Documents
Invoices and statements are re-keyed
Staff move information from PDFs, email and capture tools into structured ledger or workpaper formats.
Accounting & bookkeeping | Australia
AI for accountants and bookkeepers in Australia
VibeZero builds Xero and MYOB workflows for accounting and bookkeeping practices across Australia, covering source documents, client onboarding and reporting preparation without weakening professional review. Client information, tool approval and lodgement sign off are designed as part of the workflow, not added afterwards.
AI can extract, flag and prepare. Your registered agents and accountants still make the calls on professional judgement, client advice, calculations, AML/KYC decisions and lodgement approval.
- Suggested starting point
- A reconciliation queue your team can review
- Scope to agree
- A scoped reconciliation workflow with source links, exception rules and accountant approval.
- What you bring
- Your practice lead, a redacted example and the Xero or MYOB product you use.
- Commercial model
- Scope and price agreed before paid workHow pricing works
Where time disappears
If staff are re-entering information into Xero or MYOB, the practice has a workflow problem
Source documents, reconciliation exceptions, onboarding records and reporting preparation often repeat the same client information across separate tools.
Reconciliation
Every row is inspected to find a small exception set
Unmatched or unusual transactions are difficult to separate from routine items before professional review.
Onboarding
Client and AML/KYC information moves through email
Forms, evidence, engagement records and practice management updates become separate administrative steps.
Reporting
BAS and management reporting preparation begins manually
Approved ledger information, commentary and supporting evidence are assembled before an agent can review the work.
What we build
Xero and MYOB workflows with review gates left intact
We focus on repeated, reviewable practice work and keep the ledger, practice system and responsible professional as the sources of truth.
A practical starting point
A reconciliation queue your team can review
Start with one ledger workflow where staff spend time finding the transactions that need attention. Confirm the source records and review rules before connecting systems.
What stays with your team
Your accountant or registered agent still approves advice, professional determinations and lodgements. Client information stays in approved systems.
Illustrative workflow
Reconciliation review queue
- Source record
A transaction is linked to its invoice or statement.
Staff can open the original before relying on an extracted field.- Exception
A missing document or mismatch is separated from routine items.
A bookkeeper confirms the reason and decides what needs investigation.- Approval
The proposed correction stays in the review queue.
Your responsible professional signs off before the approved next step.
Primary build
Document & practice workflow automation
- Document extraction from Dext, PDF or email
- Bank reconciliation triage
- Client onboarding workflow
- BAS and reporting preparation
- Practice knowledge search
- Client email drafting
Reconciliation
Bank rec and transaction triage
Flag unmatched or unusual items for staff to confirm, correct or investigate rather than making an accounting decision automatically.
Documents
Source document extraction
Extract selected invoice, receipt and statement fields into a structured draft with source and confidence available for review.
Onboarding
Client intake & onboarding
Coordinate forms, AML/KYC evidence collection, engagement records and practice system updates without automating the determination itself.
Reporting
BAS & reporting preparation
Prepare summaries and client facing commentary from approved information for the accountant to reconcile and sign off.
Enablement
Training for accounting teams
Practical training on approved tools, client data rules, public tool risks and required review before advice or lodgement.
Client experience
What clients say about working with us
These comments describe VibeZero's general approach to listening, scoping and delivery; they are not presented as accounting industry case studies.
No jargon, no upselling, just solid work delivered on time. They understood our business from the first call and built exactly what we asked for.
Talk through a starting point
The first 30 minute conversation is free. We work out what needs scoping before any paid work is agreed.
Describe the workflow first. Do not send client records, patient information or credentials through the enquiry form.
Operating context
How the work fits your business
Explore the work, the systems involved and the decisions your team keeps.
Professional boundaryAutomate the preparation, not the professional judgement
The boundary is documented in the workflow and staff guidance so a convenient tool does not quietly become an unapproved decision maker.
Suitable assistance
- Extract selected fields from source documents with the source visible
- Flag reconciliation exceptions for staff review
- Prepare onboarding, report and correspondence drafts
- Search approved internal practice material within access rules
Keep with registered staff
- Provide unreviewed tax or financial advice to a client
- Make AML/KYC, superannuation or other professional determinations
- Send or lodge generated output without sign off from registered staff
- Place client financial or identity information into an unsuitable public tool
Practice stackXero, MYOB and the tools the practice already uses
We name these systems because practices use them. Not every one connects the same way, so we confirm what your plan and permissions allow before scoping.
- Ledger
- Xero or MYOB AccountRight / Business
Approved document, reconciliation and reporting events can support a controlled practice workflow.
- Document capture
- Dext, AutoEntry or email ingest
Source files remain linked to extracted fields so staff can verify the draft.
- Payroll
- Xero Payroll, MYOB Payroll or KeyPay
Any payroll workflow is scoped around permissions, calculation ownership and required review.
- Practice management
- Karbon, Xero Practice Manager or Ignition
Client, task and engagement status stay centred on the practice system.
- Communication
- Outlook, Gmail or client portals
Drafts and follow up retain approval, recipient and record requirements.
- Storage
- SharePoint, Google Drive or FYI
Search and document workflows preserve repository access and version context.
GovernanceAI policy and client data rules for the practice
The Tax Practitioners Board remains the primary source for current registered agent requirements. An internal policy and register can make approved tools, permitted information, ownership and review expectations explicit.
Policy
Approved tools, data and review
Adapt the Australian AI policy template to the practice's roles, information classes and approval points.
Register
A live record of AI use
Use the AI register template to record tools, owners, data, purpose and current review status.
Training
Role based practice guidance
Teach accountants, bookkeepers and administration staff what is approved, what is restricted and how generated output is checked.
Partnerships
Referral and joint delivery context
Practices exploring referral or joint delivery arrangements can review the partners page.
Delivery detailsLocation, systems and practical fit
- Delivery
- Australia-wide
Discovery, build, training and support can be delivered remotely.
- On site option
- Perth
In person working sessions can be arranged across the metro area.
- Ledger connection
- API verifiedproposed
Product, plan, permission and endpoint fit are confirmed before scope.
- Professional boundary
- Agent sign offproposed
Advice and lodgements stay with your registered agent or accountant.
How we work
A practical engagement for accountants & bookkeepers
We work with your team on the workflow. Your qualified people still make the professional decisions.
Trace one reconciliation
We follow a redacted transaction from its source document through the ledger and staff review.Confirm access and rules
We check the product, permissions and exception rules, then agree the scope and price before build.Test with your practice
Your team checks matched, missing and unusual records before the workflow can affect live work.Hand over the queue
We document the review steps and support arrangements so your practice knows what to do when an item fails.
Practical details
Questions about accountants & bookkeepers
Practical answers about confidentiality, review, delivery and professional responsibility.
Start with high repetition tasks where staff can verify the source and output. Selected document extraction, reconciliation flagging, correspondence drafts and approved practice knowledge search are good starting points. Classify client information, approve suitable tools and require review from registered staff before advice, a client communication or a lodgement.
Start with a reviewable task
Find your first safe accounting automation
Bring the document, reconciliation, onboarding or reporting step that creates the most re-entry. We will map the practice system, client data boundary and professional sign off around it.
Australia wide | client data aware | professionally reviewed