and VAT rate assignment), while simultaneously splitting multi-invoice documents, triaging transactions, and detecting 3,028 duplicates. Duplicates are archived automatically helping to avoid potential duplicate payments. > “Briefcase automatically identifies nuances such as Reverse Charge, something we hadn't expected from software, replacing assumptions like Zero Rated with accurate VAT treatment” > > Bradley Small > > Manager Briefcase has also delivered significant improvements across VAT workflows. It has verified 20,577 VAT numbers and is trained on all 102 HMRC VAT notices, providing justification with direct legislative links for every VAT rate decision. By assigning VAT rates on a line-item basis and capturing legislative nuance like Reverse Charge, VAT returns are now prepared faster with fewer changes. ### No more outsourcing, no more Dext Connolly has brought all their bookkeeping back in-house and now delivers the service with the help of Briefcase's AI agents rather than an outsourced team. > “We've been using Briefcase for the past six months and the results have been really impressive. From ease of use to the automation and the security, it's a step above anything we've used before” > > Bradley Small > > Manager They've maintained a lean and consolidated tech stack by replacing Dext entirely and using Briefcase as the sole data capture and AI bookkeeping automation platform for all their clients. 04 ## What's next? Connolly is now exploring Briefcase's close automation to deliver the same efficiency gains across the accounts team, for both management accounts and year-end. Briefcase has already detected **298** prepayments for Connolly's clients. For each prepayment, Briefcase automatically creates full journal schedules, publishes the journals after one-click approval and reconciles it all with the balance sheet. Prepayments are just the start: real-time deferred income automation is live today, with additional financial close modules rolling out soon. Automating financial close in real-time will allow Connolly to deliver their objective of providing higher value services - such as management accounts - to more clients, at scale, and with greater affordability and timeliness. [All Customers](https://briefcase.so/customers) --- # How Wilson Partners uses Briefcase to stay ahead of the game > Canonical page: https://briefcase.so/customers/wilson-partners > Briefcase content index: https://briefcase.so/llms.txt Wilson Partners replaced Dext and other legacy tools with Briefcase's AI agents — hitting 97% field-level automation and tripling bookkeeping throughput. Full case study with numbers. [All Customers](https://briefcase.so/customers) ![Wilson Partners](https://briefcase.so/marketing/testimonials/logos/wilson-partners.png) 3x Increased Bookkeeping Efficiency ### About Wilson Partners Rank 50th in UK Team Size 400+ staff Locations 14 offices Wilson Partners is a fast-growing, full-service accountancy and advisory firm working with high-growth entrepreneurial businesses across the UK, with 14 offices nationwide. > “Briefcase is simple to use, fast to scan documents and smart in how it pulls out what matters. The VAT handling and descriptions are better than anything we've seen.” ![Jenny Evans](https://briefcase.so/marketing/testimonials/avatars/jenny-evans.jpeg) Jenny Evans Accounts & Outsourcing Director 97% Field-Level Automation 3 in 4 Transactions Fully Handled by AI ### About Jenny Evans Jenny Evans brings over 15 years of experience in the accounting industry. Since joining the firm in 2018, she's led the Sevenoaks office through rapid growth, tripling its size. Her work with clients from start-ups to scaling enterprises makes her perfectly positioned to evaluate software offerings and understand what accountants truly need. 01 ## The Challenge Wilson Partners, a fast-growing accountancy firm with over 400 staff across 14 UK offices, has long positioned itself as a forward-thinking player in the accounting space. But like many firms adapting to growing client demands and rising transaction volumes, their internal teams were starting to feel the strain, especially when it came to core bookkeeping workflows. The Sevenoaks office, formerly Cameron Cunningham Limited, was a prime example. Led by Jenny Evans, the team of accountants and bookkeepers were managing thousands of transactions each month through legacy OCR-based tools. Once cutting edge, their tech stack had begun to show its age. > “\[Current tooling\] hasn't kept up with the pace of change. From our point of view, it's nowhere near as advanced as it could be—and others are catching up.” > > Jenny Evans > > Accounts & Outsourcing Director Existing tools often missed key fields like descriptions, dates, tax rates, or account codes, forcing the team to manually input or correct records downstream in the ledger. To complicate matters, half of Wilson Partners' clients processed invoices themselves via the platform, while the rest relied on the outsourcing team. This created inconsistency in how transactions were handled, often requiring staff to double-check VAT treatments, account codes and due dates before sign-off. > “Clients would input something one way, and we'd end up fixing it later. Setting up rules in the background took too much time, and we never fully trusted that a rule-based system could handle every transaction.” > > Jenny Evans > > Accounts & Outsourcing Director The result was an inefficient process that couldn't scale. With new acquisitions underway and ambitions to become a Top 30 UK firm in the next three years, Wilson Partners knew they needed a smarter solution. 02 ## The Solution When Wilson Partners discovered Briefcase, they were looking for more than just another data capture tool. They needed a solution that could handle real-world edge cases, automate workflows from start to finish and earn the trust of their team. What stood out was Briefcase's ability to go beyond extraction: the platform automatically includes meaningful narrative for every transaction, learns from client-specific patterns to categorise accurately and handles VAT compliance at the point of capture. Crucially, it explains its decisions—making automation feel not just faster, but safer. > “Automated VAT compliance is a game-changer.” > > Alex Hopson > > Semi Senior Client Advisor Briefcase was rolled out initially in the Sevenoaks office, where the team began by automating their bookkeeping and VAT workflows. Within weeks, the impact was clear. > “The data capture is more accurate than any OCR solution I've used before. It's great at picking up descriptions, dates and references, which other platforms often struggle with.” > > Alex Hopson > > Semi Senior Client Advisor 03 ## The Result 3x Increased Bookkeeping Efficiency 97% Field-Level Automation 3 in 4 Transactions Fully Handled by AI Briefcase now underpins Wilson Partners' bookkeeping operations, automating VAT compliance and streamlining thousands of transactions each month. It has become essential infrastructure, enhancing speed, accuracy and capacity across the team. - **3x increase in bookkeeping efficiency:** bookkeepers reported averaging 20 seconds of human input required per transaction using Briefcase, when previous OCR-based tools required over a minute of manual labour per transaction. - **97% field-level automation:** AI populates and publishes 97% of fields, including those that require client-specific accounting knowledge such as account code and VAT rate, leaving just 3% for manual editing. - **3/4 transactions fully handled by AI:** over three-quarters of transactions are processed end-to-end by AI with no human input. > “With other products, it usually takes me around a minute to check, edit, and publish an invoice. With Briefcase, it's done in just 20 seconds—enabling me to get through my workload three times as fast.” > > Alex Hopson > > Semi Senior Client Advisor 04 ## What's Next? The success of the initial rollout is just the beginning. Wilson Partners and Briefcase are now working closely together to go beyond day-to-day bookkeeping and tackle more complex workflows such as financial close—starting with monthly management packs. These processes have traditionally relied on spreadsheets and manual checks, but Briefcase's AI-first approach is opening the door to smarter, more scalable automation. > “With each update, Briefcase gets better and better. It's vastly better than any bookkeeping product I've used before.” > > Alex Hopson > > Semi Senior Client Advisor As new features are released, the team at Wilson Partners is helping shape what comes next—ensuring the platform continues to evolve with the needs of forward-thinking accounting teams. [All Customers](https://briefcase.so/customers) 01 ## The Challenge Wilson Partners, a fast-growing accountancy firm with over 400 staff across 14 UK offices, has long positioned itself as a forward-thinking player in the accounting space. But like many firms adapting to growing client demands and rising transaction volumes, their internal teams were starting to feel the strain, especially when it came to core bookkeeping workflows. The Sevenoaks office, formerly Cameron Cunningham Limited, was a prime example. Led by Jenny Evans, the team of accountants and bookkeepers were managing thousands of transactions each month through legacy OCR-based tools. Once cutting edge, their tech stack had begun to show its age. > “\[Current tooling\] hasn't kept up with the pace of change. From our point of view, it's nowhere near as advanced as it could be—and others are catching up.” > > Jenny Evans > > Accounts & Outsourcing Director Existing tools often missed key fields like descriptions, dates, tax rates, or account codes, forcing the team to manually input or correct records downstream in the ledger. To complicate matters, half of Wilson Partners' clients processed invoices themselves via the platform, while the rest relied on the outsourcing team. This created inconsistency in how transactions were handled, often requiring staff to double-check VAT treatments, account codes and due dates before sign-off. > “Clients would input something one way, and we'd end up fixing it later. Setting up rules in the background took too much time, and we never fully trusted that a rule-based system could handle every transaction.” > > Jenny Evans > > Accounts & Outsourcing Director The result was an inefficient process that couldn't scale. With new acquisitions underway and ambitions to become a Top 30 UK firm in the next three years, Wilson Partners knew they needed a smarter solution. 02 ## The Solution When Wilson Partners discovered Briefcase, they were looking for more than just another data capture tool. They needed a solution that could handle real-world edge cases, automate workflows from start to finish and earn the trust of their team. What stood out was Briefcase's ability to go beyond extraction: the platform automatically includes meaningful narrative for every transaction, learns from client-specific patterns to categorise accurately and handles VAT compliance at the point of capture. Crucially, it explains its decisions—making automation feel not just faster, but safer. > “Automated VAT compliance is a game-changer.” > > Alex Hopson > > Semi Senior Client Advisor Briefcase was rolled out initially in the Sevenoaks office, where the team began by automating their bookkeeping and VAT workflows. Within weeks, the impact was clear. > “The data capture is more accurate than any OCR solution I've used before. It's great at picking up descriptions, dates and references, which other platforms often struggle with.” > > Alex Hopson > > Semi Senior Client Advisor 03 ## The Result 3x Increased Bookkeeping Efficiency 97% Field-Level Automation 3 in 4 Transactions Fully Handled by AI Briefcase now underpins Wilson Partners' bookkeeping operations, automating VAT compliance and streamlining thousands of transactions each month. It has become essential infrastructure, enhancing speed, accuracy and capacity across the team. - **3x increase in bookkeeping efficiency:** bookkeepers reported averaging 20 seconds of human input required per transaction using Briefcase, when previous OCR-based tools required over a minute of manual labour per transaction. - **97% field-level automation:** AI populates and publishes 97% of fields, including those that require client-specific accounting knowledge such as account code and VAT rate, leaving just 3% for manual editing. - **3/4 transactions fully handled by AI:** over three-quarters of transactions are processed end-to-end by AI with no human input. > “With other products, it usually takes me around a minute to check, edit, and publish an invoice. With Briefcase, it's done in just 20 seconds—enabling me to get through my workload three times as fast.” > > Alex Hopson > > Semi Senior Client Advisor 04 ## What's Next? The success of the initial rollout is just the beginning. Wilson Partners and Briefcase are now working closely together to go beyond day-to-day bookkeeping and tackle more complex workflows such as financial close—starting with monthly management packs. These processes have traditionally relied on spreadsheets and manual checks, but Briefcase's AI-first approach is opening the door to smarter, more scalable automation. > “With each update, Briefcase gets better and better. It's vastly better than any bookkeeping product I've used before.” > > Alex Hopson > > Semi Senior Client Advisor As new features are released, the team at Wilson Partners is helping shape what comes next—ensuring the platform continues to evolve with the needs of forward-thinking accounting teams. [All Customers](https://briefcase.so/customers) --- # Briefcase glossary > Canonical page: https://briefcase.so/glossary > Briefcase content index: https://briefcase.so/llms.txt Plain-English definitions of the AI accounting, bookkeeping, and Making Tax Digital terms UK accountants and business owners actually need to know. Plain-English definitions of the AI accounting, bookkeeping, and Making Tax Digital terms UK accountants and business owners actually need to know. [ ## AI bookkeeping Using artificial intelligence to capture documents, classify transactions, handle VAT, and reconcile accounts automatically. Read definition →](https://briefcase.so/glossary/ai-bookkeeping) [ ## MTD for ITSA Making Tax Digital for Income Tax Self Assessment. Quarterly digital updates to HMRC for sole traders and landlords. Read definition →](https://briefcase.so/glossary/mtd-for-itsa) [ ## AI accounting agent An autonomous software agent that performs accounting tasks — capture, coding, reconciliation, working papers — with minimal human intervention. Read definition →](https://briefcase.so/glossary/ai-accounting-agent) --- # What is an AI Accounting Agent? > Canonical page: https://briefcase.so/glossary/ai-accounting-agent > Briefcase content index: https://briefcase.so/llms.txt An AI accounting agent is an autonomous software agent that performs accounting tasks — capturing documents, coding transactions, reconciling banks, and producing working papers — with minimal human intervention. A clear definition and how they work in practice. An **AI accounting agent** is an autonomous software agent powered by large language models and machine learning that performs accounting tasks — capturing documents, classifying transactions, applying VAT treatment, posting journals, reconciling bank feeds, and producing working papers — with minimal human intervention. ## What makes it an "agent" The word "agent" matters. A classifier predicts a category. A chatbot answers a question. An agent decides what to do next, picks the right tool to do it, executes the action, observes the result, and adjusts. AI accounting agents combine four capabilities: - **Reasoning.** A language model that can interpret accounting documents, explain VAT rules, and justify a coding decision in plain language. - **Tool use.** The ability to call into external systems — Xero, QuickBooks, HMRC's MTD APIs, OCR services — rather than just generating text. - **Memory.** Awareness of past decisions for the same client, supplier, or transaction type, so similar cases get coded consistently. - **Autonomy.** The ability to chain multiple steps without being told each one. Capture an invoice, decide the code, post the journal, find the matching bank line, reconcile it, build the prepayment schedule. ## What AI accounting agents do in practice In a UK accounting firm, an AI agent's typical workflow looks like this: - **Receive documents.** Invoices and receipts arrive by email forward, mobile photo, supplier portal, or upload. - **Extract structured data.** Date, supplier, amounts, line items, VAT, currency. - **Classify.** Choose the nominal code, VAT rate, project or tracking category. - **Apply rules and judgement.** Recognise reverse-charge VAT, capitalisation thresholds, partial exemption, prepayment treatment. - **Post the journal** to Xero or QuickBooks with the right narration and attachment. - **Reconcile.** Match the journal to the bank feed line. - **Maintain schedules.** Update prepayment, accrual, deferred income, and fixed asset schedules in real time. - **Flag exceptions.** Send unclear or unusual cases to a human reviewer rather than guessing. The output is bookkeeping that is more or less complete by month-end with humans reviewing rather than producing. ## How AI agents differ from earlier accounting automation AI agents are different from the previous wave of accounting automation in three meaningful ways: - **They generalise.** Bank rules in Xero only fire on configured patterns. AI agents handle a new supplier they have never seen. - **They explain themselves.** An agent can articulate why a transaction was coded a certain way, with reference to similar past cases. This makes review and audit possible. - **They work across the whole pipeline.** OCR tools handle capture. Bank rules handle reconciliation. AI agents do both, plus everything in between. **Briefcase is built around AI accounting agents that handle the entire bookkeeping workflow from capture to financial close.** [Start free trial](https://app.briefcase.so/sign-up) ## Frequently asked questions ### What is an AI accounting agent? An autonomous software agent that performs accounting tasks — capture, classification, VAT treatment, posting, reconciliation, working papers — with minimal human intervention. The defining trait is autonomy: it decides what to do next, not just how to do a single task. ### How is an AI accounting agent different from a chatbot? A chatbot answers questions. An AI accounting agent takes actions in your accounting system — posting journals, reconciling transactions, building schedules, submitting VAT returns. Chatbots are read-only conversational interfaces; agents are write-capable autonomous workers that operate inside the ledger. ### What can AI accounting agents do today? Capture invoices and receipts, extract structured data, decide nominal codes, identify VAT treatment including reverse charge and partial exemption, post journals to Xero or QuickBooks, reconcile bank transactions, build prepayment and accrual schedules, maintain fixed asset registers, and prepare VAT returns. ### Are AI accounting agents safe to use in regulated environments? Yes, when designed correctly. Production agents include audit trails for every decision, human review for ambiguous transactions, traceability from journal back to source document, and SOC 2 / ISO 27001-style security controls. UK firms use AI agents under the same review-and-approve workflows they apply to junior staff. ## Related - [AI Agents for Accounting: How They Work and Why They Matter in 2026](https://briefcase.so/blog/ai-agents-accounting-how-they-work) - [Best AI Bookkeeping Software for UK Accountants](https://briefcase.so/blog/best-ai-bookkeeping-software-uk-accountants) - [AI Bookkeeping vs OCR](https://briefcase.so/blog/ai-bookkeeping-vs-ocr-accounting-firms) - [What is AI bookkeeping?](https://briefcase.so/glossary/ai-bookkeeping) - [What is MTD for ITSA?](https://briefcase.so/glossary/mtd-for-itsa) --- # What is AI Bookkeeping? > Canonical page: https://briefcase.so/glossary/ai-bookkeeping > Briefcase content index: https://briefcase.so/llms.txt AI bookkeeping uses artificial intelligence to capture documents, classify transactions, handle VAT, and reconcile accounts automatically. A clear definition with practical examples. **AI bookkeeping** is the use of artificial intelligence — specifically machine learning models and AI agents — to automate the work of recording, classifying, and reconciling financial transactions. Unlike traditional OCR or rules-based tools, AI bookkeeping software learns from your past coding decisions and gets more accurate over time. ## How AI bookkeeping works An AI bookkeeping platform sits between source documents (invoices, receipts, bank feeds) and your ledger (Xero, QuickBooks, or another accounting system). It performs four jobs: - **Capture** — ingesting documents from email, upload, mobile photo, or supplier portals. - **Extract** — pulling the date, amount, supplier, line items, and VAT details from each document. - **Classify** — deciding which nominal code, VAT rate, project, and tracking category each transaction belongs to. - **Post and reconcile** — writing the journal to the ledger and matching transactions to the bank feed. The "AI" part is mostly about classification. Traditional automation forces an accountant to write rules: "If supplier name contains 'British Gas', code to 7190 with VAT 20%". AI bookkeeping learns those patterns from past data, then generalises them to new suppliers, new clients, and edge cases that no rule covers. ## What AI bookkeeping is not AI bookkeeping is often confused with simpler categories of accounting software. Three distinctions worth being clear about: - **It is not just OCR.** OCR tools like the early versions of Dext or Receipt Bank read text off receipts. They do not decide what to do with that text. AI bookkeeping makes the coding and reconciliation decisions. - **It is not just rules.** Xero's bank rules, QuickBooks' auto-categorisation, and similar features are useful but limited to patterns you have explicitly configured. AI bookkeeping handles new cases without configuration. - **It is not the same as a chatbot.** Asking ChatGPT how to code an invoice is a long way from a system that actually posts the journal correctly inside your ledger and reconciles it to the bank. ## What AI bookkeeping enables For UK accounting firms, the practical effect is that the work of bookkeeping shifts from doing to reviewing. Instead of manually coding 500 transactions per client per month, a bookkeeper reviews the AI's suggestions and approves or corrects them. For straightforward clients, the review takes minutes per month rather than hours. The downstream effects compound. [Working papers](https://briefcase.so/blog/ai-working-papers-software-uk-accountants) can be built in real time as bookkeeping happens. [Month-end close](https://briefcase.so/blog/month-end-close-automation-accounting-firms) moves from a multi-day process to a multi-hour one. VAT returns are auto-prepared because the underlying transactions are already correctly coded. The biggest gains come from pairing AI bookkeeping with end-to-end automation rather than slotting it into a manual workflow. **Briefcase is the AI Autopilot for accountants and bookkeepers. AI agents handle capture, classification, VAT, reconciliation, and working papers in one integrated platform.** [Start free trial](https://app.briefcase.so/sign-up) ## Frequently asked questions ### What does AI bookkeeping mean? AI bookkeeping means using artificial intelligence to automate bookkeeping tasks: capturing invoices and receipts, deciding the correct nominal code, working out the right VAT treatment, posting journals to Xero or QuickBooks, and reconciling transactions to the bank statement. The AI element distinguishes it from rules-based automation because the system learns from your historical coding rather than relying purely on pre-configured rules. ### How is AI bookkeeping different from OCR? OCR extracts text from scanned documents. AI bookkeeping understands what the document means and what to do with it — deciding the nominal code, the VAT rate, whether to capitalise as a fixed asset, and posting the journal. OCR is one component of AI bookkeeping, not a substitute for it. ### Is AI bookkeeping accurate enough to use in a UK accounting practice? Modern AI bookkeeping tools regularly achieve over 95% field-level accuracy on standard UK invoices, with the best reaching 97%+ on familiar suppliers after a few weeks of learning. Most UK firms run it as a review-and-approve workflow rather than fully unattended, especially for clients with complex VAT. ### Can AI bookkeeping handle VAT? Good AI bookkeeping software handles UK VAT including standard, flat rate, partial exemption, reverse charge, and mixed-rate invoices. It identifies the correct VAT scheme for each client, applies the right rate per line item, and produces VAT control schedules that reconcile to the ledger. For MTD, it submits returns directly to HMRC. ## Related - [AI Bookkeeping vs OCR: A Practical Comparison for Accounting Firms](https://briefcase.so/blog/ai-bookkeeping-vs-ocr-accounting-firms) - [AI Agents for Accounting: How They Work and Why They Matter in 2026](https://briefcase.so/blog/ai-agents-accounting-how-they-work) - [Best AI Bookkeeping Software for UK Accountants in 2026](https://briefcase.so/blog/best-ai-bookkeeping-software-uk-accountants) - [What is an AI accounting agent?](https://briefcase.so/glossary/ai-accounting-agent) - [What is MTD for ITSA?](https://briefcase.so/glossary/mtd-for-itsa) --- # What is MTD for ITSA? > Canonical page: https://briefcase.so/glossary/mtd-for-itsa > Briefcase content index: https://briefcase.so/llms.txt MTD for ITSA (Making Tax Digital for Income Tax Self Assessment) requires sole traders and landlords to keep digital records and file quarterly updates to HMRC. A clear definition and the deadlines that matter. **MTD for ITSA** (Making Tax Digital for Income Tax Self Assessment) is HMRC's regime requiring UK sole traders and landlords in scope to keep digital records of business and property income, submit cumulative quarterly updates to HMRC via compatible software, and submit a tax return after the tax year. ## Who has to use MTD for ITSA The mandate phases in by income threshold: - **From 6 April 2026** — sole traders and landlords with combined business and property income above £50,000 in the 2024 to 2025 tax year. - **From 6 April 2027** — threshold drops to £30,000 of combined business and property income. - **From 6 April 2028** — threshold drops to £20,000. The £50,000 threshold is gross income from self-employment and property, not net profit. Income from employment, savings, dividends, and pensions does not count. If you cross the threshold once, you stay in MTD even if your income later falls. ## What MTD for ITSA actually requires Three obligations sit at the heart of the regime: - **Digital records.** Income and expense data must be kept digitally throughout the year. Paper records and standalone spreadsheets are not enough on their own. - **Quarterly updates.** Four times a year, you submit a summary of business income and allowable expenses to HMRC, broken down by their standard categories. Submissions go directly through MTD-compatible software. - **Tax return.** After the tax year, make accounting and tax adjustments, add other income, claim reliefs, and submit the return by 31 January. ## The deadlines that matter Quarterly deadlines fall one month and seven days after the end of each quarter. For the standard fiscal-year quarters in 2026 to 2027: - **Q1** (6 April – 5 July 2026): submit by **7 August 2026** - **Q2** (6 April – 5 October 2026): submit by **7 November 2026** - **Q3** (6 April 2026 – 5 January 2027): submit by **7 February 2027** - **Q4** (6 April 2026 – 5 April 2027): submit by **7 May 2027** - **Tax return**: due 31 January 2028 You can opt to use calendar quarters instead. The deadline rule is the same: one month and seven days after each period end. ## Penalties for missing MTD deadlines HMRC will not apply penalty points for late quarterly updates in the 2026 to 2027 tax year, although every update must still be sent before the tax return. From later tax years, quarterly updates are covered by a points-based penalty system. Late tax returns and late payments have separate rules. Our [MTD for ITSA penalties guide](https://briefcase.so/blog/mtd-itsa-penalties-late-submission-guide) explains them. **Briefcase Ledger is purpose-built for MTD for ITSA. Bank feeds, AI categorisation, quarterly submissions, and the year-end declaration in one place — from £9/month.** [See Briefcase Ledger](https://briefcase.so/mtd-for-itsa) ## Frequently asked questions ### What does MTD for ITSA stand for? MTD for ITSA stands for Making Tax Digital for Income Tax Self Assessment. It requires sole traders and landlords in scope to keep digital records, send cumulative quarterly updates, and submit a tax return through compatible software. ### Who has to use MTD for ITSA? From 6 April 2026, mandatory for sole traders and landlords whose combined business and property income exceeds £50,000 in the 2024 to 2025 tax year. Threshold drops to £30,000 from April 2027 and £20,000 from April 2028. Income from employment, dividends, savings, and pensions does not count towards the threshold. ### When are the MTD for ITSA quarterly deadlines? For standard update periods in 2026 to 2027, cumulative quarterly updates are due on 7 August 2026, 7 November 2026, 7 February 2027, and 7 May 2027. The tax return and any tax owed are due by 31 January 2028. ### What software do I need for MTD for ITSA? You need MTD-compatible software approved by HMRC. Most UK sole traders use a single all-in-one platform such as Briefcase Ledger, Xero, QuickBooks, or FreeAgent that handles both digital record keeping and submissions. Bridging spreadsheets are allowed if digitally linked to MTD-compatible software. ## Related - [MTD for ITSA 2026: A Practical Guide to Software and Compliance](https://briefcase.so/blog/mtd-for-itsa-2026-accounting-software-guide) - [First MTD for ITSA Quarterly Submission: A Practical Guide](https://briefcase.so/blog/first-mtd-itsa-quarterly-submission-guide) - [MTD for ITSA Software Compared](https://briefcase.so/blog/mtd-itsa-software-compared-sole-traders-landlords) - [MTD for ITSA Penalties Explained](https://briefcase.so/blog/mtd-itsa-penalties-late-submission-guide) - [What is AI bookkeeping?](https://briefcase.so/glossary/ai-bookkeeping) --- # How can we help? > Canonical page: https://briefcase.so/help > Briefcase content index: https://briefcase.so/llms.txt Guides and answers for using Briefcase — uploading documents, bank feeds, VAT, publishing, and more. Search the knowledge base or browse by topic [ ## Introduction & Demo 👋 If you're new to Briefcase, start here! 4 articles ](https://briefcase.so/help/collections/introduction_demo)[ ## Bookkeeping How Briefcase helps you automate bookkeeping 12 articles ](https://briefcase.so/help/collections/bookkeeping)[ ## Financial Close How Briefcase can support financial close workflows 10 articles ](https://briefcase.so/help/collections/finance_close)[ ## Briefcase Ledger (MTD) How to use Briefcase Ledger for MTD clients 4 articles ](https://briefcase.so/help/collections/mtd)[ ## Getting started - Accounting firm How to get started as an accounting / bookkeeping firm 1 article ](https://briefcase.so/help/collections/getting_started_as_an_accounting_firm)[ ## Getting started - Client How to get started as an individual business 3 articles ](https://briefcase.so/help/collections/getting_started_as_a_business)[ ## Client Resources Helpful materials accounting firms can share with their clients 9 articles ](https://briefcase.so/help/collections/client_resources)[ ## Practice Resources Helpful materials accounting firms can use internally 6 articles ](https://briefcase.so/help/collections/practice_resources)[ ## Tips & Tricks How to maximise your use of Briefcase 2 articles ](https://briefcase.so/help/collections/tips_tricks)[ ## Uploading documents Everything around how to upload documents 12 articles ](https://briefcase.so/help/collections/uploading_documents)[ ## Users & Permissions How to manage your team and clients 4 articles ](https://briefcase.so/help/collections/users_permissions)[ ## Product updates See what's new in Briefcase - the latest features, improvements and fixes. View changelog → ](https://briefcase.so/changelog) --- # Bookkeeping > Canonical page: https://briefcase.so/help/collections/bookkeeping > Briefcase content index: https://briefcase.so/llms.txt How Briefcase helps you automate bookkeeping How Briefcase helps you automate bookkeeping [ ## Expense Claims 2 articles ](https://briefcase.so/help/collections/expense_claims)[ ## VAT 1 article ](https://briefcase.so/help/collections/vat) [How does Briefcase AI learn & how our AI Autopilot works in Bookkeeping?​](https://briefcase.so/articles/how-does-ai-autopilot-work-in-bookkeeping)[How does Briefcase extract Purchase Order numbers?](https://briefcase.so/articles/how-does-briefcase-extract-purchase-order-numbers)[How does Briefcase handle multi-line invoices?](https://briefcase.so/articles/how-does-briefcase-handle-multi-line-invoices)[How does Briefcase handle tracking categories / classes?](https://briefcase.so/articles/how-does-briefcase-handle-tracking-categories-classes)[How does Briefcase populate the due date?](https://briefcase.so/articles/how-does-briefcase-decide-a-due-date)[How do I bulk edit fields?](https://briefcase.so/articles/how-do-i-bulk-edit-fields)[How do I create new ledger codes in Briefcase?](https://briefcase.so/articles/how-do-i-create-new-ledger-codes-in-briefcase)[How do I update transactions after they have been published?](https://briefcase.so/articles/how-do-i-update-transactions-after-they-have-been-published)[Supplier statement reconciliation](https://briefcase.so/articles/supplier-statement-reconciliation) --- # Client Resources > Canonical page: https://briefcase.so/help/collections/client_resources > Briefcase content index: https://briefcase.so/llms.txt Helpful materials accounting firms can share with their clients Helpful materials accounting firms can share with their clients [5 Reasons to Switch to Briefcase](https://briefcase.so/articles/copy-of-5-reasons-to-switch-to-briefcase)[Email draft - Informing clients about switching to Briefcase](https://briefcase.so/articles/draft-email-for-client-communication)[Email draft - Informing clients about trialling Briefcase](https://briefcase.so/articles/email-draft-informing-clients-about-trialling-briefcase)[Getting Started with Briefcase](https://briefcase.so/articles/getting-started-with-briefcase)[Getting started with Briefcase (One-Pager)](https://briefcase.so/articles/getting-started-with-briefcase-one-pager)[How Briefcase protects your information](https://briefcase.so/articles/how-briefcase-protects-your-information)[Setting up Email Auto Forwarding (Gmail)](https://briefcase.so/articles/setting-up-email-auto-forwarding-gmail)[Setting up Email Auto Forwarding (Outlook/Microsoft)](https://briefcase.so/articles/setting-up-email-auto-forwarding-outlook-microsoft)[Why should I switch to Briefcase Ledger?](https://briefcase.so/articles/why-should-i-switch-to-briefcase-one) --- # Expense Claims > Canonical page: https://briefcase.so/help/collections/expense_claims > Briefcase content index: https://briefcase.so/llms.txt Guides and answers about Expense Claims in Briefcase. [How do I manage expense claims in Briefcase?](https://briefcase.so/articles/how-does-briefcase-handle-expense-claims)[How do I submit a mileage claim (via Web or WhatsApp)?](https://briefcase.so/articles/how-do-i-submit-a-mileage-claim-by-whatsapp) --- # Financial Close > Canonical page: https://briefcase.so/help/collections/finance_close > Briefcase content index: https://briefcase.so/llms.txt How Briefcase can support financial close workflows How Briefcase can support financial close workflows [How does Briefcase handle prepayments?](https://briefcase.so/articles/how-does-briefcase-handle-prepayments)[How can I bulk upload prepayments to Briefcase?](https://briefcase.so/articles/how-can-i-bulk-upload-prepayments-to-briefcase)[How does Briefcase handle one-off prepayments?](https://briefcase.so/articles/how-does-briefcase-handle-one-off-prepayments)[How does Briefcase handle fixed assets & depreciation?](https://briefcase.so/articles/how-does-briefcase-handle-fixed-assets-depreciation) [How can I bulk upload assets to Briefcase?](https://briefcase.so/articles/how-can-i-bulk-upload-assets-to-briefcase)[How does Briefcase handle Deferred Income?](https://briefcase.so/articles/how-does-briefcase-handle-deferred-income)[How can I bulk upload deferred income to Briefcase?](https://briefcase.so/articles/how-can-i-bulk-upload-deferred-income-to-briefcase)[How does Briefcase handle Accrued Expenses?](https://briefcase.so/articles/how-does-briefcase-handle-accrued-expenses)[How does Briefcase Working Papers work?](https://briefcase.so/articles/how-does-briefcase-working-papers-work)[How can I bulk upload accrued expenses to Briefcase?](https://briefcase.so/articles/how-can-i-bulk-upload-accrued-expenses-to-briefcase) --- # Getting started - Client > Canonical page: https://briefcase.so/help/collections/getting_started_as_a_business > Briefcase content index: https://briefcase.so/llms.txt How to get started as an individual business How to get started as an individual business [Can I invite users as a client of an accounting firm?](https://briefcase.so/articles/how-do-i-add-additional-users-to-my-briefcase-account)[How to get started with Briefcase as a client](https://briefcase.so/articles/how-to-get-started-with-briefcase-as-a-client)[How to get started with Briefcase Ledger as a client](https://briefcase.so/articles/how-to-get-started-with-briefcase-one-as-a-client) --- # Getting started - Accounting firm > Canonical page: https://briefcase.so/help/collections/getting_started_as_an_accounting_firm > Briefcase content index: https://briefcase.so/llms.txt How to get started as an accounting / bookkeeping firm How to get started as an accounting / bookkeeping firm [How to get started with Briefcase as an accountant](https://briefcase.so/articles/how-to-get-started-with-briefcase-as-an-accountant) --- # Introduction & Demo > Canonical page: https://briefcase.so/help/collections/introduction_demo > Briefcase content index: https://briefcase.so/llms.txt 👋 If you're new to Briefcase, start here! 👋 If you're new to Briefcase, start here! [What is Briefcase? (Demo video)](https://briefcase.so/articles/what-is-briefcase-demo-video)[Briefcase Connect - Overview](https://briefcase.so/articles/introduction)[Briefcase Ledger - Overview](https://briefcase.so/articles/what-is-briefcase-one-demo-video)[Briefcase Webinars: Working Papers & New Era of Ledger](https://briefcase.so/articles/briefcase-webinars-working-papers-new-era-of-ledger) --- # Briefcase Ledger (MTD) > Canonical page: https://briefcase.so/help/collections/mtd > Briefcase content index: https://briefcase.so/llms.txt How to use Briefcase Ledger for MTD clients How to use Briefcase Ledger for MTD clients [How to connect bank account to Briefcase Ledger (MTD ITSA)](https://briefcase.so/articles/how-to-connect-bank-account-to-briefcase-one)[How to request paperwork on Briefcase Ledger?](https://briefcase.so/articles/how-to-request-paperworks-on-briefcase-ledger)[Setting up your business for MTD ITSA as a business owner](https://briefcase.so/articles/setting-up-your-business-for-mtd-itsa)[Setting up your client for MTD ITSA](https://briefcase.so/articles/setting-up-your-client-for-mtd-itsa) --- # Practice Resources > Canonical page: https://briefcase.so/help/collections/practice_resources > Briefcase content index: https://briefcase.so/llms.txt Helpful materials accounting firms can use internally Helpful materials accounting firms can use internally [Billing, licenses and auto-upgrade explained](https://briefcase.so/articles/billing-licenses-and-auto-upgrade-explained)[Briefcase Infosec](https://briefcase.so/articles/briefcase-data-security)[Email draft - Informing team members about transitioning to Briefcase](https://briefcase.so/articles/draft-email-for-team-communication)[How do I track usage & automation rate in Briefcase?](https://briefcase.so/articles/how-do-i-track-usage-automation-rate-in-briefcase)[Intro to Briefcase Deck](https://briefcase.so/articles/about-briefcase)[Partner badges](https://briefcase.so/articles/partner-badges) --- # Tips & Tricks > Canonical page: https://briefcase.so/help/collections/tips_tricks > Briefcase content index: https://briefcase.so/llms.txt How to maximise your use of Briefcase How to maximise your use of Briefcase [How to toggle between light / dark mode?](https://briefcase.so/articles/how-to-toggle-between-light-dark-mode)[How to use ApprovalMax with Briefcase?](https://briefcase.so/articles/how-to-use-approvalmax-with-briefcase) --- # Uploading documents > Canonical page: https://briefcase.so/help/collections/uploading_documents > Briefcase content index: https://briefcase.so/llms.txt Everything around how to upload documents Everything around how to upload documents [Auto-forward your whole inbox: automatic transaction detection and junk filtering](https://briefcase.so/articles/automatic-transaction-detection-and-junk-filtering)[How does Briefcase handle CIS invoices?](https://briefcase.so/articles/how-does-briefcase-handle-cis-invoices)[How do I add additional documents to an invoice?](https://briefcase.so/articles/how-do-i-add-additional-documents-to-an-invoice)[How do I merge multiple invoices together that I don't want to have split?](https://briefcase.so/articles/how-do-i-merge-multiple-invoices-together-that-i-don-t-want-to-have-split)[How do I move an invoice between the costs and sales inboxes?](https://briefcase.so/articles/how-do-i-move-an-invoice-between-costs-and-sales)[How do I permanently delete a document?](https://briefcase.so/articles/how-do-i-permanently-delete-a-document)[How do I upload images using OneDrive and Power Automate?](https://briefcase.so/articles/how-do-i-upload-images-using-onedrive-and-power-automate)[How to upload multiple pictures to Briefcase via WhatsApp](https://briefcase.so/articles/how-do-i-upload-multiple-pictures-in-one-go-on-whatsapp)[Email Upload](https://briefcase.so/articles/email-upload)[Web Upload](https://briefcase.so/articles/how-do-i-upload-documents-to-briefcase)[How to upload receipts and invoices to Briefcase via WhatsApp](https://briefcase.so/articles/whatsapp-upload)[What types of documents can I upload to Briefcase?](https://briefcase.so/articles/what-types-of-documents-can-i-upload-to-briefcase) --- # Users & Permissions > Canonical page: https://briefcase.so/help/collections/users_permissions > Briefcase content index: https://briefcase.so/llms.txt How to manage your team and clients How to manage your team and clients [How do I manage two-factor authentication (2FA) in Briefcase?](https://briefcase.so/articles/how-to-manage-two-factor-authentication-2fa-in-briefcase)[How do I manage user permissions in Briefcase?](https://briefcase.so/articles/how-do-i-manage-user-permissions-in-briefcase)[How to add users to Briefcase: invite team members and clients](https://briefcase.so/articles/how-do-i-invite-new-users-to-briefcase)[What user types exist within Briefcase?](https://briefcase.so/articles/what-user-types-exist-within-briefcase) --- # VAT > Canonical page: https://briefcase.so/help/collections/vat > Briefcase content index: https://briefcase.so/llms.txt Guides and answers about VAT in Briefcase. [How does Briefcase automate VAT compliance?](https://briefcase.so/articles/how-does-briefcase-automate-vat-compliance) --- # The AI-native ledger for sole traders and landlords > Canonical page: https://briefcase.so/mtd-for-itsa > Briefcase content index: https://briefcase.so/llms.txt The AI-native MTD for ITSA software built for sole traders and landlords. Bank feeds, AI bookkeeping, quarterly submissions, and final declaration in one app. From £9/month. Two-week free trial. BriefcaseLedger Purpose-built for Making Tax Digital. Data capture, bank feeds, AI reconciliation, and direct HMRC submission — all in one platform. [Start free trial](https://app.briefcase.so/sign-up) Two-week free trialNo credit card requiredGDPR compliant Trusted by 100+ accounting firms ### Costs Inbox 12 documents | | Vendor | Date | Type | Amount | | | --- | --- | --- | --- | --- | --- | Awaiting Review5
Amazon Business26/03/2026Invoice£647.49Review
Screwfix25/03/2026Receipt£47.89Review
Octopus Energy24/03/2026Invoice£87.50Review
AWS23/03/2026Invoice£342.80Review
Toolstation22/03/2026Receipt£23.40Review
Awaiting Payment3
British Gas18/03/2026Invoice£124.00Unpaid
Jewson15/03/2026Invoice£589.20Unpaid
Travis Perkins12/03/2026Invoice£312.45Unpaid
Paid4
Council Tax10/03/2026Invoice£198.00Paid
Water Plus08/03/2026Invoice£45.80Paid
BT Business05/03/2026Invoice£67.20Paid
Plumb Centre01/03/2026Invoice£156.30Paid
invoice.pdfPage 1 of 2 amazon Amazon EU S.a.r.l., UK Branch VAT Invoice #AMZ-2024-3847 Invoice Date 26/03/2026 Due Date 25/04/2026 Item VAT Amount A4 Copy Paper (50 reams) 20% £425.00 Printer Cartridges (12-pack) 20% £189.99 Desk Organiser Set 20% £32.50 Total£647.49 ### Amazon Business Invoice #AMZ-2024-3847 £647.49 WhatsApp upload Michael Scott · 26/03/2026 Hey Oscar can you process this ASAP? Put the paper on the Shrute Farms project - Dwight insists it's for his beet client outreach. Thanks! AI Extracted Line Items Description Category Tracking VAT Amount Upload documents✕ Click to upload or drag and drop .pdf, .jpeg, .png, .heic, .xlsx receipt.jpeg invoice.pdf aws-bill.pdf rental-inv.pdf photo.heic Web upload Email WhatsApp 5 documents uploaded “We used to estimate that jobs took up to one minute per invoice. Yesterday I processed 60 invoices in 15 mins using Briefcase.” ![Bradley Small](https://briefcase.so/marketing/testimonials/avatars/Bradley-Small-300x300.webp) Bradley Small Manager, Connolly Accountants “Briefcase is simple to use, fast to scan documents and smart in how it pulls out what matters. The VAT handling and descriptions are better than anything we've seen.” ![Jenny Evans](https://briefcase.so/marketing/testimonials/avatars/jenny-evans.jpeg) Jenny Evans Accounts & Outsourcing Director, Wilson Partners “My mind is blown with how awesome this invoice capture software is. It's basically like having another employee — time saving is insane!” ![Jeri Williams FCA](https://briefcase.so/marketing/testimonials/avatars/Jeri-Williams.png) Jeri Williams FCA Founder, Smooth Accounting “Briefcase's AI categorisation is nearly spot on. I'm impressed with Amazon invoices — suggesting where to code it based on what was actually purchased.” ![Matthew Cotson](https://briefcase.so/marketing/testimonials/avatars/matthew-cotson.jpg) Matthew Cotson Director, Blu Sky “This tool has replaced Dext and Hubdoc in our tech stack. Not only is the recognition of information on supplier invoices excellent, it also learns from past processing to improve accuracy going forward.” ![Kyle Forder](https://briefcase.so/marketing/testimonials/avatars/kyle-forder.png) Kyle Forder Co-Founder & CEO, LedgerPlus “Amazing tool, the team love using it. All of our clients are now on it.” ![Marelize Bott](https://briefcase.so/marketing/testimonials/avatars/marelize-bott.jpg) Marelize Bott Founder, Add-Worth Accountancy ### Ready to put your books on Autopilot? [Start free trial](https://app.briefcase.so/sign-up) For accounting firms ### Turn MTD into a scalable service line Five submissions per client per year is a structural multiplier on workload. Briefcase Ledger absorbs it. Onboard a client in under a minute AI handles routine coding, you review exceptions Multi-business support per client Partner tiers from 10 to 250+ clients For sole traders & landlords ### File your own returns with confidence Connect your bank, let AI categorise everything, and submit directly to HMRC. No spreadsheets, no stress. Connect your bank in seconds via open banking AI learns your spending patterns automatically See profit and loss at a glance, any time Submit quarterly updates directly to HMRC > “Particularly impressed with the multi-line feature, and descriptions feature in Briefcase. A lot more comprehensive than in the platform we were using up till now.” ![Ashley Nyamutsambira](https://briefcase.so/marketing/testimonials/avatars/ashley-nyamutsambira.jpg) Ashley NyamutsambiraFinance Manager, Odyssey Dining > “We used to estimate that jobs took up to one minute per invoice. Yesterday I processed 60 invoices in 15mins using Briefcase.” ![Bradley Small](https://briefcase.so/marketing/testimonials/avatars/Bradley-Small-300x300.webp) Bradley SmallManager, Connolly Accountants > “I've never known such quick dev roll outs from user feedback - fantastic!” ![Chris Gascoyne](https://briefcase.so/marketing/testimonials/avatars/chris-gascoyne.jpg) Chris GascoyneDirector, Acumist > “Been using it for our accounts and it has really helped us up our game. It's so easy to use, quick and above all is really intuitive.” ![Crystal Boston BFP FCA](https://briefcase.so/marketing/testimonials/avatars/crystal-boston.jpg) Crystal Boston BFP FCACo-Founder & Partner, Delphini > “Love the prepayment stuff! Always great updates and developments folks! Love to see it.” ![Eric Byram CPA](https://briefcase.so/marketing/testimonials/avatars/eric-byram.jpg) Eric Byram CPADirector, Impact Ops > “You guys have added so many features - it must have been insanely busy behind the scenes 😲” ![Grace Mock FMAAT](https://briefcase.so/marketing/testimonials/avatars/grace-mock.jpg) Grace Mock FMAATDirector, Grace Heathfield + Co > “Briefcase is simple to use, fast to scan documents and smart in how it pulls out what matters. The VAT handling and descriptions are better than anything we've seen.” ![Jenny Evans](https://briefcase.so/marketing/testimonials/avatars/jenny-evans.jpeg) Jenny EvansAccounts & Outsourcing Director, Wilson Partners > “Just been adding the keyboard shortcuts to my Stream Deck, they're so great for getting around Briefcase!” ![Joe Roughton](https://briefcase.so/marketing/testimonials/avatars/joe-roughton.jpeg) Joe RoughtonFounder, JRCo > “I just love how many features you are adding every week. Briefcase has been a game changer for us.” ![Lyn Oaten BA (Hons) FCA](https://briefcase.so/marketing/testimonials/avatars/lyn-oaten.jpg) Lyn Oaten BA (Hons) FCAManaging Partner, Delphini > “Amazing tool, the team love love love using it. All of our clients are now using it.” ![Marelize Bott](https://briefcase.so/marketing/testimonials/avatars/marelize-bott.jpg) Marelize BottFounder, Add-Worth Accountancy Ltd > “Had a client call today and got feedback from a new Briefcase user: "Much better than Dext, interface much clearer".” ![Michael Daly](https://briefcase.so/marketing/testimonials/avatars/michael-daly.jpeg) Michael DalyDirector, Daly Accounting > “Customer support doesn't get better than this!” ![Steve Blackmore](https://briefcase.so/marketing/testimonials/avatars/steve-blackmore.jpeg) Steve BlackmoreDirector, Elver E-Commerce Accountants > “The data capture is more accurate than any OCR solution I've used before. It's great at picking up descriptions, dates and references, which other platforms often struggle with.” ![Alex Hopson](https://briefcase.so/marketing/testimonials/avatars/alex-hopson.png) Alex HopsonSemi Senior Client Advisor, Wilson Partners > “Amazing app and makes bookkeeping a breeze, the new feature to also process tracking categories is remarkable.” ![Fatimah Razak MAAT](https://briefcase.so/marketing/testimonials/avatars/fatimah-razak.jpeg) Fatimah Razak MAATAccountant and Director, AFR Accountancy Services Ltd > “Been using this for a few months now and the speed of document processing is amazing. I love the possibility that comes with using this app, that it allows me more time for working with the client than working on the client data.” ![Natasha Everard](https://briefcase.so/marketing/testimonials/avatars/natasha-everard.jpg) Natasha EverardOwner, Bewitching Bookkeeping > “We've been using Briefcase for the past six months and the results have been really impressive. From ease of use to the automation and the security, it's a step above anything we've used before” ![Bradley Small](https://briefcase.so/marketing/testimonials/avatars/Bradley-Small-300x300.webp) Bradley SmallManager, Connolly Accountants > “Briefcase automatically identifies nuances such as Reverse Charge, something we hadn't expected from software, replacing assumptions like Zero Rated with accurate VAT treatment” ![Bradley Small](https://briefcase.so/marketing/testimonials/avatars/Bradley-Small-300x300.webp) Bradley SmallManager, Connolly Accountants > “How many software companies can you make a feature suggestion to in the early afternoon and before the end of the working day, it's been scoped, coded and implemented? You've gone above and beyond, once again Briefcase. THANK YOU! Everybody there does an amazing job.” ![Chris Gascoyne](https://briefcase.so/marketing/testimonials/avatars/chris-gascoyne.jpg) Chris GascoyneDirector, Acumist > “It has certainly helped both us and our clients a lot already - no more spreadsheets and miscalculation from human error.” ![Crystal Boston BFP FCA](https://briefcase.so/marketing/testimonials/avatars/crystal-boston.jpg) Crystal Boston BFP FCACo-Founder & Partner, Delphini > “We have been using Briefcase for 4 months and love it.” ![Gary Winterborne AATQB](https://briefcase.so/marketing/testimonials/avatars/gary-winterborne.webp) Gary Winterborne AATQBPartner, 360 Accounts & Bookkeeping > “WOW! I am sooo happy - just used Briefcase to process a load of receipts from a work trip to Germany. Blown away by a blurry receipt that has been translated so I can now see the receipt was for "Hot and sour noodle soup with chicken". This is saving so much time.” ![Grace Mock FMAAT](https://briefcase.so/marketing/testimonials/avatars/grace-mock.jpg) Grace Mock FMAATDirector, Grace Heathfield + Co > “My mind is blown with how awesome this invoice capture software is ... It's basically like having another employee - time saving is insane! Well done guys. 👏” ![Jeri Williams FCA](https://briefcase.so/marketing/testimonials/avatars/Jeri-Williams.png) Jeri Williams FCAFounder, Smooth Accounting > “Briefcase are unmatched when it comes to product releases.” ![Josh Probert-Waters](https://briefcase.so/marketing/testimonials/avatars/josh-probert-waters.jpeg) Josh Probert-WatersFounder, Hyphen Digital > “95% of my prepayments were done before my nominal review which I loved, helping me concentrate only on accruals, deferred income & accrued income.” ![Mahqool Mohammad](https://briefcase.so/marketing/testimonials/avatars/mahqool-mohammad.jpg) Mahqool MohammadManagement Accountant, Finance Box > “VAT extraction is spot on every time. It's good at picking up reverse charge transactions, many bookkeepers wouldn't pick that up!” ![Matthew Cotson](https://briefcase.so/marketing/testimonials/avatars/matthew-cotson.jpg) Matthew CotsonDirector, Blu Sky > “We are really enjoying Briefcase at the moment and thanks for the ongoing support/contact, really useful.” ![Nathan Hinchcliffe](https://briefcase.so/marketing/testimonials/avatars/nathan-hinchcliffe.jpg) Nathan HinchcliffeClient Manager - Bookkeeping, Gooding Accounts > “Congrats! You've officially read more VAT guidance than any human ever should. Glad the AI can take one for the team 🤣” ![Steve Blackmore](https://briefcase.so/marketing/testimonials/avatars/steve-blackmore.jpeg) Steve BlackmoreDirector, Elver E-Commerce Accountants > “Automated VAT compliance is a game-changer.” ![Alex Hopson](https://briefcase.so/marketing/testimonials/avatars/alex-hopson.png) Alex HopsonSemi Senior Client Advisor, Wilson Partners > “Changing accounting tools can be difficult and admin intensive. The number one question to ask is whether the new tool will improve your operations enough to warrant the disruption. Having been with Briefcase for 3 months now, I can confidently state that the transition has been well worth it! We currently use the tool for our AP processes - only scratching the surface of its true potential. This tool has replaced Dext and Hubdoc in our tech stack and we're loving it. Not only is the recognition of information on supplier invoices excellent, it also learns from past processing to improve accuracy going forward. 2 features we, as a team, particularly enjoy - excellent identification of duplicate invoices and identification of supplier statements which used to often get published to Xero in error. A great tool, that is only getting better each month!” ![Kyle Forder](https://briefcase.so/marketing/testimonials/avatars/kyle-forder.png) Kyle ForderCo-Founder & CEO, LedgerPlus > “Briefcase has really moved the needle for our practice. Easy to use and intelligent software. The team are in love!” ![Tasnim Mustafa](https://briefcase.so/marketing/testimonials/avatars/tasnim-mustafa.jpeg) Tasnim MustafaFounder, Barnes & Scott ## Accountant approved > “The sales processing has been great and is at least 5 or 6 times quicker than Dext.” ![Bradley Small](https://briefcase.so/marketing/testimonials/avatars/Bradley-Small-300x300.webp) Bradley SmallManager, Connolly Accountants > “Unbelievable product from an unbelievable team!” ![Catharrin Ponnudurai](https://briefcase.so/marketing/testimonials/avatars/catharrin-ponnudurai.jpg) Catharrin PonnuduraiHead of Delivery, Fin-house > “We have found the switch straight forward, and our clients that use Briefcase love it.” ![Chris Metcalf](https://briefcase.so/marketing/testimonials/avatars/chris-metcalf.jpeg) Chris MetcalfDirector, Thomas Emlyn > “I've been waiting 5 years to find a way to publish a certain client's bank statements as they send pictures in to Dext and it never processed! We tried so many different ways to get it to work but no luck - we had to type over 300 transactions manually in a CSV and then upload to Xero! I hoped and prayed Briefcase would do it and IT HAS!! This is great and processed it all in under 5 minutes. Super chuffed as it's saved me hours!” ![Danielle Flawn](https://briefcase.so/marketing/testimonials/avatars/danielle-flawn.jpeg) Danielle FlawnCommunication Coordinator, PML Accountants > “I am LOVING the way it looks at previous stuff and works out where the current stuff should go.” ![Grace Mock FMAAT](https://briefcase.so/marketing/testimonials/avatars/grace-mock.jpg) Grace Mock FMAATDirector, Grace Heathfield + Co > “The team have given me great feedback on Autopilot ... singing its praises and doing happy dances!!” ![Helen Rogers](https://briefcase.so/marketing/testimonials/avatars/Helen-Rogers24.webp) Helen RogersDirector, Matix Accounts > “The updates to make suggestions and post tracking categories have been unbelievably helpful 👏” ![Jim Leeves](https://briefcase.so/marketing/testimonials/avatars/jim-leeves.jpeg) Jim LeevesCo-Founder, Shapes > “I just had a chance to test the new feature - the bank statements extraction from pdf, this is absolutely amazing!!” ![Kamila Paszkowska-Sobolewska](https://briefcase.so/marketing/testimonials/avatars/kamila-sobolewska.png) Kamila Paszkowska-SobolewskaBookkeeper, Finance Box > “I just used the prepayment schedule to release journals in advance and I love it! 😍” ![Mahqool Mohammad](https://briefcase.so/marketing/testimonials/avatars/mahqool-mohammad.jpg) Mahqool MohammadManagement Accountant, Finance Box > “Briefcase's AI categorisation is nearly spot on. I'm impressed with Amazon invoices—suggesting where to code it based on what was actually purchased.” ![Matthew Cotson](https://briefcase.so/marketing/testimonials/avatars/matthew-cotson.jpg) Matthew CotsonDirector, Blu Sky > “We have been using autopilot on all of our clients now apart from two where we have additional approvals and checks to POs and we think its fantastic, it is certainly giving us the time savings which we were after. I think the more we use this then the better it is going to get. It will be our standard approach now to use autopilot across the board.” ![Ross Macdonald](https://briefcase.so/marketing/testimonials/avatars/ross-macdonald.jpeg) Ross MacdonaldOutsource Manager, HJS > “Big kudos for the way Briefcase handled a batch of invoices that came over on one email attachment. A couple were more than page long too and it split all correctly, AND got the VAT right on every single one (which Hubdoc only did about 50% of the time).” ![Tracey Hand](https://briefcase.so/marketing/testimonials/avatars/tracey-hand.jpg) Tracey HandPayroll Coordinator, Finance Box > “With other products, it usually takes me around a minute to check, edit, and publish an invoice. With Briefcase, it's done in just 20 seconds—enabling me to get through my workload three times as fast.” ![Alex Hopson](https://briefcase.so/marketing/testimonials/avatars/alex-hopson.png) Alex HopsonSemi Senior Client Advisor, Wilson Partners > “We've been using Briefcase since its launch and it is definitely a game changer! The team behind Briefcase truly understand accounting processes and compliance. This is evident in the product they are developing. We thought other systems were fast at extracting the data but Briefcase is not only fast, it's intelligent too! With new features being added regularly, it assists bookkeepers and accountants service their clients needs in a timely and compliant manner.” ![Matthew Cowell](https://briefcase.so/marketing/testimonials/avatars/matthew-cowell.jpg) Matthew CowellBookkeeper, Daly Accounting ## Try Briefcase for free today Join hundreds of accounting practices across the UK saving hours every week. [Start free trial](https://app.briefcase.so/sign-up) Trusted by leading practices ![Price Bailey](https://briefcase.so/marketing/testimonials/logos/price-bailey.png)![Smooth](https://briefcase.so/marketing/testimonials/logos/smoothaccounting.png)![Armstrong Watson](https://briefcase.so/marketing/testimonials/logos/armstrong-watson.png)![Wilson Partners](https://briefcase.so/marketing/testimonials/logos/wilson-partners.png) --- # Pricing that scales with you > Canonical page: https://briefcase.so/pricing > Briefcase content index: https://briefcase.so/llms.txt Per-client pricing, no per-user fees. AI agents handle invoice capture, VAT, bank rec, and working papers. Plans for accounting firms and businesses from £9/month. Two-week free trial. All plans include full access to every feature. Pricing is based on the number of documents published a quarter. Partner pricing from 10 clients — scaled to your practice size MTD-ready ## Low £36/mo \+ VAT Monthly guide25 docs Quarterly limit75 docs - All AI features - Unlimited users - Full line-item extraction - Financial close automation [Start free trial](https://app.briefcase.so/sign-up?type=business) Most popular ## Medium £76/mo \+ VAT Monthly guide83 docs Quarterly limit250 docs - All AI features - Unlimited users - Full line-item extraction - Financial close automation [Start free trial](https://app.briefcase.so/sign-up?type=business) ## High £156/mo \+ VAT Monthly guide250 docs Quarterly limit750 docs - All AI features - Unlimited users - Full line-item extraction - Financial close automation [Start free trial](https://app.briefcase.so/sign-up?type=business) ## Ultra £236/mo \+ VAT Monthly guide500 docs Quarterly limit1500 docs - All AI features - Unlimited users - Full line-item extraction - Financial close automation [Start free trial](https://app.briefcase.so/sign-up?type=business) What counts as a document? 1 doc\=published invoice or receipt or credit note 2 docs\=extracted bank statement or reconciled supplier statement > “Particularly impressed with the multi-line feature, and descriptions feature in Briefcase. A lot more comprehensive than in the platform we were using up till now.” ![Ashley Nyamutsambira](https://briefcase.so/marketing/testimonials/avatars/ashley-nyamutsambira.jpg) Ashley NyamutsambiraFinance Manager, Odyssey Dining > “We used to estimate that jobs took up to one minute per invoice. Yesterday I processed 60 invoices in 15mins using Briefcase.” ![Bradley Small](https://briefcase.so/marketing/testimonials/avatars/Bradley-Small-300x300.webp) Bradley SmallManager, Connolly Accountants > “I've never known such quick dev roll outs from user feedback - fantastic!” ![Chris Gascoyne](https://briefcase.so/marketing/testimonials/avatars/chris-gascoyne.jpg) Chris GascoyneDirector, Acumist > “Been using it for our accounts and it has really helped us up our game. It's so easy to use, quick and above all is really intuitive.” ![Crystal Boston BFP FCA](https://briefcase.so/marketing/testimonials/avatars/crystal-boston.jpg) Crystal Boston BFP FCACo-Founder & Partner, Delphini > “Love the prepayment stuff! Always great updates and developments folks! Love to see it.” ![Eric Byram CPA](https://briefcase.so/marketing/testimonials/avatars/eric-byram.jpg) Eric Byram CPADirector, Impact Ops > “You guys have added so many features - it must have been insanely busy behind the scenes 😲” ![Grace Mock FMAAT](https://briefcase.so/marketing/testimonials/avatars/grace-mock.jpg) Grace Mock FMAATDirector, Grace Heathfield + Co > “Briefcase is simple to use, fast to scan documents and smart in how it pulls out what matters. The VAT handling and descriptions are better than anything we've seen.” ![Jenny Evans](https://briefcase.so/marketing/testimonials/avatars/jenny-evans.jpeg) Jenny EvansAccounts & Outsourcing Director, Wilson Partners > “Just been adding the keyboard shortcuts to my Stream Deck, they're so great for getting around Briefcase!” ![Joe Roughton](https://briefcase.so/marketing/testimonials/avatars/joe-roughton.jpeg) Joe RoughtonFounder, JRCo > “I just love how many features you are adding every week. Briefcase has been a game changer for us.” ![Lyn Oaten BA (Hons) FCA](https://briefcase.so/marketing/testimonials/avatars/lyn-oaten.jpg) Lyn Oaten BA (Hons) FCAManaging Partner, Delphini > “Amazing tool, the team love love love using it. All of our clients are now using it.” ![Marelize Bott](https://briefcase.so/marketing/testimonials/avatars/marelize-bott.jpg) Marelize BottFounder, Add-Worth Accountancy Ltd > “Had a client call today and got feedback from a new Briefcase user: "Much better than Dext, interface much clearer".” ![Michael Daly](https://briefcase.so/marketing/testimonials/avatars/michael-daly.jpeg) Michael DalyDirector, Daly Accounting > “Customer support doesn't get better than this!” ![Steve Blackmore](https://briefcase.so/marketing/testimonials/avatars/steve-blackmore.jpeg) Steve BlackmoreDirector, Elver E-Commerce Accountants > “The data capture is more accurate than any OCR solution I've used before. It's great at picking up descriptions, dates and references, which other platforms often struggle with.” ![Alex Hopson](https://briefcase.so/marketing/testimonials/avatars/alex-hopson.png) Alex HopsonSemi Senior Client Advisor, Wilson Partners > “Amazing app and makes bookkeeping a breeze, the new feature to also process tracking categories is remarkable.” ![Fatimah Razak MAAT](https://briefcase.so/marketing/testimonials/avatars/fatimah-razak.jpeg) Fatimah Razak MAATAccountant and Director, AFR Accountancy Services Ltd > “Been using this for a few months now and the speed of document processing is amazing. I love the possibility that comes with using this app, that it allows me more time for working with the client than working on the client data.” ![Natasha Everard](https://briefcase.so/marketing/testimonials/avatars/natasha-everard.jpg) Natasha EverardOwner, Bewitching Bookkeeping > “We've been using Briefcase for the past six months and the results have been really impressive. From ease of use to the automation and the security, it's a step above anything we've used before” ![Bradley Small](https://briefcase.so/marketing/testimonials/avatars/Bradley-Small-300x300.webp) Bradley SmallManager, Connolly Accountants > “Briefcase automatically identifies nuances such as Reverse Charge, something we hadn't expected from software, replacing assumptions like Zero Rated with accurate VAT treatment” ![Bradley Small](https://briefcase.so/marketing/testimonials/avatars/Bradley-Small-300x300.webp) Bradley SmallManager, Connolly Accountants > “How many software companies can you make a feature suggestion to in the early afternoon and before the end of the working day, it's been scoped, coded and implemented? You've gone above and beyond, once again Briefcase. THANK YOU! Everybody there does an amazing job.” ![Chris Gascoyne](https://briefcase.so/marketing/testimonials/avatars/chris-gascoyne.jpg) Chris GascoyneDirector, Acumist > “It has certainly helped both us and our clients a lot already - no more spreadsheets and miscalculation from human error.” ![Crystal Boston BFP FCA](https://briefcase.so/marketing/testimonials/avatars/crystal-boston.jpg) Crystal Boston BFP FCACo-Founder & Partner, Delphini > “We have been using Briefcase for 4 months and love it.” ![Gary Winterborne AATQB](https://briefcase.so/marketing/testimonials/avatars/gary-winterborne.webp) Gary Winterborne AATQBPartner, 360 Accounts & Bookkeeping > “WOW! I am sooo happy - just used Briefcase to process a load of receipts from a work trip to Germany. Blown away by a blurry receipt that has been translated so I can now see the receipt was for "Hot and sour noodle soup with chicken". This is saving so much time.” ![Grace Mock FMAAT](https://briefcase.so/marketing/testimonials/avatars/grace-mock.jpg) Grace Mock FMAATDirector, Grace Heathfield + Co > “My mind is blown with how awesome this invoice capture software is ... It's basically like having another employee - time saving is insane! Well done guys. 👏” ![Jeri Williams FCA](https://briefcase.so/marketing/testimonials/avatars/Jeri-Williams.png) Jeri Williams FCAFounder, Smooth Accounting > “Briefcase are unmatched when it comes to product releases.” ![Josh Probert-Waters](https://briefcase.so/marketing/testimonials/avatars/josh-probert-waters.jpeg) Josh Probert-WatersFounder, Hyphen Digital > “95% of my prepayments were done before my nominal review which I loved, helping me concentrate only on accruals, deferred income & accrued income.” ![Mahqool Mohammad](https://briefcase.so/marketing/testimonials/avatars/mahqool-mohammad.jpg) Mahqool MohammadManagement Accountant, Finance Box > “VAT extraction is spot on every time. It's good at picking up reverse charge transactions, many bookkeepers wouldn't pick that up!” ![Matthew Cotson](https://briefcase.so/marketing/testimonials/avatars/matthew-cotson.jpg) Matthew CotsonDirector, Blu Sky > “We are really enjoying Briefcase at the moment and thanks for the ongoing support/contact, really useful.” ![Nathan Hinchcliffe](https://briefcase.so/marketing/testimonials/avatars/nathan-hinchcliffe.jpg) Nathan HinchcliffeClient Manager - Bookkeeping, Gooding Accounts > “Congrats! You've officially read more VAT guidance than any human ever should. Glad the AI can take one for the team 🤣” ![Steve Blackmore](https://briefcase.so/marketing/testimonials/avatars/steve-blackmore.jpeg) Steve BlackmoreDirector, Elver E-Commerce Accountants > “Automated VAT compliance is a game-changer.” ![Alex Hopson](https://briefcase.so/marketing/testimonials/avatars/alex-hopson.png) Alex HopsonSemi Senior Client Advisor, Wilson Partners > “Changing accounting tools can be difficult and admin intensive. The number one question to ask is whether the new tool will improve your operations enough to warrant the disruption. Having been with Briefcase for 3 months now, I can confidently state that the transition has been well worth it! We currently use the tool for our AP processes - only scratching the surface of its true potential. This tool has replaced Dext and Hubdoc in our tech stack and we're loving it. Not only is the recognition of information on supplier invoices excellent, it also learns from past processing to improve accuracy going forward. 2 features we, as a team, particularly enjoy - excellent identification of duplicate invoices and identification of supplier statements which used to often get published to Xero in error. A great tool, that is only getting better each month!” ![Kyle Forder](https://briefcase.so/marketing/testimonials/avatars/kyle-forder.png) Kyle ForderCo-Founder & CEO, LedgerPlus > “Briefcase has really moved the needle for our practice. Easy to use and intelligent software. The team are in love!” ![Tasnim Mustafa](https://briefcase.so/marketing/testimonials/avatars/tasnim-mustafa.jpeg) Tasnim MustafaFounder, Barnes & Scott ## Accountant approved > “The sales processing has been great and is at least 5 or 6 times quicker than Dext.” ![Bradley Small](https://briefcase.so/marketing/testimonials/avatars/Bradley-Small-300x300.webp) Bradley SmallManager, Connolly Accountants > “Unbelievable product from an unbelievable team!” ![Catharrin Ponnudurai](https://briefcase.so/marketing/testimonials/avatars/catharrin-ponnudurai.jpg) Catharrin PonnuduraiHead of Delivery, Fin-house > “We have found the switch straight forward, and our clients that use Briefcase love it.” ![Chris Metcalf](https://briefcase.so/marketing/testimonials/avatars/chris-metcalf.jpeg) Chris MetcalfDirector, Thomas Emlyn > “I've been waiting 5 years to find a way to publish a certain client's bank statements as they send pictures in to Dext and it never processed! We tried so many different ways to get it to work but no luck - we had to type over 300 transactions manually in a CSV and then upload to Xero! I hoped and prayed Briefcase would do it and IT HAS!! This is great and processed it all in under 5 minutes. Super chuffed as it's saved me hours!” ![Danielle Flawn](https://briefcase.so/marketing/testimonials/avatars/danielle-flawn.jpeg) Danielle FlawnCommunication Coordinator, PML Accountants > “I am LOVING the way it looks at previous stuff and works out where the current stuff should go.” ![Grace Mock FMAAT](https://briefcase.so/marketing/testimonials/avatars/grace-mock.jpg) Grace Mock FMAATDirector, Grace Heathfield + Co > “The team have given me great feedback on Autopilot ... singing its praises and doing happy dances!!” ![Helen Rogers](https://briefcase.so/marketing/testimonials/avatars/Helen-Rogers24.webp) Helen RogersDirector, Matix Accounts > “The updates to make suggestions and post tracking categories have been unbelievably helpful 👏” ![Jim Leeves](https://briefcase.so/marketing/testimonials/avatars/jim-leeves.jpeg) Jim LeevesCo-Founder, Shapes > “I just had a chance to test the new feature - the bank statements extraction from pdf, this is absolutely amazing!!” ![Kamila Paszkowska-Sobolewska](https://briefcase.so/marketing/testimonials/avatars/kamila-sobolewska.png) Kamila Paszkowska-SobolewskaBookkeeper, Finance Box > “I just used the prepayment schedule to release journals in advance and I love it! 😍” ![Mahqool Mohammad](https://briefcase.so/marketing/testimonials/avatars/mahqool-mohammad.jpg) Mahqool MohammadManagement Accountant, Finance Box > “Briefcase's AI categorisation is nearly spot on. I'm impressed with Amazon invoices—suggesting where to code it based on what was actually purchased.” ![Matthew Cotson](https://briefcase.so/marketing/testimonials/avatars/matthew-cotson.jpg) Matthew CotsonDirector, Blu Sky > “We have been using autopilot on all of our clients now apart from two where we have additional approvals and checks to POs and we think its fantastic, it is certainly giving us the time savings which we were after. I think the more we use this then the better it is going to get. It will be our standard approach now to use autopilot across the board.” ![Ross Macdonald](https://briefcase.so/marketing/testimonials/avatars/ross-macdonald.jpeg) Ross MacdonaldOutsource Manager, HJS > “Big kudos for the way Briefcase handled a batch of invoices that came over on one email attachment. A couple were more than page long too and it split all correctly, AND got the VAT right on every single one (which Hubdoc only did about 50% of the time).” ![Tracey Hand](https://briefcase.so/marketing/testimonials/avatars/tracey-hand.jpg) Tracey HandPayroll Coordinator, Finance Box > “With other products, it usually takes me around a minute to check, edit, and publish an invoice. With Briefcase, it's done in just 20 seconds—enabling me to get through my workload three times as fast.” ![Alex Hopson](https://briefcase.so/marketing/testimonials/avatars/alex-hopson.png) Alex HopsonSemi Senior Client Advisor, Wilson Partners > “We've been using Briefcase since its launch and it is definitely a game changer! The team behind Briefcase truly understand accounting processes and compliance. This is evident in the product they are developing. We thought other systems were fast at extracting the data but Briefcase is not only fast, it's intelligent too! With new features being added regularly, it assists bookkeepers and accountants service their clients needs in a timely and compliant manner.” ![Matthew Cowell](https://briefcase.so/marketing/testimonials/avatars/matthew-cowell.jpg) Matthew CowellBookkeeper, Daly Accounting ## Try Briefcase for free today Join hundreds of accounting practices across the UK saving hours every week. [Start free trial](https://app.briefcase.so/sign-up) Trusted by leading practices ![Price Bailey](https://briefcase.so/marketing/testimonials/logos/price-bailey.png)![Smooth](https://briefcase.so/marketing/testimonials/logos/smoothaccounting.png)![Armstrong Watson](https://briefcase.so/marketing/testimonials/logos/armstrong-watson.png)![Wilson Partners](https://briefcase.so/marketing/testimonials/logos/wilson-partners.png) --- # Privacy Policy > Canonical page: https://briefcase.so/privacy-policy > Briefcase content index: https://briefcase.so/llms.txt Briefcase Privacy Policy - How we collect, use, and protect your data [← Back to home](https://briefcase.so/) Effective Date: 10 June 2024 · Last Updated: 29 Jan 2026 ## 1\. Introduction At Briefcase Tech Ltd (“Briefcase,” “we,” “us,” or “our”), we are committed to protecting the privacy and security of your personal data. This Privacy Policy outlines how we collect, use, disclose, transfer, and store information about you when you use our website https://www.briefcase.so (the “Site”) and our Software as a Service platform and related services (collectively, the “Services”). By accessing or using our Services, you acknowledge that you have read, understood, and agree to the collection and use of your information as described in this Privacy Policy. ## 2\. Definitions - **Personal Data**: Any information relating to an identified or identifiable natural person as defined under the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018. - **Customer**: The accounting firm or business that subscribes to and uses our Services. - **End User**: A client or third party whose data (e.g., invoices, receipts) is processed by the Customer through our Services. - **Data Controller**: The entity that determines the purposes and means of processing Personal Data. The Customer is the Data Controller. - **Data Processor**: The entity that processes Personal Data on behalf of the Data Controller. Briefcase is the Data Processor. - **Sub-Processor**: A third party appointed by the Data Processor to process Personal Data on behalf of the Data Controller. ## 3\. Scope of this Privacy Policy This Privacy Policy applies to: - Personal Data we collect from Customers and End Users through use of our Services. - Personal Data collected through our Site, communications, and interactions with you. ## 4\. Information We Collect ### 4.1 Information Provided by Customers - **Account Information**: Name, email address, postal address, phone number, company name, username, and password. - **Financial Information**: Payment details processed via Stripe. - **Customer Data**: Invoices, receipts, and historical ledger data from connected Xero or QuickBooks accounts, which may contain Personal Data of End Users. ### 4.2 Information Collected Automatically - **Technical Information**: IP address, browser type, operating system, and device information. - **Usage Information**: Pages viewed, features used, time spent on our Services. - **Cookies and Similar Technologies**: See Section 12 for more details. ### 4.3 Information from Third Parties - **Third-Party Integrations**: When you connect your account with third-party services like Xero or QuickBooks, we receive accounting context such as supplier names, chart of accounts, VAT registration details, and historical transaction metadata. ## 5\. How We Use Your Information ### 5.1 Provision of Services - To provide, maintain, and improve our Services. - To automate processing of invoices and receipts, extract necessary information, and post to accounting platforms such as Xero or QuickBooks. - To integrate with connected third-party accounting platforms and provide contextual insights and historical data. ### 5.2 Communication - To communicate with you about your account, transactions, or updates. - To provide customer support and respond to enquiries. ### 5.3 Legal and Compliance - To comply with applicable legal obligations, including financial and data protection regulations. - To enforce our Terms of Service and other agreements. ### 5.4 Marketing Communications We may send you marketing communications in two ways: - **Soft Opt-In**: If you sign up for our Services, we may send you product updates, offers, or tips related to Briefcase under the “soft opt-in” basis permitted by the UK Privacy and Electronic Communications Regulations (PECR). You can opt out at any time using the unsubscribe link in any message or by contacting support@briefcase.so. - **Explicit Consent**: If you separately sign up to receive our newsletter or marketing emails (e.g. via a form on our website), we will only send you communications based on your explicit consent. You can withdraw this consent at any time by unsubscribing or contacting us. ## 6\. Legal Basis for Processing Personal Data Our processing is based on the following legal grounds under the UK GDPR: - **Contractual Necessity**: Where processing is required to provide the Services. - **Legitimate Interests**: Where processing is necessary for our legitimate business interests, provided these are not overridden by your rights. - **Consent**: For marketing communications or optional features where explicit consent is required. - **Legal Obligation**: Where processing is necessary to meet statutory obligations. ## 7\. Disclosure of Personal Data ### 7.1 Sub-Processors and Service Providers We use trusted third-party Sub-Processors to support the delivery and maintenance of our Services. All are subject to strict contractual obligations, including confidentiality and data protection requirements. Below is a list of our current Sub-Processors, what they are used for, the types of data they process, where data is stored, and how long it is retained: | Provider | Purpose | Data Processed | Location | Retention | | --- | --- | --- | --- | --- | | Amazon Web Services (AWS) | Core hosting and data storage | All Customer and End User data, including account information, invoices, and receipts | Ireland | Until account deletion or request for removal | | Stripe | Payment processing | Name, email address, billing address, and payment details | United States | As per Stripe's Privacy Policy | | OpenAI | AI document processing and categorisation | Invoices, receipts, and context from Xero or QuickBooks | United States | Zero (data is not stored post-inference) | | Anthropic | AI document processing and categorisation | Invoices, receipts, and context from Xero or QuickBooks | United States | Zero (data is not stored post-inference) | | Google | AI document processing and categorisation | Invoices, receipts, and context from Xero or QuickBooks | United States | Zero (data is not stored post-inference) | | Betterstack | Infrastructure monitoring and diagnostics | System logs and metadata | Germany | 90 days | | Mailgun | Email-based document upload | Email addresses, message content, and attachments when documents are forwarded via email | Germany | 5 days | | Temporal | Backend workflow orchestration | Metadata on job execution and automation state | Ireland | 30 days | | WhatsApp Business (optional) | Upload method for invoices and receipts via messaging | Phone number, message content, and any attached files | Germany | As per WhatsApp's Privacy Policy | This list of Sub-Processors may be updated from time to time. We will post the updated list here and may notify Customers of material changes. Continued use of the Services after such updates constitutes acceptance of the revised list. ### 7.2 Data Segregation We never share data between End Users or Customers. Data is logically separated at the database level. Each Customer and End User is assigned a separate database record to ensure strict isolation. No data from one Customer or End User is used in automation, training, or processing for another. ### 7.3 Legal Requirements We may disclose Personal Data if required to do so by law or in response to valid requests by public authorities. ### 7.4 Business Transfers In the event of a merger, acquisition, or sale of assets, Personal Data may be transferred. We will notify you of any such change. ## 8\. International Data Transfers Some Personal Data is processed outside the UK and EEA. In particular, we use Large Language Model (LLM) providers such as OpenAI (USA), Anthropic (USA), and Google (USA) for document processing and categorisation. These providers operate under bespoke zero data retention agreements, meaning customer data is not stored or used for model training. All other Sub-Processors and their transfer locations are listed in Section 7.1. ## 9\. Data Security We implement robust technical and organisational measures to protect your data, aligned with best practices in cloud security and data protection. These include: - **Encryption**: Data is encrypted in transit (TLS 1.2+) and at rest (AES-256). - **Access Controls**: Role-based access control with audit logging. - **Monitoring**: Continuous infrastructure and application monitoring using Betterstack. - **Minimisation**: Only the data necessary for specific processing tasks is collected or shared. - **Review**: Output from large language models (LLMs) is reviewed internally by authorised staff only for debugging and improvement purposes. ## 10\. Data Retention - We retain your and your End Users' data for the duration of your subscription. - If your subscription ends, we may delete all data (including invoices and receipts) after 30 days without further notice. - Some data may be retained where required to comply with legal or regulatory obligations. - You may request deletion at any time (subject to those obligations). ## 11\. Your Rights You have the following rights under UK GDPR: - **Access**: Request details of the data we hold on you. - **Rectification**: Correct inaccurate or incomplete data. - **Erasure**: Request deletion of your data where processing is no longer necessary. - **Restriction**: Limit processing under certain circumstances. - **Portability**: Request a copy of your data in machine-readable format. - **Objection**: Object to data processing based on legitimate interests. - **Withdraw Consent**: Revoke consent where processing is based on consent. - **Lodge a Complaint**: File a complaint with the Information Commissioner's Office (ico.org.uk). To exercise these rights, email support@briefcase.so. ## 12\. Cookies and Similar Technologies We use essential cookies and similar technologies to operate and protect our Services. We also use analytics and marketing technologies, including services from Google and Snitcher, to understand how people find and use our website. You can control or disable cookies through your browser settings. ## 13\. Use of AI and Language Models We use large language models (LLMs) to automate document extraction and categorisation as part of our Services. ### 13.1 What We Send and Why We may send the following data to LLM providers to enable automated processing of financial documents: - Invoices, receipts, and attachments uploaded by the Customer. - Contextual information retrieved from your connected Xero or QuickBooks account, including supplier names, chart of accounts, line of business, and VAT registration details. This data is strictly necessary for categorisation, VAT code assignment, and posting automation. ### 13.2 Providers and Safeguards We currently work with: - OpenAI (USA) - Anthropic (USA) - Google (USA) All providers operate under zero-data retention agreements with Briefcase. This means: - Your data is not stored after processing. - Your data is never used to train models. - Logs are not retained beyond the session. ### 13.3 Access and Oversight LLM outputs are reviewed solely for debugging and product improvement. Reviews are conducted exclusively by authorised Briefcase employees. ## 14\. Children's Privacy Our Services are not intended for individuals under 16. We do not knowingly collect Personal Data from children. Please contact us if you believe we have received such data. ## 15\. Third-Party Links and Services Our Site may contain links to or integrations with third-party websites or services (e.g. Xero, QuickBooks, Stripe). These operate independently and are subject to their own privacy policies. We encourage you to review their terms directly. ## 16\. Changes to this Privacy Policy We may update this Privacy Policy from time to time: - We may notify you of significant changes via email or within the Services. - The updated version will be posted with a new “Last Updated” date. - Continued use of the Services after changes become effective constitutes acceptance. ## 17\. Contact Us If you have questions about this Privacy Policy or your data: Email: support@briefcase.so ## 18\. Appendix: Data Processing Agreement (Controller–Processor Agreement) This Privacy Policy incorporates a Data Processing Agreement (“DPA”) between the Customer (acting as Data Controller) and Briefcase (acting as Data Processor), setting out the parties' respective obligations in relation to the processing of Personal Data. ### Subject Matter The processing of Personal Data as necessary to provide the Services, including the automation of bookkeeping and accounting workflows. ### Duration For the duration of the Customer's use of the Services and thereafter until deletion of Personal Data in accordance with Section 10 (Data Retention). ### Nature and Purpose of Processing Automated processing of financial documents (including invoices and receipts) and related contextual accounting data in order to extract information, categorise transactions, apply tax logic, and post data to accounting platforms such as Xero or QuickBooks. ### Types of Personal Data Names, addresses, contact details, transaction data, invoice data, and contextual accounting data submitted by or on behalf of the Customer. ### Categories of Data Subjects Customers, End Users, suppliers, and employees. * * * ### Obligations of Briefcase (Processor) Briefcase shall: - Process Personal Data only on documented instructions from the Customer, unless required to do so by applicable law (in which case Briefcase shall inform the Customer unless legally prohibited). - Ensure that all personnel authorised to process Personal Data are subject to appropriate confidentiality obligations. - Implement appropriate technical and organisational measures to protect Personal Data, as described in Section 9 (Data Security) of this Privacy Policy. - Assist the Customer, taking into account the nature of the processing, in complying with its obligations relating to: - data subject rights requests, - data protection impact assessments, and - consultations with supervisory authorities, where applicable. - Notify the Customer without undue delay of a Personal Data Breach and provide reasonable assistance to enable the Customer to meet its legal obligations. - Upon termination of the Services, delete or return all Personal Data in accordance with Section 10, unless retention is required by applicable law. - Make available to the Customer information reasonably necessary to demonstrate compliance with this DPA and support reasonable audit or information requests, subject to appropriate confidentiality, security, and proportionality safeguards. ### Sub-processors Briefcase may engage Sub-Processors to process Personal Data on behalf of the Customer. A current list of Sub-Processors, including the nature and location of their processing, is maintained in Section 7.1 of this Privacy Policy. Briefcase shall ensure that Sub-Processors are subject to data protection obligations no less protective than those set out in this DPA. ### International Transfers Where Personal Data is transferred outside the UK or EEA, Briefcase ensures that appropriate safeguards are in place in accordance with applicable data protection laws, including adequacy regulations or other lawful transfer mechanisms. * * * ### Obligations of the Customer (Controller) The Customer shall: - Ensure a lawful basis for the processing of Personal Data and for instructing Briefcase to process such data. - Inform Data Subjects of the processing in accordance with applicable data protection laws. - Provide lawful, documented instructions to Briefcase for the processing of Personal Data. - Ensure that Personal Data provided to Briefcase is accurate and lawfully obtained. * * * ### Precedence In the event of any conflict between this DPA and other sections of this Privacy Policy, this DPA shall prevail with respect to the processing of Personal Data carried out on behalf of the Customer. --- # Earn a £100 gift card for yourself and up to 2 months free for your practice > Canonical page: https://briefcase.so/referrals > Briefcase content index: https://briefcase.so/llms.txt Refer Briefcase to other accounting firms and earn a £100 gift card plus up to 2 months free subscription Referral Program Refer a bookkeeping or accounting firm to Briefcase and get rewarded when they subscribe. 1 ### Copy the referral link Use the button below to copy your unique referral link 2 ### Share with firms Send it to any UK accounting or bookkeeping practice 3 ### Get rewarded Receive a £100 gift card and subscription discount when they sign up FAQs You can refer Briefcase to any UK based accounting or bookkeeping firm. You will receive: 1. A £100 gift card 2. A two-month discount on your organisation's Briefcase subscription equal to the number of licenses the referred firm signs up for. For example, if your firm has 100 Briefcase licenses and you refer us to a firm that purchases 50, your firm will have a discount of 50 licenses for two months. The discount is capped at 100% of your organisation's licenses. So if you have 100 licenses and refer a firm that signs up for 200, your discount covers all 100 licenses for two months (i.e. two months free). Rewards are issued once a referred firm purchases their first month of Briefcase licenses. We will send your gift card via email and reach out to your firm's Briefcase subscriber to let them know about their discount. Copy the link above and share it with interested firms. They will be prompted to tell us your details so that we know it was you that referred them. Don't worry if the firm you refer doesn't use the referral link. We always ask new users how they heard about us, and we'll make sure to reward you under the same referral scheme if they mention your name. Yes! You can refer as many firms as you like. Each successful referral earns you a £100 gift card and a 2 month subscription discount for your firm. > “Particularly impressed with the multi-line feature, and descriptions feature in Briefcase. A lot more comprehensive than in the platform we were using up till now.” ![Ashley Nyamutsambira](https://briefcase.so/marketing/testimonials/avatars/ashley-nyamutsambira.jpg) Ashley NyamutsambiraFinance Manager, Odyssey Dining > “We used to estimate that jobs took up to one minute per invoice. Yesterday I processed 60 invoices in 15mins using Briefcase.” ![Bradley Small](https://briefcase.so/marketing/testimonials/avatars/Bradley-Small-300x300.webp) Bradley SmallManager, Connolly Accountants > “I've never known such quick dev roll outs from user feedback - fantastic!” ![Chris Gascoyne](https://briefcase.so/marketing/testimonials/avatars/chris-gascoyne.jpg) Chris GascoyneDirector, Acumist > “Been using it for our accounts and it has really helped us up our game. It's so easy to use, quick and above all is really intuitive.” ![Crystal Boston BFP FCA](https://briefcase.so/marketing/testimonials/avatars/crystal-boston.jpg) Crystal Boston BFP FCACo-Founder & Partner, Delphini > “Love the prepayment stuff! Always great updates and developments folks! Love to see it.” ![Eric Byram CPA](https://briefcase.so/marketing/testimonials/avatars/eric-byram.jpg) Eric Byram CPADirector, Impact Ops > “You guys have added so many features - it must have been insanely busy behind the scenes 😲” ![Grace Mock FMAAT](https://briefcase.so/marketing/testimonials/avatars/grace-mock.jpg) Grace Mock FMAATDirector, Grace Heathfield + Co > “Briefcase is simple to use, fast to scan documents and smart in how it pulls out what matters. The VAT handling and descriptions are better than anything we've seen.” ![Jenny Evans](https://briefcase.so/marketing/testimonials/avatars/jenny-evans.jpeg) Jenny EvansAccounts & Outsourcing Director, Wilson Partners > “Just been adding the keyboard shortcuts to my Stream Deck, they're so great for getting around Briefcase!” ![Joe Roughton](https://briefcase.so/marketing/testimonials/avatars/joe-roughton.jpeg) Joe RoughtonFounder, JRCo > “I just love how many features you are adding every week. Briefcase has been a game changer for us.” ![Lyn Oaten BA (Hons) FCA](https://briefcase.so/marketing/testimonials/avatars/lyn-oaten.jpg) Lyn Oaten BA (Hons) FCAManaging Partner, Delphini > “Amazing tool, the team love love love using it. All of our clients are now using it.” ![Marelize Bott](https://briefcase.so/marketing/testimonials/avatars/marelize-bott.jpg) Marelize BottFounder, Add-Worth Accountancy Ltd > “Had a client call today and got feedback from a new Briefcase user: "Much better than Dext, interface much clearer".” ![Michael Daly](https://briefcase.so/marketing/testimonials/avatars/michael-daly.jpeg) Michael DalyDirector, Daly Accounting > “Customer support doesn't get better than this!” ![Steve Blackmore](https://briefcase.so/marketing/testimonials/avatars/steve-blackmore.jpeg) Steve BlackmoreDirector, Elver E-Commerce Accountants > “The data capture is more accurate than any OCR solution I've used before. It's great at picking up descriptions, dates and references, which other platforms often struggle with.” ![Alex Hopson](https://briefcase.so/marketing/testimonials/avatars/alex-hopson.png) Alex HopsonSemi Senior Client Advisor, Wilson Partners > “Amazing app and makes bookkeeping a breeze, the new feature to also process tracking categories is remarkable.” ![Fatimah Razak MAAT](https://briefcase.so/marketing/testimonials/avatars/fatimah-razak.jpeg) Fatimah Razak MAATAccountant and Director, AFR Accountancy Services Ltd > “Been using this for a few months now and the speed of document processing is amazing. I love the possibility that comes with using this app, that it allows me more time for working with the client than working on the client data.” ![Natasha Everard](https://briefcase.so/marketing/testimonials/avatars/natasha-everard.jpg) Natasha EverardOwner, Bewitching Bookkeeping > “We've been using Briefcase for the past six months and the results have been really impressive. From ease of use to the automation and the security, it's a step above anything we've used before” ![Bradley Small](https://briefcase.so/marketing/testimonials/avatars/Bradley-Small-300x300.webp) Bradley SmallManager, Connolly Accountants > “Briefcase automatically identifies nuances such as Reverse Charge, something we hadn't expected from software, replacing assumptions like Zero Rated with accurate VAT treatment” ![Bradley Small](https://briefcase.so/marketing/testimonials/avatars/Bradley-Small-300x300.webp) Bradley SmallManager, Connolly Accountants > “How many software companies can you make a feature suggestion to in the early afternoon and before the end of the working day, it's been scoped, coded and implemented? You've gone above and beyond, once again Briefcase. THANK YOU! Everybody there does an amazing job.” ![Chris Gascoyne](https://briefcase.so/marketing/testimonials/avatars/chris-gascoyne.jpg) Chris GascoyneDirector, Acumist > “It has certainly helped both us and our clients a lot already - no more spreadsheets and miscalculation from human error.” ![Crystal Boston BFP FCA](https://briefcase.so/marketing/testimonials/avatars/crystal-boston.jpg) Crystal Boston BFP FCACo-Founder & Partner, Delphini > “We have been using Briefcase for 4 months and love it.” ![Gary Winterborne AATQB](https://briefcase.so/marketing/testimonials/avatars/gary-winterborne.webp) Gary Winterborne AATQBPartner, 360 Accounts & Bookkeeping > “WOW! I am sooo happy - just used Briefcase to process a load of receipts from a work trip to Germany. Blown away by a blurry receipt that has been translated so I can now see the receipt was for "Hot and sour noodle soup with chicken". This is saving so much time.” ![Grace Mock FMAAT](https://briefcase.so/marketing/testimonials/avatars/grace-mock.jpg) Grace Mock FMAATDirector, Grace Heathfield + Co > “My mind is blown with how awesome this invoice capture software is ... It's basically like having another employee - time saving is insane! Well done guys. 👏” ![Jeri Williams FCA](https://briefcase.so/marketing/testimonials/avatars/Jeri-Williams.png) Jeri Williams FCAFounder, Smooth Accounting > “Briefcase are unmatched when it comes to product releases.” ![Josh Probert-Waters](https://briefcase.so/marketing/testimonials/avatars/josh-probert-waters.jpeg) Josh Probert-WatersFounder, Hyphen Digital > “95% of my prepayments were done before my nominal review which I loved, helping me concentrate only on accruals, deferred income & accrued income.” ![Mahqool Mohammad](https://briefcase.so/marketing/testimonials/avatars/mahqool-mohammad.jpg) Mahqool MohammadManagement Accountant, Finance Box > “VAT extraction is spot on every time. It's good at picking up reverse charge transactions, many bookkeepers wouldn't pick that up!” ![Matthew Cotson](https://briefcase.so/marketing/testimonials/avatars/matthew-cotson.jpg) Matthew CotsonDirector, Blu Sky > “We are really enjoying Briefcase at the moment and thanks for the ongoing support/contact, really useful.” ![Nathan Hinchcliffe](https://briefcase.so/marketing/testimonials/avatars/nathan-hinchcliffe.jpg) Nathan HinchcliffeClient Manager - Bookkeeping, Gooding Accounts > “Congrats! You've officially read more VAT guidance than any human ever should. Glad the AI can take one for the team 🤣” ![Steve Blackmore](https://briefcase.so/marketing/testimonials/avatars/steve-blackmore.jpeg) Steve BlackmoreDirector, Elver E-Commerce Accountants > “Automated VAT compliance is a game-changer.” ![Alex Hopson](https://briefcase.so/marketing/testimonials/avatars/alex-hopson.png) Alex HopsonSemi Senior Client Advisor, Wilson Partners > “Changing accounting tools can be difficult and admin intensive. The number one question to ask is whether the new tool will improve your operations enough to warrant the disruption. Having been with Briefcase for 3 months now, I can confidently state that the transition has been well worth it! We currently use the tool for our AP processes - only scratching the surface of its true potential. This tool has replaced Dext and Hubdoc in our tech stack and we're loving it. Not only is the recognition of information on supplier invoices excellent, it also learns from past processing to improve accuracy going forward. 2 features we, as a team, particularly enjoy - excellent identification of duplicate invoices and identification of supplier statements which used to often get published to Xero in error. A great tool, that is only getting better each month!” ![Kyle Forder](https://briefcase.so/marketing/testimonials/avatars/kyle-forder.png) Kyle ForderCo-Founder & CEO, LedgerPlus > “Briefcase has really moved the needle for our practice. Easy to use and intelligent software. The team are in love!” ![Tasnim Mustafa](https://briefcase.so/marketing/testimonials/avatars/tasnim-mustafa.jpeg) Tasnim MustafaFounder, Barnes & Scott ## Accountant approved > “The sales processing has been great and is at least 5 or 6 times quicker than Dext.” ![Bradley Small](https://briefcase.so/marketing/testimonials/avatars/Bradley-Small-300x300.webp) Bradley SmallManager, Connolly Accountants > “Unbelievable product from an unbelievable team!” ![Catharrin Ponnudurai](https://briefcase.so/marketing/testimonials/avatars/catharrin-ponnudurai.jpg) Catharrin PonnuduraiHead of Delivery, Fin-house > “We have found the switch straight forward, and our clients that use Briefcase love it.” ![Chris Metcalf](https://briefcase.so/marketing/testimonials/avatars/chris-metcalf.jpeg) Chris MetcalfDirector, Thomas Emlyn > “I've been waiting 5 years to find a way to publish a certain client's bank statements as they send pictures in to Dext and it never processed! We tried so many different ways to get it to work but no luck - we had to type over 300 transactions manually in a CSV and then upload to Xero! I hoped and prayed Briefcase would do it and IT HAS!! This is great and processed it all in under 5 minutes. Super chuffed as it's saved me hours!” ![Danielle Flawn](https://briefcase.so/marketing/testimonials/avatars/danielle-flawn.jpeg) Danielle FlawnCommunication Coordinator, PML Accountants > “I am LOVING the way it looks at previous stuff and works out where the current stuff should go.” ![Grace Mock FMAAT](https://briefcase.so/marketing/testimonials/avatars/grace-mock.jpg) Grace Mock FMAATDirector, Grace Heathfield + Co > “The team have given me great feedback on Autopilot ... singing its praises and doing happy dances!!” ![Helen Rogers](https://briefcase.so/marketing/testimonials/avatars/Helen-Rogers24.webp) Helen RogersDirector, Matix Accounts > “The updates to make suggestions and post tracking categories have been unbelievably helpful 👏” ![Jim Leeves](https://briefcase.so/marketing/testimonials/avatars/jim-leeves.jpeg) Jim LeevesCo-Founder, Shapes > “I just had a chance to test the new feature - the bank statements extraction from pdf, this is absolutely amazing!!” ![Kamila Paszkowska-Sobolewska](https://briefcase.so/marketing/testimonials/avatars/kamila-sobolewska.png) Kamila Paszkowska-SobolewskaBookkeeper, Finance Box > “I just used the prepayment schedule to release journals in advance and I love it! 😍” ![Mahqool Mohammad](https://briefcase.so/marketing/testimonials/avatars/mahqool-mohammad.jpg) Mahqool MohammadManagement Accountant, Finance Box > “Briefcase's AI categorisation is nearly spot on. I'm impressed with Amazon invoices—suggesting where to code it based on what was actually purchased.” ![Matthew Cotson](https://briefcase.so/marketing/testimonials/avatars/matthew-cotson.jpg) Matthew CotsonDirector, Blu Sky > “We have been using autopilot on all of our clients now apart from two where we have additional approvals and checks to POs and we think its fantastic, it is certainly giving us the time savings which we were after. I think the more we use this then the better it is going to get. It will be our standard approach now to use autopilot across the board.” ![Ross Macdonald](https://briefcase.so/marketing/testimonials/avatars/ross-macdonald.jpeg) Ross MacdonaldOutsource Manager, HJS > “Big kudos for the way Briefcase handled a batch of invoices that came over on one email attachment. A couple were more than page long too and it split all correctly, AND got the VAT right on every single one (which Hubdoc only did about 50% of the time).” ![Tracey Hand](https://briefcase.so/marketing/testimonials/avatars/tracey-hand.jpg) Tracey HandPayroll Coordinator, Finance Box > “With other products, it usually takes me around a minute to check, edit, and publish an invoice. With Briefcase, it's done in just 20 seconds—enabling me to get through my workload three times as fast.” ![Alex Hopson](https://briefcase.so/marketing/testimonials/avatars/alex-hopson.png) Alex HopsonSemi Senior Client Advisor, Wilson Partners > “We've been using Briefcase since its launch and it is definitely a game changer! The team behind Briefcase truly understand accounting processes and compliance. This is evident in the product they are developing. We thought other systems were fast at extracting the data but Briefcase is not only fast, it's intelligent too! With new features being added regularly, it assists bookkeepers and accountants service their clients needs in a timely and compliant manner.” ![Matthew Cowell](https://briefcase.so/marketing/testimonials/avatars/matthew-cowell.jpg) Matthew CowellBookkeeper, Daly Accounting ## Try Briefcase for free today Join hundreds of accounting practices across the UK saving hours every week. [Start free trial](https://app.briefcase.so/sign-up) Trusted by leading practices ![Price Bailey](https://briefcase.so/marketing/testimonials/logos/price-bailey.png)![Smooth](https://briefcase.so/marketing/testimonials/logos/smoothaccounting.png)![Armstrong Watson](https://briefcase.so/marketing/testimonials/logos/armstrong-watson.png)![Wilson Partners](https://briefcase.so/marketing/testimonials/logos/wilson-partners.png) --- # Terms of Service > Canonical page: https://briefcase.so/terms-of-service > Briefcase content index: https://briefcase.so/llms.txt Briefcase Terms of Service - Terms and conditions for using our services [← Back to home](https://briefcase.so/) Effective Date: 10 June 2024 · Last Updated: 13 July 2026 ## 1\. Introduction These Terms of Service (“Terms”) form a legally binding agreement between you (“Customer,” “you,” or “your”) and Briefcase Tech Ltd (“Briefcase,” “we,” “us,” or “our”), a company registered in England and Wales (Company No. 15805625). These Terms govern your access to and use of our website https://www.briefcase.so (the “Site”) and our software-as-a-service platform and related services (collectively, the “Services”). By using our Services, you agree to be bound by these Terms and our Privacy Policy, which is incorporated by reference. If you do not agree to these Terms, you must not use the Services. ## 2\. Definitions - **Customer Data**: Any data, content, or material submitted by or on behalf of the Customer via the Services, including documents containing personal data. - **Personal Data**: As defined in the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018. - **Data Controller**: The party that determines the purposes and means of processing Personal Data. The Customer is the Data Controller. - **Data Processor**: The party that processes Personal Data on behalf of the Controller. Briefcase is the Data Processor. - **Sub-Processor**: A third party engaged by Briefcase to process Personal Data on the Customer's behalf. - **Licence**: The right to use the Services for one connection—one client, entity, or organisation connected to the Services. Each Licence is assigned a plan tier and billed per billing cycle. - **Billable Document**: A financial document processed and actioned through the Services. Published invoices, receipts, and credit notes count as one (1) Billable Document each; exported bank statements and reconciled supplier statements count as two (2) each. Documents in review, duplicates, and archived items do not count. Allowances are measured per quarterly billing cycle (see Section 9.1). ## 3\. Overview of the Services Briefcase provides an AI-native automation platform for accounting workflows, including extraction and categorisation of financial documents such as invoices and receipts. The Services may integrate with third-party software such as Xero and QuickBooks to support end-to-end bookkeeping automation. ## 4\. Roles and Responsibilities Under GDPR ### 4.1. Customer as Data Controller The Customer determines the purposes and means of processing Personal Data and is responsible for ensuring compliance with GDPR and other applicable data protection laws. The Customer must ensure that it has a lawful basis for processing Personal Data and for instructing Briefcase to process Personal Data on its behalf. ### 4.2. Briefcase as Data Processor Briefcase processes Personal Data on behalf of the Customer in accordance with the Customer's instructions and these Terms. Briefcase shall comply with GDPR requirements applicable to Data Processors, including implementing appropriate technical and organisational measures to protect Personal Data. ## 5\. Processing of Personal Data ### 5.1. Subject Matter and Duration - **Subject Matter**: The processing of Personal Data as necessary to provide the Services, including capturing, processing, and automating accounting tasks. - **Duration**: The term of these Terms until termination or expiration, plus any period thereafter until deletion of all Personal Data by Briefcase in accordance with these Terms. ### 5.2. Nature and Purpose of Processing - **Nature**: Processing Personal Data through AI technologies to automate accounting tasks. - **Purpose**: We process documents (e.g., invoices, receipts) and associated data to support document capture, categorisation, VAT assignment, and accounting automation. ### 5.3. Types of Personal Data Personal Data contained within invoices, receipts, and financial documents, which may include names, addresses, contact details, transaction details, and any other personal information submitted by the Customer or End Users. ### 5.4. Categories of Data Subjects Individuals whose Personal Data is contained within the Customer Data, including the Customer's End Users, suppliers, and employees. ## 6\. Our Responsibilities as Data Processor - We will process Personal Data only on your instructions unless required by law. - All staff and contractors handling Personal Data are bound by confidentiality obligations. - We implement safeguards such as data encryption (in transit and at rest), logical data segregation, and strict access controls. Customer Data is hosted within the European Economic Area (EEA) using providers such as Amazon Web Services (Ireland), subject to appropriate technical and organisational measures. For further details, please refer to our Privacy Policy. - We may engage Sub-Processors to deliver our Services. A current list and description of these Sub-Processors is available in our Privacy Policy. This list may be updated from time to time. We may notify you of material changes. - In the event of a Personal Data Breach, we will notify you without undue delay and assist you in fulfilling your regulatory obligations. - Upon termination of the Services, we will delete or return all Personal Data within 30 days, unless retention is required by law. - Upon request, we will make available information necessary to demonstrate compliance and support reasonable audit or information requests limited to our compliance with data protection obligations under these Terms. ## 7\. Your Responsibilities You agree to: - Comply with all applicable data protection and privacy laws; - Ensure you have a lawful basis to process and share Personal Data with Briefcase; - Provide accurate, lawful instructions for processing; - Not use the Services in a way that violates the rights of any third party or applicable law. ## 8\. Use of Services ### 8.1 Permitted Use You may use the Services only for lawful business purposes and in accordance with these Terms. ### 8.2 Prohibited Activities You agree not to: - Use the Services to infringe any intellectual property or privacy rights; - Upload harmful or malicious content; - Attempt to access the Services or related systems without authorisation; - Attempt to manipulate, exploit, or interfere with any AI or automated systems used in the Services, including through prompt injection, adversarial inputs, or any technique designed to alter the intended behaviour of such systems; - Abuse support or communication channels (including in-app chat, email, or other messaging features) to attempt unauthorised access, extract system information, or interfere with service operations; - Reverse-engineer, probe, or test the vulnerability of the Services or any AI models or systems integrated therein, except with our prior written consent; - Resell or sublicence the Services to third parties. ### 8.3 Fair Use You must use the Services reasonably and in good faith, in a manner consistent with their intended purpose and any usage limits applicable to your plan. Free trials are provided for the genuine evaluation of the Services and are limited to one trial per customer, organisation, or group of related entities. You agree not to: - Create multiple, duplicate, or successive accounts—including through the use of email aliases, address variations, or other misrepresented or automated identities—to obtain repeated or extended free trials, exceed or evade plan usage limits, or otherwise circumvent applicable fees; - Misrepresent your identity, organisation, or affiliation in order to access the Services or any trial, discount, or promotional offer for which you would not otherwise be eligible. We may monitor for, investigate, and take action against conduct that we reasonably consider to be a breach of this section. Such action may include consolidating, restricting, suspending, or terminating the affected accounts in accordance with Section 16.2, and requiring payment for any usage obtained in breach of these Terms. ## 9\. Pricing and Payment ### 9.1 Subscription Model The Services are sold on a subscription basis and billed per Licence. Each Licence is assigned a plan tier; tiers share the same features and differ only in the number of Billable Documents included per quarter. Your billing quarters run from your subscription start date. Standard tiers, allowances, discounts, and minimums are published on our Pricing Page and may be updated from time to time. ### 9.2 Custom Pricing and Subscription Models Where we agree custom or negotiated pricing, discounts, minimums, subscription models, or other commercial terms with you in writing, those terms prevail over the Pricing Page and these Terms to the extent of any conflict. ### 9.3 Changing Tiers and Licences You may add or remove Licences, and change the tier of any Licence, at any time from the billing page in the product. Changes are applied to your subscription and billed on a prorated basis. ### 9.4 Auto-Upgrade Auto-upgrade is enabled by default (you may opt out at any time—see below) to keep processing uninterrupted. If a Licence's usage in a quarter reaches 110% of its tier's Billable Document allowance, that Licence is automatically upgraded to the next tier that fits its volume, and the prorated difference is charged to your payment method the same day. You can turn auto-upgrade on or off at any time from the billing page. If auto-upgrade is turned off, billable actions on a Licence are paused once it reaches 100% of its allowance, until the next quarter begins or you upgrade the tier manually. ### 9.5 Billing, Taxes and Payment You are billed for your Licences in advance on a recurring basis (typically monthly), while Billable Document allowances are measured per quarter as described in Section 9.1. All fees are stated exclusive of VAT and other applicable taxes, which you are responsible for paying at the prevailing rate. Fees are payable in the currency stated at checkout. You must keep valid payment details on file and authorise us and our payment processor to charge the applicable fees. ### 9.6 Promotional and Introductory Pricing We may offer promotional, introductory, or time-limited discounts (including via discount codes). Unless stated otherwise, such discounts apply only for the stated period and Licences, are not transferable, may not be combined, and may be withdrawn or amended for future periods. On expiry of a promotional period, fees automatically revert to the then-current standard or agreed rate. Such reversion is not a price change for the purposes of Section 9.7, and no further notice is required beyond the terms of the offer. ### 9.7 Price Changes We may change our standard fees from time to time. Any increase to your recurring subscription fees—other than a reversion under Section 9.6 or an auto-upgrade under Section 9.4—will be communicated to you with at least thirty (30) days' advance notice, and takes effect from the start of the next billing cycle following that notice period. ### 9.8 Renewal and Cancellation Subscriptions are monthly-rolling and renew automatically. You may cancel at any time from the product; cancellation takes effect at the end of the then-current billing cycle and you retain access until then. We do not refund partial billing periods except as required by law or agreed in writing. ### 9.9 Late Payments If your payment is overdue, we may suspend your access to the Services until payment is received. We may also apply interest or charges as permitted by law. ### 9.10 Legacy Plans Customers on legacy or grandfathered pricing continue on their existing plan until they migrate to current pricing or we give notice under Section 9.7. ## 10\. Refunds You may request a full refund within 30 days of your initial purchase. Refunds are granted at our discretion except where required by applicable law. For the avoidance of doubt, statutory consumer cancellation rights do not apply to business users. Email support@briefcase.so to initiate a request. ## 11\. Confidentiality Both parties agree to keep each other's non-public information confidential, to use it only as necessary to perform obligations under these Terms, and to protect it with reasonable care. This obligation survives termination. ## 12\. Intellectual Property Briefcase and its licensors retain all rights, title, and interest in the Services and all underlying technology. You receive a non-exclusive, non-transferable, revocable licence to use the Services during the term of your subscription, subject to these Terms. ## 13\. Service Availability and Support We are committed to delivering a reliable and responsive service experience. While we do not guarantee uninterrupted availability, we work to maintain high uptime and address any issues promptly. All Customers have access to our support team. In addition to email-based support via support@briefcase.so, we offer optional direct communication channels—such as Slack, Microsoft Teams, or Google Chat—for fast issue resolution, feedback discussions, and service updates. Customers may choose whether to use these channels. We aim to respond quickly and pragmatically to support queries, prioritising those that affect core business workflows. We also welcome product feedback and aim to incorporate it into our roadmap where feasible. From time to time, maintenance, updates, or service interruptions may occur. Where possible, we will provide advance notice of planned downtime. You are responsible for maintaining an internet connection and compatible systems to access the Services. ### 13.1 Accuracy of Outputs The Services use automated and AI-based processing to extract, categorise, and assign VAT treatment to documents and to automate accounting tasks. While we work to make these outputs accurate, they are generated automatically and we do not warrant that they will be error-free, complete, or fit for a particular purpose. You are responsible for reviewing and approving outputs before using them in any filing or submission. To the fullest extent permitted by law, outputs are provided “as is,” subject to Section 14 (Limitation of Liability). ## 14\. Limitation of Liability To the fullest extent permitted by law: - We are not liable for indirect, incidental, special, or consequential damages; - Our total liability under these Terms is limited to the amount you paid to us in the 12 months prior to the claim; - Nothing in these Terms limits liability for death, personal injury, fraud, or any liability that cannot be lawfully excluded. ## 15\. Indemnification You agree to indemnify and hold Briefcase harmless from any claims, damages, or losses arising from: - Your breach of these Terms; - Your unlawful use of the Services; - Your violation of any rights of a third party. ## 16\. Termination ### 16.1 By the Customer You may terminate your subscription at any time by notifying us. Access to Services will continue until the end of the current billing period. ### 16.2 By Briefcase We may suspend or terminate your account for breach or misuse. We may also terminate the Services for convenience with 30 days' written notice. ### 16.3 Post-Termination - **Data Retention**: We will make your Customer Data available for 30 days after termination. After that, we may delete your data unless required by law to retain it. - **Survival**: Sections 11 (Confidentiality), 12 (Intellectual Property), 14 (Limitation of Liability), 15 (Indemnification), and 19 (Miscellaneous) will survive termination of these Terms. ## 17\. Publicity Unless otherwise agreed in writing, you grant Briefcase the right to use your name, logo, and brand assets to identify you as a customer on our website, in sales decks, and in other marketing or promotional materials. You also allow us to reference or quote feedback you provide — including comments made in calls, emails, chats, or other interactions with our team — provided we use reasonable judgment and do not disclose confidential information. You may opt out of this publicity right at any time by contacting us at support@briefcase.so. ## 18\. Governing Law and Dispute Resolution These Terms are governed by the laws of England and Wales. Any disputes will first be attempted to be resolved by negotiation. If unresolved, either party may refer the matter to mediation under the Centre for Effective Dispute Resolution (CEDR) Model Mediation Procedure. Courts of England and Wales have exclusive jurisdiction. ## 19\. Changes to These Terms We may update these Terms from time to time. Material changes will be posted on our website and may be notified via email or in-product. Continued use of the Services after changes take effect constitutes your acceptance of the new Terms. ## 20\. Miscellaneous - **Entire Agreement**: These Terms and the Privacy Policy constitute the entire agreement between you and Briefcase. - **Severability**: If any part of these Terms is found to be unenforceable, the remainder will remain in effect. - **Waiver**: Failure to enforce any provision does not constitute a waiver of future enforcement. - **Assignment**: You may not assign these Terms or your rights under them without our prior written consent. We may assign or transfer our rights or obligations under these Terms, provided we take reasonable steps to ensure that your rights are not adversely affected. - **Force Majeure**: Neither party shall be liable for any delay or failure to perform due to causes outside their reasonable control, including but not limited to natural disasters, cyberattacks, utility failures, acts of war, pandemics, or government restrictions. ## 21\. Contact Us If you have questions about these Terms, contact us at: support@briefcase.so --- # Long-form conversations about the future of accounting > Canonical page: https://briefcase.so/thebrief > Briefcase content index: https://briefcase.so/llms.txt Join us for a conversation series with firm owners, founders and leaders doing the hard work to shape the profession. The Brief Firm owners, founders and leaders share the real stories behind building, scaling, and transforming practices. ## Featured Episode [ ![Prompt Engineering is Dying: John Toon the Accounting AI Evangelist](https://briefcase.so/images/the-brief-ep7.png) ](https://youtu.be/TQTkDyOw5UU) [12 May 2026 ## Prompt Engineering is Dying: John Toon the Accounting AI Evangelist John Toon, the AI Evangelist of Accounting, on his new role at HRV, global strategy at HLB, and why the future of the profession runs through AI, automation, and the skills to navigate it. Watch Now](https://youtu.be/TQTkDyOw5UU)[Also on Spotify](https://open.spotify.com/episode/1sqhGsC25KbuQvUDZpe3HB?si=moOzSK_CSZqnTWaQ7_0hMA) Subscribe to get notified of every episode and more Early access, guest announcements and behind-the-scenes content. ## Episodes 12 May 2026 [](https://open.spotify.com/episode/1sqhGsC25KbuQvUDZpe3HB?si=moOzSK_CSZqnTWaQ7_0hMA)[](https://youtu.be/TQTkDyOw5UU) 6 May 2026 [](https://open.spotify.com/episode/6ZcJi9mQK3uoFV5iHJuTYu)[](https://youtu.be/ldWBgMrGn7A) Coming Soon ### And much, much more to come... Coming Soon Coming Soon Coming Soon ## Never miss an episode Subscribe to get notified of every episode and more. --- # Calculators we actually use in the product. > Canonical page: https://briefcase.so/tools > Briefcase content index: https://briefcase.so/llms.txt Free HMRC calculators used in Briefcase. Mileage claims and CIS deductions, no signup. Free tools HMRC rates, no signup. Built for UK practices and the people they file for. [ Live2026/27 rates ## HMRC mileage claim calculator Approved mileage, the 10,000-mile split, and VAT on the fuel element. Add journeys and download a receipt. Open the calculator ](https://briefcase.so/tools/hmrc-mileage-claim-calculator)[ Live ## CIS deduction calculator Labour after materials, plant hire and VAT. Download a payment and deduction statement. Open the calculator ](https://briefcase.so/tools/cis-deduction-calculator) --- # CIS deduction calculator > Canonical page: https://briefcase.so/tools/cis-deduction-calculator > Briefcase content index: https://briefcase.so/llms.txt Calculate a CIS deduction on labour after materials, plant hire and VAT. Download a payment and deduction statement. No signup. [Tools](https://briefcase.so/tools)/CIS deduction calculator ## The invoice Date Invoice ref Subcontractor status ## This line Description Amount Type ## On this invoice - No lines yet. --- # HMRC mileage claim calculator > Canonical page: https://briefcase.so/tools/hmrc-mileage-claim-calculator > Briefcase content index: https://briefcase.so/llms.txt Calculate a tax-free UK mileage claim with HMRC approved rates for 2026/27. Add journeys, see VAT on the fuel element, and download a receipt. No signup. [Tools](https://briefcase.so/tools)/Mileage claim calculator ## The car Ownership Fuel Engine size Tax year Already toward 10,000 ## This journey Date Purpose From To Miles Passengers ## On this claim - No journeys yet.