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Transform your month-end.
Transform your finance team.

AI automations that free your finance team from manual processing — and upskill them with the tools that are transforming the profession. AI tools from 2026, deployed with 30 years of experience.

Take the Free Assessment Watch the Demo

Or book a discovery call directly

91.5% processing time reduction
489 hrs/year saved
18+ automations
Full team training & upskilling

Based on a full proof-of-concept assessment of a fictitious £30m charity (built with AI as a test case)

The Problem

Sound familiar?

Finance teams everywhere face the same challenge: too much time spent processing, not enough time for the work that actually matters.

Month-end takes too long

Your team spends days on journals, reconciliations, and pulling together reports. The same manual steps, every single month.

The median finance team takes 6.4 working days to close. 94% still rely on spreadsheets. — APQC / Ledge.co 2025

No capacity for strategic work

By the time the numbers are ready, the board meeting is tomorrow. Analysis and insight get squeezed out by process.

Finance teams spend 70% of their time on data collection, leaving only 30% for analysis. — Deloitte

Manual processes mean risk

Every spreadsheet formula, every manual journal, every copy-and-paste is a potential error. Your auditors know it. Your team knows it.

90% of finance teams are at Level 0–1 automation maturity. — Rossum 2025

Your best people will leave

Finance professionals who see AI transforming the profession want to work with it, not without it. Organisations that don't invest in upskilling lose their most ambitious staff to those that do.

The average cost of replacing a qualified finance professional is £15k–£25k. Upskilling costs a fraction of that — and builds a world-class team.
How It Works

From first call to fully automated

1

Assess

Send us your GL transaction export and your month-end close timetable. We'll produce a full automation assessment showing which processes can be automated and how much time your team could save.

2

Configure

We build each automation against your chart of accounts, cost centres, and fund codes. Your data, your structure, your rules.

3

Validate

Full parallel run — your manual process alongside the automated version, compared line by line. Nothing goes live until the numbers match.

4

Handover

Team training, full documentation, and post-go-live support. When we leave, your team runs everything independently.

Automations

Automations across each stage of your month-end close

Every journal. Every reconciliation. Every variance. Configured to your data.

1

Bank Reconciliation

Automated matching of bank statement to GL, identification of timing differences, and reconciling item reporting
2

Accruals Journal

Recurring and non-recurring accruals with auto-reversal, missing cost detection, and month-on-month comparison
3

Correction Journals

Miscoding detection, supplier-to-GL mapping, reclassification journals with full audit trail
4

Prepayments Journal

PDF invoice reading, service period extraction, amortisation schedules, and monthly release journals
5

Deferred Income Journal

Restricted grant matching, contract income release schedules, and fund balance reconciliation
6

Fixed Assets & Depreciation

Asset register maintenance, new additions, disposals, straight-line depreciation, and monthly posting
7

Payroll Journals

Bureau report split by cost centre, fund, and project with employee-level allocation and variance flagging
8

Credit Card Expense Coding

Statement import, transaction categorisation, GL code suggestion based on history, and exception flagging
9

Reconciliation Suite

GL-to-subledger, bank, intercompany, balance sheet, payroll control, and donation platform reconciliations
10

Payroll Variance Analysis

Actual vs budget by cost centre, pay element, and employee with commentary on significant variances
11

Journal Analysis & Anomaly Detection

Automated scanning for unusual postings, duplicate entries, round-sum transactions, and out-of-pattern activity
12

Income Reconciliation

Grant income matched to award letters, donation platform reconciliation, and restricted fund income tracking
13

Cost Centre Reviews

Actual vs budget by cost centre with variance analysis, trend identification, and exception highlighting for management review
14

Income Statement & Variance Analysis

Monthly, YTD, and full-year with budget comparisons, prior year, and auto-generated variance narrative
15

Management Accounts Pack

Formatted board-ready pack with SOFA, balance sheet, variance tables, directorate reports, and executive summary
16

Budget Consolidation & Reforecasting

Actuals to date combined with adjusted forward budget, phased by month with departmental roll-up
17

Budget Holder Reporting

Individual budget holder packs with spend-to-date, committed costs, forecast outturn, and variance commentary for monthly reviews
18

Cash Flow Forecasting

Rolling 12-month forecast built from committed income, scheduled payments, and seasonal patterns
19

Balance Sheet Forecasting

Forward-looking projections of reserves, working capital, and fund balances for trustee reporting
20

Donor & Restricted Fund Reporting

Fund-level income, expenditure, and balance reporting with donor compliance tracking and variance flags
21

SOFA Preparation

Statement of Financial Activities with income and expenditure by fund, activity, and prior year comparatives
22

Balance Sheet Reconciliations

Full reconciliation of every balance sheet line to supporting schedules and subledgers
23

Fund Reconciliations

Restricted, unrestricted, designated, and endowment fund movements with opening-to-closing reconciliation
24

Cash Flow Statement

Automated cash flow from operating, investing, and financing activities with reconciliation to cash balances
25

Investments Performance

Portfolio valuation, realised and unrealised gains, investment income, and policy compliance reporting
26

Going Concern Assessment

Forward-looking cash flow projections, reserves analysis, and scenario modelling to support trustees' assessment
27

Staff Costs Analysis

Headcount, salary bands, pension costs, key management personnel, and pay ratio disclosures
28

Fixed Asset Register

Additions, disposals, depreciation schedules, and net book values by category for note disclosure
29

Cost Analysis & Support Costs

Activity-based cost allocation, support cost apportionment, and expenditure breakdowns for SOFA notes
30

SORP Disclosure Pack

Related parties, trustees' expenses, grant-making, ex-gratia payments, and other Charities SORP requirements
Why Us

The latest AI tools for 2026.
Delivered with 30 years of finance expertise.

Three decades improving finance processes, combined with fully tested AI automation tools. Every automation has been validated end-to-end against real finance data.

Configured to your data

Every automation is built against your chart of accounts, your cost centres, your fund codes. We've tested this across 93 GL codes, 37 cost centres, and 3 fund types. No generic templates.

Fully tested and validated

Every automation has been built, tested, and validated end-to-end against 24 months of real finance data — 6,600 transactions. These are production-ready tools, not prototypes.

Your team owns it — and grows with it

Your team doesn't just learn to press a button — they learn to work with AI as a professional tool. That's a career skill that makes them more valuable, more engaged, and more likely to stay. Full training, full documentation, full independence.

Sector-specialist expertise

Deep experience across charities, international development, housing, membership, and commercial sectors. SORP, restricted funds, and multi-entity reporting all covered. Designed by a Finance Director — not by a software vendor learning finance terminology.

Works With

Works with the system you already have

AI doesn't replace your finance system — it connects to it. Whether you're on QuickBooks, Xero, Sage, Business Central, or something more specialist, there is a path to get Claude working with your data from day one.

1
Quick Start

Export & Process

Export your data in whatever format your system produces — spreadsheets, CSVs, PDFs, or Word documents. Claude processes it immediately: journals, variance analysis, management reports. No technical setup, no IT department, no waiting. Start this week.

Works with
Every finance system — including Sage 50, Exchequer, Access Dimensions, TechnologyOne, and any system that can produce a file. Reads Excel, CSV, PDF, and Word documents.
→
2
Automated Flow

Schedule the Extract

Your finance system exports data automatically on a schedule — daily, weekly, or at month-end. Power Automate, Zapier, or your existing workflow tools handle the transfer. If your supporting documents already live in Microsoft 365 — a payroll file in OneDrive, a bank statement in Outlook, a budget model on SharePoint — or in Google Drive, the automation reaches them there. The manual export step disappears.

Works with
Most cloud systems: Xero, QuickBooks Online, Sage Intacct, Business Central, Zoho Books, FreeAgent, and 20+ others with Zapier or Power Automate connectors. Also connects directly to Microsoft 365 (OneDrive, SharePoint, Teams) and Google Drive.
→
3
Live Connection

Direct API Link

Claude connects directly to your finance system. Query live data, run analysis, and generate outputs in seconds — without moving a single file. The finance system is the source of truth; Claude is the intelligence layer above it.

Works with
QuickBooks Online, Xero, Sage Intacct, Dynamics 365 Business Central, Oracle NetSuite — all with official AI connectors. SAP and others via API bridges.
System compatibility at a glance
QuickBooks Online Xero Sage Intacct Dynamics 365 BC Oracle NetSuite SAP S/4HANA Zoho Books Odoo Sage 50 Sage 200 Blackbaud FE FreeAgent Wave Access Financials iplicit TechnologyOne Unit4 / Agresso SunSystems Exchequer Liberty Accounts + any CSV export
Official AI connector
Third-party connector available
CSV / export path
Important

Your software's built‑in AI doesn't speak charity finance

QuickBooks and Xero now have Claude built in. That is genuinely good news. But off-the-shelf AI is configured for generic small businesses — it doesn't know the specific requirements of charity accounting.

  • Restricted and unrestricted fund splits — built-in AI doesn't know your fund structure or your funders' reporting requirements.
  • SORP and SOFA compliance — generic journal coding will produce outputs your auditor won't accept.
  • Bureau format changes — your payroll bureau quietly changes their file layout. Generic AI breaks. Ours doesn't.
  • Grant income recognition — timing, conditions, and deferral rules vary by funder. There's no off-the-shelf logic for this.

AI Finance Office configures the connection and the logic — so outputs are correct for a charity, not just any organisation.

Case Study

Tested. Measured. Proven.

We built a fictitious £30m charity as a test case and ran a full proof-of-concept assessment — 185 staff, 37 cost centres, 3 fund types, restricted and designated funds, and a full year of realistic finance data.

91.5%
Reduction in monthly
processing time
489
Hours saved per year
(~3 months FTE)
18
Automation opportunities
from a single GL export
71%
Reduction in total
close effort
6,600
Transactions analysed
from a single GL export
~3 mth
FTE capacity freed
annually for strategic work

The automated close reduced total monthly effort from 102 hours to 29.5 hours — freeing the equivalent of 3 months of full-time capacity annually. That freed capacity was redirected from data processing to the work that actually matters: better analytics for budget holders, timely narrative for the executive, and board-quality reporting delivered days earlier than before. The finance team moved from chasing numbers to explaining them.

Also validated in production. Management accounts automation has been tested with a live client using real transactional data. Client details confidential.

Before
10 days
Month-end close
102 hrs
Total close effort per month
44.5 hrs
Processing time per month
After
4–5 days
Month-end close
29.5 hrs
Total close effort per month ↓ 71%
3 hrs 46 min
Processing time per month ↓ 91.5%

Phase 1 deploys in the first two weeks and saves 9 hours/month from day one.

See What Your Data Reveals Read the Full Assessment →
How We Work

Every engagement starts
with a conversation

Not a package. We talk through your team's biggest time pressures, look at your processes, and work out what automation could actually do for you.

Step 01

We start with your team and your processes

We map your month-end close, understand your systems and data, and identify where your team's time is going. No assumptions — just a clear picture of where the friction is.

Step 02

We scope what will make the biggest difference

From a focused two-week assessment to a full automation programme — we agree the right shape together based on what your team actually needs, not a pre-set package.

Step 03

We build, test, train, and hand over

Automations are validated through parallel runs before going live. Your team is trained to run them independently from day one, with support through the first live close cycles.

If you're curious about what this could look like for your organisation, I'd love to have a conversation.

Let's have a conversation →

Or message me directly on LinkedIn.

About

Built by a finance director,
not a software vendor

Alan de Sousa Caires
FCCA · Six Sigma Black Belt
Connect on LinkedIn

Alan de Sousa Caires

I don't send a junior. I don't sell software licences. When I work with your finance team, I sit beside them, configure the automations myself, and make sure everything runs before I leave. AI Finance Office exists because I spent 30 years watching finance teams drown in manual processes that technology solved years ago — they just never had someone who understood both the finance and the tooling well enough to bridge the gap.

My career has been built at scale. At GE Lighting, two-day month-end closing was standard — and I ran the projects that delivered it, across a 10-country SAP implementation with 40 Six Sigma projects and $4 million in verified savings. I led global finance for BBC Media Action — an INGO operating across 25 countries. At The Film and Television Charity, I served as Director of Finance & Operations, implemented Sage Intacct and Salesforce CRM, and won the Charity Times 2020 “Best Use of Technology” award. Every role involved building systems, strengthening governance, and making organisations run better.

What makes this different from a software consultancy is simple: I have sat in the chair you are sitting in. I have presented the management accounts to the Board, closed the month-end under pressure, explained the variance to the CEO, and stayed late to fix the reconciliation. I build automations that solve the problems I have lived with — then I train your team to own them without me.

FCCA (1995) Six Sigma Black Belt 30+ Years in Finance GE · BBC · FTVC Two-Day Close at GE Charity Times Technology Award SAP · Sage Intacct · Salesforce
Learn

See it in action

Step-by-step video walkthroughs showing real finance automations. Free, no sign-up required.

Finance Automation Videos

Step-by-step walkthroughs with real finance data.

  • 1 Introduction & bank reconciliation
  • 2 Payroll posting & variance analysis
  • 3 Credit card expenses

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Security

Your data stays with you

Secure

No Model Training

Your financial data is never used to train AI models. We operate under Anthropic's commercial Data Processing Agreement, with UK GDPR-compliant international transfer safeguards.

Private

No Data Retention

We don't keep copies of your data after the engagement. Everything stays with your team.

Compliant

GDPR Compliant

UK GDPR compliant. Data Processing Agreement available on request. No third-party sharing.

Governance

AI governance built in

Every engagement includes AI governance documentation as standard. Your board, audit committee, and regulators get the assurance they need — without a separate workstream. Read our full governance framework →

Policy

AI Policy

Organisational AI use policy tailored to your organisation.

Docs

Process Documentation

Full documentation of every automated workflow and control.

Board

Committee Reporting

Board and committee papers covering AI implementation and risk.

See what your month-end could look like

Send us your GL transaction export and your month-end close timetable. We'll produce a full automation assessment showing which processes can be automated, how much time your team could save, and what the implementation looks like.

Book a Discovery Call Take the Free Assessment

Or email directly: info@aifinanceoffice.com