CountServa
AI Accountant
The AI Accountant in CountServa reads the documents you upload, such as receipts, supplier bills, sales invoices and bank statements, and turns them into structured data and draft transactions for your approval. It also answers questions about your books in plain language, checks your audit readiness and suggests tax-saving actions. Nothing posts to your ledger without a person reviewing and approving it.
Before You Start
- Uploading needs the Upload / Snap Documents for AI Verification right.
- Reviewing documents and using the hub needs the AI Accountant (Document Inbox) right.
- Set up your Chart of Accounts so the AI can assign expense accounts. See Chart of Accounts and Journals.
Open the AI Accountant
Press AI Accountant in the top bar, just left of the + button. The hub shows your document library with Files, Used and Not Used counts, and tabs for Documents, Audit Readiness and Tax Saver (the last two appear for roles that may see financial data). The header has Ask Anything and Upload.
Upload Documents
- Press Upload.
- Leave Document Type on Detecting... for receipts and bills, or choose a type yourself.
- Press From Device to pick files, or Take Photo to use the phone camera. Images, PDF and spreadsheets are accepted.
- For a multi-page document, use Add Page or Capture Page Into the Active Document. Press Add Another Document to start the next one.
- Use Rotate Left, Rotate Right and crop to straighten a photo, then Apply.
- Press Upload for Verification.
Document Types
| Type | What the AI Does With It |
|---|---|
| Receipt | Reads it as an expense, for bills or claims |
| Supplier Bill / Tax Invoice | Reads supplier, lines, SST and total for a draft bill |
| Sales Invoice | Reads it for a draft sales invoice |
| Bank Statement | Reads lines and balances for bank reconciliation |
| Credit Note, Debit Note, Payment Receipt / Voucher, Purchase Order, Quotation, Delivery Order | Stored and read as supporting documents |
| Audited Financial Statements | Imports a signed past-year audited report |
Review and Verify a Document
Each document goes through the queue on its own. Open it from the Documents tab.
- Check Extracted Data, which shows what the AI read: supplier or customer, Doc No, Date, Currency, Tax Mode and Total, with the Line Items.
- To correct anything, open Edit Digitized Data, change the fields or lines, and press Save & Verify (or Save Only to keep working).
- Check the GL Account the AI assigned. Press Change Account to pick another, or Re-run Classification.
- Press Verify Document when everything is right.
- Press Create Draft Bill or Create Draft Sales Invoice to turn it into a draft document you can check and post.
Why a Document Is Held
If a document is not verified yet, CountServa explains why and what to do:
| Reason | What to Do |
|---|---|
| Waiting in the queue to be digitized | Nothing. It is picked up automatically, usually within a minute. |
| Being digitized right now | Wait. It finishes on its own. |
| Looks like an exact duplicate / Possible duplicate | Compare with the earlier document and discard the copy if it is the same |
| The AI could not read this document clearly | Upload a clearer photo or press Digitize Again |
| The scan was unclear, so the AI is not confident in the figures | Check the figures carefully, correct them, then Verify Now |
| The document date could not be read, or is in the future | Enter the correct date |
Tasks the AI Can Build
From the AI Accountant you can start guided tasks that use documents from your library:
- Build Expense Claim and Build Expense Advance from staff receipts.
- Build Supplier Bill from a supplier invoice.
- Import Bank Statement into Banking > Bank Statements.
- Import Audited Report and Apply Audit Adjustments from a signed audited report.
- Read SST-02 Return to fill an SST return record.
Each task prepares drafts only. You review and post them yourself.
Ask Anything
- Press Ask Anything.
- Type a question, such as "How much did we spend on utilities this year?" or "Which customers owe more than 90 days?".
- Attach a file with From Device, Take Photo or Pick from Library if the question is about a document.
- When the AI proposes a draft from your file, review it and press Approve or Reject. An approved draft opens as a draft document for you to edit and issue.
Use New Conversation to start fresh and History to reopen Recent Conversations. The AI Accountant only prepares drafts and answers. Nothing posts to your ledger without your approval.
Audit Readiness
The Audit Readiness tab checks your books for a Financial Year and lists items as Blocker, Prep Step or Passing. Each item explains Why it matters, What to do and when you can tick it. When there are no blockers, the books tie out. Press Download PDF or Email to Auditor to share the result.
Tax Saver
The Tax Saver tab gives guidance to optimise your tax for a Year of Assessment, based on your actual figures. Work through the cards, starting with anything marked Action Needed. Discuss any action with your tax agent before acting on it.
Frequently Asked Questions
Does the AI Post Anything Automatically?
No. The AI Accountant reads documents and prepares drafts. A person must verify, approve and post every transaction.
Can I Upload the Same Receipt Twice by Mistake?
CountServa flags exact and possible duplicates so you can discard the copy before it is booked.
What File Types Can I Upload?
Photos, PDF files and spreadsheets such as Excel and CSV.
Who Can See My Uploaded Documents?
Only users in your company whose role includes the AI Accountant rights. Documents stay within your organisation.