Accounting Assistant: the guide

• New Zealand accounting practices that prepare rental property returns
• Landlords who do their own rental accounts, with or without Xero

Every year the same chase for rates notices, loan statements and invoices, then hours of coding bank lines and checking the interest and loss rules by hand.

• One request per client for the year's records, drafted from last year's, for you to check
• Reminders for only what is still to come, then over to you after the last one
• Bank lines coded to the rental schedule, with the ones it isn't sure of asked of you first
• Interest, ring-fenced losses and holiday-home days worked out by the rules for each year, never guessed
• Every figure traced to a document page or a bank line
• Sign-off by section, so a reviewer sees what changed and why

Starts the season

Each client's file rolls forward with last year's properties, owners and losses, and a request is drafted from what each property needs.

Gathers the records

Clients upload from their own link or reply by email. Each record is checked for the right year and property, and anything wrong is sent back with why.

Codes the bank

Each bank line goes to its rental schedule line and property. Lines it isn't sure of, like a payment that could be a repair or a new heat pump, come to you with a suggestion.

Works out the figures

Rent, rates, insurance, interest, repairs and the rest for each property, with last year beside this year and large changes marked for review.

Keeps the losses

Losses are ring-fenced across the portfolio, or for a property kept on its own, and carried forward to next year.

Asks, never guesses

Repairs or capital, a private share, a loan used for more than the rental: each is a question with a suggested answer and how sure it is.

1. 1

   Set up

   Your practice and team come from your AI control centre. Add your clients and their properties, or start from last year's files.

2. 2

   Start the season

   One press opens every client's file for the year and drafts their request. Nothing is sent until you check it.

3. 3

   Records come in

   Each one is read and filed to its property. You see what has arrived and what is still to come for every client.

4. 4

   The bank is coded

   Lines it is sure of are coded with their evidence; the rest wait for you under Your actions.

5. 5

   Figures and review

   The rental schedule for each property, losses carried forward, and each section signed off by your reviewer.

6. 6

   Filed

   Copy each line into your tax software and mark the file filed. Next year starts from here.

1. 1

   Your practice

   Your name and details, from your AI control centre.

2. 2

   Who does what

   Preparers and reviewers for your clients.

3. 3

   Your season

   The tax year you are working on, and whether clients are on your extension of time.

4. 4

   Requests and reminders

   When requests and reminders go, in your sending hours.

5. 5

   Connect

   Your clients' banks, read only, and Xero if you use it.

6. 6

   Sending without you

   You approve everything first: each request and reminder.

7. 7

   Go live

   Add your clients and start the season.

Every Buildloop assistant works off your AI control centre, which holds your company details, knowledge and settings, trains each assistant and passes what one learns to the others. The more it knows about your business the more accurate every assistant is, and each one you add makes the others stronger.

Your AI control centre keeps what it knows about your business in Content Sections you can open, check and add to, with what's missing shown. Each says whether it's for customers, staff or both. You start with About the business, Products and services, Pricing, Payments, Opening hours, Contact details, Locations and service areas, Booking and ordering, Delivery and collection, Returns, refunds and warranty, Terms and policies, Common questions, Staff knowledge, Other, and can add, rename or remove them; the AI suggests sections from what it reads. How we talk, Rules and Suppliers are kept beside them.

Your clients' banks, through the AI control centre

Optional, coming. Each client's bank lines for the year, read only, connected by the client from their request.

Email

Needed, coming. Requests and reminders sent in your practice's name, with records sent back by reply.

Xero

Optional, coming. Reading a client's organisation where they use Xero, never changing it.

• Every request for records waits for a person to send it
• Every reminder waits for a person, until you let them go on their own
• Every question about how something is treated is answered by a person
• Each section of a file is signed off by a person before it is filed

NZ$99 a month, including 5 properties a month, then NZ$15 for each property after that. Cancel any time. Priced for your practice and its clients: we talk it through with you first. Every account also has the AI control centre, NZ$49 a month, once for all its assistants.

• Rental property returns first: the rental schedule and losses, not a whole individual return
• It doesn't file with IRD: you copy the figures into your tax software or myIR
• Clients upload files and photos up to 4 MB each on their page; bigger files come by email

• Your clients' records are stored in Sydney, Australia, and only people in your practice can open them
• Documents and bank lines are read by the AI model and are never used to train it
• You keep your records: download every document and figure at any time
• Bank access is read only, through Akahu, and a client can stop it whenever they like