How It Works

Five steps to zero chasing.

Define what's needed. HeshbonAI handles the follow-up. Your team gets full visibility.

1

Define

Define what each client needs

Import your client list, assign the required documents per client, and set deadlines. Upload a CSV or connect your accounting software directly. We guide you through everything during onboarding.

  • CSV upload or accounting software integration
  • QuickBooks, Xero, Sage, FreshBooks, Zoho Books, Wave
  • Guided setup during onboarding

Upload CSV or connect your accounting software

2

Automate

The assistant follows up automatically

HeshbonAI messages each client on WhatsApp from your firm's branded number. Smart scheduling ensures messages go out at the right time. Respects quiet hours and local holidays. Escalates to your team when needed. Accountants can also message the assistant directly to check status.

  • Smart scheduling with quiet hours and holiday awareness
  • Escalates to your team only when needed
  • Accountants can message the assistant to check status
LC

Palmer & Co.

online

John

Hi James, we need 3 documents for your annual filing. Can you send them here?

10:02

Sure, let me find them!

11:47
3

Receive

Client sends documents

The client replies on WhatsApp with a photo or file. No portal, no app, no signup required. The assistant confirms receipt immediately so the client knows it went through.

  • Reply with photo or file directly on WhatsApp
  • No portal, no app, no signup
  • Instant confirmation of receipt

Client sends a photo or file on WhatsApp -- done

4

Classify

System confirms and tracks

AI classifies the document, updates its status, and notifies your team. Each document is automatically matched to the right client and request -- no manual sorting.

  • AI document classification (bank statements, receipts, forms)
  • Auto-matches document to client and request
  • Team notified on each new document

AI classifies and matches each document automatically

5

Track

Your team gets daily visibility

One dashboard showing who sent what, what's missing, and what's overdue. Daily summary reports keep your team informed. Export to your accounting software when ready.

  • Real-time document status tracking
  • Daily summary reports
  • One-click export to QuickBooks, Xero, Sage, and more

Document Status

Updated just now
James Carter 3/3 Complete
Sarah Palmer 2/4 In Progress
Marco Rossi 0/5 Pending

Ready to let HeshbonAI handle it?

Guided onboarding. See results in your first week.

Schedule your intro call Send a Message