Accounting firms face new data security challenges from tools such as ChatGPT, Google Gemini and Microsoft Copilot.

Some employees share customer data with public AI platforms, despite their organisation's policies.

Sharing information with these platforms is not a good idea for privacy reasons alone.

To integrate AI safely and effectively, agencies need to provide their staff with a secure tool. One that does take privacy into account, or indeed keeps data within the organisation.

With M-Files Aino agencies are tackling this challenge.

Save time with AI-driven accounting

Because we as GeONE much experience in the accountancy sector, I know what it is like to manage hundreds of documents for multiple clients within tight deadlines.

Searching through these documents to understand whether they meet the requirements is a recurring challenge.

There must be a better way for that.

With M-Files' AI technology, Aino takes knowledge work to the next level by putting information at your fingertips. Aino organises information, understands the context of documents and makes interacting with that content easy. Aino saves time by automating administrative tasks. Think summarising, researching and data entry.

Thanks to Aino's language model, interacting with proprietary content and the platform is easy.

The benefit of Natural Language Processing (NLP)

NLP techniques enable computers to understand human language. They bridge the gap between what people say and write and what computers can process.

Aino can translate and generate text, provide answers and automatically tag documents with metadata.

And all in conversational form.

Aino saves time

That sounds great, of course, but what does that look like in practice?

I explain 3 concrete examples below:

Checking for completeness

When it comes to engagement confirmations and contracts, auditors will firstly check that they have been fully executed by the authorised signatories. Secondly, they will ensure that the time period and fees for covered services are correctly stated. Aino can quickly identify who signed a document and when. It can also identify the total cost for that order.

In the example below, we query Aino with three questions that save a huge amount of time in such an audit.

Sample questions to Aino:

• Who signed this document?
• Aino: Kyle Gillette
• When was this statement signed?
• Aino: 01/04/24
• What are the costs for the services?
• Aino: $50,000

To confirm these answers, users can view the document via the preview function or by opening the document. Users can thus check whether Aino's answers match the content of the document or file.

Summarising documents

Clients often provide long leases in different languages. This takes accountants a long time to review. With M-Files Aino, you can request a summary of the document in your own language. This way, accountants quickly know whether the documentation is correct.

Sample questions to Aino:

• Who are the landlord and the tenant in this lease?
• Aino: Landlord: Real Estate Inc. Lessee: Acme
• How much does the rent cost in year 1 ?
• Aino: Rental cost year 1: $60,000.00
• How much does the rent increase annually between year 1 and year 2?
• Aino: Rent increase per year between year 1 and year 2: $10,000.00
• Are there any other rent increases in this lease?
• Aino: There are other rent escalations in this lease, with the rent increasing by $10,000.00 annually.

Managing customer data

Clients provide data in different formats, such as Excel and PDF. Aino can answer specific questions about this data, saving accountants time.

Sample questions to Aino:

• What are the total advertising costs?
• Aino: $125,000
• What period does this schedule cover?
• Aino: For the year ending 31/12/23

Three concrete examples that provide immediate savings, but...

How does Aino ensure the security and confidentiality of customer information?

Aino follows the security settings of your M-Files vault. Users can only retrieve documents for which they have access rights. Information remains within the office's secure environment.

Is there a learning curve for using NLP technology effectively?

Aino can be used instantly thanks to metadata and OCR technology. The database from which Aino extracts information already exists in your own vault. This allows Aino to provide quick and efficient support.

With Aino, accountancy not only becomes safer, but also a lot more efficient and fun.

Do you have your own use cases you want to test or other questions? Schedule an online demo and find out what M-Files Aino can do for your organisation!