Manual accounting tasks consume hours of valuable business time each week. AI accounting software automates essential workflows – from daily bookkeeping to tax preparation – while reducing errors and improving financial forecasts.
This guide explains how to choose and implement the right AI accounting solution, with reviews of five leading tools that can transform your financial workflows.
What is AI in accounting software?
AI accounting software is a financial management tool that automatically handles financial processes, including invoices, reconciling transactions and preparing tax returns. It eliminates the need for manual data entry and reduces human error.
It uses artificial intelligence (AI) technologies, such as machine learning algorithms (ML) and natural language processing (NLP), to perform accounting work traditionally carried out by humans.
Other use cases of artificial intelligence in accounting software include:
General bookkeeping. AI transfers data from invoices to accounting software, categorizes transactions, automates approvals, detects anomalies and generates reports.
Invoice processing. Automate the accounts payable processes, including invoice approvals, categorization and receipt generation.
Real-time analysis. Generate insights, flag overdue invoices and offer advice on how to lower costs.
Fraud detection. Analyze financial data to look for patterns that predict fraudulent activity.
Document summary. Summarize complex financial documents like contracts, highlighting the key points and suggesting the next steps.
Tax preparation. Extract data from bookkeeping software and other financial documents to automatically complete corporate tax returns.
Global accountancy firms, including the Big Four (Deloitte, PwC, Ernst & Young and KPMG), incorporate AI into their practices. For example, Deloitte clients use Intela to automate data collection and facilitate real-time reporting on tax commitments.
AI in accounting software will become more common, with experts predicting the accounting industry will grow over 40% per year for the next five years.
Accounting professionals are equally bullish, with 71% believing AI will substantially change the industry.
5 best AI accounting software of 2025
Here are the top AI accounting software sorted by use case so that you can find the best tool for your small business.
1. Intuit Assist: best virtual assistant
Intuit Assist by Quickbooks is an AI-powered financial helper that uses generative AI to provide personalized recommendations for your company accounts.
The AI virtual assistant monitors your daily transactions, cash flow and financial health. It alerts you to low balances and suggests specific actions to improve your business finances.
Business owners can have natural conversations with Intuit Assist about their finances.
Ask, “What was my profit in January?” The AI will show you the numbers and automatically break down which products or services generated the most revenue.
Ask about unpaid invoices, and it’ll list them and suggest optimal times to send reminders based on customer payment history.
Other features include:
A daily financial statements snapshot that highlights key metrics – including cash on hand, upcoming bills and expected payments
Smart payment reminders that adapt to each customer’s payment history and automatically follow up at optimal times
One-click invoice creation that extracts data from receipts, emails and handwritten notes – eliminating manual data entry
If you’re new to QuickBooks, Intuit Assist streamlines the onboarding process by walking through key steps with customers before connecting them to a live human expert who can troubleshoot.
Pricing starts from $35 per month. A free 30-day trial is available.
Note: Pipedrive integrates natively with QuickBooks, automatically syncing your contacts, deals and invoices between both platforms, eliminating double data entry and ensuring your sales and accounting records always match.
2. Just Ask Xero: best for workflow automation
Just Ask Xero (JAX) is an AI-driven assistant that automates time-consuming accounting tasks, like creating an invoice or editing a quote. With workflow automation, you spend less time billing clients and more time building your business.
Business owners can ask JAX to complete tasks on their Xero account via email or WhatsApp. JAX is more accurate and less prone to hallucinations than other tools because it only accesses data relevant to the task. So, if you want to update a quote, it’ll only read that document.
Other features include:
A generative AI interface that summarizes bookkeeping data to answer questions about your accounts
A personalized summary of your accounts, including recommendations on accounting tasks JAX thinks you should complete
Personalized alerts that use real-time insights to highlight late payments, low balances and other issues
Pricing isn’t available for Just Ask Xero as the software is currently in beta.
Note: Pipedrive integrates natively with Xero, so you can create invoices using your customer relationship management (CRM) data and manage documents more effectively.
3. Sage Copilot: best for monitoring and analysis
Sage Copilot is an AI-powered productivity assistant that constantly analyzes financial data, like invoices, bills, bank accounts and cash flow, to flag overdue payments and tasks you must complete.
Sage Copilot helps finance teams prioritize tasks according to urgency and asks them if they want to automate them.
Other features include:
Workflow automation features that save time by automatically creating invoices, sending payment reminders and completing other bookkeeping tasks
A generative AI interface that helps business owners understand who owes them money and how much revenue they’re on course to generate
Content creation capabilities that help you write and personalize payment reminders before sending them in bulk
Pricing isn’t available for Copilot. It’s in early access mode and only available by request.
4. Blue dot: best for tax compliance
Blue dot is an AI tax compliance platform that analyzes every employee transaction to ensure compliance with local tax laws and calculate eligible and qualified VAT spend.
Blue dot ingests all employee transactions, extracting and validating the data and enriching it with additional information from other financial systems, such as accounting software. It then applies several checks and regulatory compliance assessments, which you can customize based on the markets you operate in.
Other features include:
Automated VAT compliance. Blue dot optimizes VAT recovery by identifying and calculating eligible VAT on domestic and international transactions.
Taxable employee benefits management. The platform improves employee benefits compliance by tracking, reporting and calculating taxable employee benefits.
Regulatory compliance updates. Blue dot ensures companies stay abreast of regulatory changes by constantly monitoring global tax laws and updating the platform to reflect compliance requirements.
Pricing is available on request.
5. AppZen: best for accounts receivable and expense analysis
AppZen’s AI platform builds an automated accounts payable workflow for companies that eliminates manual data entry and helps you get paid faster.
It automatically captures and validates invoices, so your team doesn’t need to key in vendor information, PO numbers or tax codes.
You can even build automated workflows with pre-defined rules that send invoices to specific people based on the invoice amount, vendor and department.
Other features include:
Expense auditing. Improves fraud detection and policy violations by analyzing expenses in line with company policies.
Email management. Integrate AppZen with your email to process invoices as soon as they land in your inbox.
Credit card auditing. Improves visibility and compliance of corporate credit card programs by automatically approving and reconciling transactions using pre-set company policies.
Pricing is available on request.
The benefits of AI in accounting software
AI automates accounting processes and analyzes data much faster than humans, so business owners can save time, lower costs and create more accurate accounts. It helps them work smarter, not harder.
Here are five ways AI in accounting software supports small businesses.
Saves time by automating routine tasks
AI accounting software turns hours of bookkeeping into minutes – saving businesses up to 12 hours weekly on financial tasks. According to the Thomson Reuters Future of Professionals report, that’s equivalent to adding one new employee for every 10 team members.
Here’s how it works.
When you receive a supplier invoice, AI accounting software:
Scans and extracts key data like supplier names, dates and amounts automatically
Matches each invoice to the corresponding bank transaction
Reconciles the payment in your books
Files the document for tax purposes
This automation reduces the time spent on manual bookkeeping to a few clicks, allowing business owners to focus on financial strategic decisions instead of data entry.
Reduces costs by handling bookkeeping
Accounting software automates everyday bookkeeping tasks that require business owners to hire additional staff, such as:
Capturing and uploading supplier invoice information
Creating invoices and bills
Chasing outstanding invoices
Reconciling bank accounts
Creating basic reports like a profit and loss chart
Almost 40% of companies report cost savings thanks to AI.
AI’s cost efficiency increases as your business grows because – unlike humans – AI doesn’t need more time or resources to handle additional tasks.
Improve accuracy and reduce manual data entry
While humans become error-prone during repetitive tasks, AI accounting software maintains high accuracy – catching costly mistakes before they impact your bottom line.
The software automatically:
Detects incorrect amounts on bills and invoices
Flags mismatched transactions during reconciliation
Alerts you to unusual spending patterns
Identifies missing payments from customers
AI removes human error from routine bookkeeping tasks, ensuring financial records’ accuracy and cash flow health.
Enhances insights using predictive and machine learning models
AI software makes fast and accurate predictions about cash flow, revenue and other financial metrics that business owners can use to inform budgets and other financial decision-making.
When you request a forecast, the AI will:
Access your sales and financial data – some models will also pull in external data like accounts from publically traded companies
Identify relevant information, spot trends like seasonality and make a prediction accordingly
Update its prediction at regular intervals or whenever new data is available
AI’s real-time predictive analytics allow business owners to spend more time implementing financial data analysis than collecting data or building reports.
Boosts tax compliance by compiling returns
AI automates much of a compliance team’s administrative work, allowing them to complete reports faster and more accurately.
The software:
Checks corporate accounts for errors like incorrect invoices
Scans government reports to spot regulatory changes
Fills out tax reports using your bookkeeping data
Automated workflows decrease the likelihood of errors and help accounting teams file returns on time – reducing the risk of penalties or audits.
Download Pipedrive's state of AI in business report 2024
How to choose and implement AI accounting software
Selecting the right AI accounting software is crucial – the wrong choice can lead to workflow disruptions, compatibility issues and wasted investment.
Follow these implementation steps to ensure the new technology delivers maximum value from day one.
Determine the accounting tasks you want AI to handle
Start by evaluating your current practices to find the tasks AI accounting software can solve. Find out what matters most by asking yourself the following questions:
Which accounting workflows consume the most of your time? This will help you narrow down AI use cases.
Which manual tasks do you struggle with? These tasks are ripe for AI automation.
What’s your budget? AI accounting software varies in price. It’s important to choose a tool that meets your budget.
What tools does it need to integrate with? AI software’s automation features are more powerful when natively integrated with other software.
Using your answers to the above questions, outline the objective you want to achieve to give your search more direction.
For example, you might aim to reduce the time you spend updating your bookkeeping software using an AI tool’s automation functionality. The tool must integrate with your existing software, such as your ERP and CRM systems. It’ll be a success if the software saves you five hours weekly.
Here’s a template you can use to create an objective:
I want to implement an AI accounting tool to [enter the task you want to solve]. It should use features like [enter core features] to achieve this. The tool must integrate with my existing software, including [enter name of software]. The implementation will be successful if [enter SMART goal].
Evaluate AI accounting tools
Look for an AI accounting tool that aligns with your requirements. For example, if you list forecasting as a process that consumes much of your time, shortlist software with strong financial reporting and analysis features.
Look for the following when examining potential tools:
Features | What to look for |
Third-party integrations | Increase workflow automation by natively integrating tools with the rest of your financial software. |
Banking sync | Facilitate automatic account reconciliation by connecting bank banks. |
Security controls | Ensure only authorized people access the tool with features like single sign-on (SSO), SCIM provisioning and access permissions. |
Multi-business support | Manage multiple businesses using the same AI tool. |
User onboarding | Make it easier for employees to use tools with self-service onboarding and training material like videos and user guides. |
Technical support | Assess the level of ongoing support. Look for multiple support channels and guaranteed response times. |
Support your research with free trials and product demos. While product pages can be insightful, there’s nothing like getting your hands on the tool.
Integrate AI software with your existing tech stack
Write a detailed integration plan that outlines the steps and resources to integrate a new AI tool. The quality of an AI’s output depends on how much high-quality data it has access to, so it’s essential to integrate it with as many of your existing tools as possible.
List your finance and accounting systems and note whether a native integration is available. If it is, setting up the AI tool should allow for one- or two-click integrations.
For software without native integrations, check if an automation platform like Zapier has pre-made connections. A quick search on Zapier’s website will show whether these are available.
Here’s an example of popular integrations between Pipedrive and Freshbooks:
Zapier integrations use a Trigger (e.g., updating a deal in Pipedrive) to perform an action in the second platform (e.g., updating an invoice in Freshbooks).
Here’s a list of Pipedrive’s Triggers and Actions:
Trigger | Action |
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Plan your Zapier integrations carefully – you’re building each one from scratch.
Consider partnering with an implementation expert to connect multiple tools fast. Ask the software provider if they have recommendations.
Provide training and support
Provide staff with the necessary training materials to learn and use your software. According to respondents in Pipedrive’s State of AI in Business Report, a lack of knowledge is the biggest barrier to AI adoption.
Support employee adoption with these training resources:
Step-by-step onboarding guides that walk users through key features
Interactive product demos that let users practice in a test environment
Direct access to the software’s help center for troubleshooting
Contact details for dedicated customer success representatives
Note: Include your future power users in software demos and free trials. Their hands-on experience will speed up adoption and help identify potential workflow issues early.
How to use Pipedrive’s CRM alongside AI accounting software
Pipedrive’s AI-powered CRM enhances your accounting software by connecting sales data directly to your financial workflows. Here’s how Pipedrive’s automation features streamline your accounting processes.
Forecast sales with even greater accuracy
Use Pipedrive’s sales forecasting to predict revenue based on real-time sales data. The tool creates accurate financial projections by analyzing key metrics, including:
Current pipeline value
Average sale value
Recurring revenue
Number and value of new deals added and comparison to previous periods
Number and value of lost deals
Average length of sales cycle
Creating a revenue forecast in Pipedrive is straightforward and available for all users on the Professional plan. Head to Insights, then click “+ > Report > Revenue forecast > Deal revenue forecast”.
Set the forecasting period and deal status. Then, click save to generate a report like this one:
Hover over each column to see a breakdown of current and predictive revenue.
Streamline customer communication with AI email generation
Pipedrive’s AI email writer turns payment reminder prompts into professional collection emails. When your accounting software flags an overdue invoice, the tool generates a personalized message that maintains customer relationships while requesting payment.
When customers reply, Pipedrive’s AI summarization feature analyzes responses to identify:
Key themes
Customer sentiment
Recommended actions
This feature streamlines collection workflows. Customer success reps can review AI-generated summaries of entire email chains to resolve payment delays quickly.
Reduce manual data entry and improve analysis with native integrations
Connect Pipedrive with QuickBooks or Xero to automatically generate invoices from your CRM data. Each time you close a deal, Pipedrive sends essential sales information to your accounting software, including:
Contract value and length
Customer contact information
Discounts
The two-way integration ensures both systems stay synchronized. When you update a customer’s information or deal value in Pipedrive, your accounting records update automatically.
You can find a complete list of the accounting software that integrates with Pipedrive’s CRM in Pipedrive Marketplace.
Final thoughts
AI accounting software turns time-consuming financial tasks into automated workflows, giving you deeper insights with less effort.
Pipedrive enhances these capabilities by connecting your sales and accounting data in real time. When every deal, invoice and payment flows automatically between systems, you can focus on growing your business instead of managing data.
Try Pipedrive free for 14 days and see how it can streamline your financial workflows.
