Polaris Labs
Accounting Firms

The AI Operating System

Built for Accounting Firms

Automate document collection, deadline reminders, and Xero reconciliation - so your accountants spend time on advisory work, not chasing paperwork.

app.polarislabs.io · Accounting OS
Live Activity All systems live
BAS lodgement reminder sent - 34 clients
Q3 BAS due 28 Oct · documents requested · portal links sent
just now
Document collection complete - Harris Pty Ltd
All source docs received · coded · ready for review
12m ago
Management report compiled - Apex Group
P&L + cashflow + balance sheet · insights summary drafted
1h ago
Bank reconciliation complete - 6 entities
3,420 transactions matched · exceptions flagged for review
2h ago
New client onboarding triggered - TechStart
Engagement letter sent · access requested · kick-off booked
3h ago
34
Reminders Sent
6
Recons Complete
0
Missed Deadlines

The Problem

Sound familiar?

The manual work costing accounting firms time and revenue every single day.

01
Document collection drags on
Chasing clients for receipts, bank statements, and source documents is the most time-consuming, least valuable work in any accounting firm.
02
Deadlines are managed in spreadsheets
ATO lodgement deadlines, BAS due dates, and tax return timeframes tracked manually means something always slips.
03
Reconciliations take too long
Manual bank rec and data entry into Xero eats hours that should go to analysis and advice.
04
New client onboarding is inconsistent
Without a structured process, new clients get variable experiences and firms miss the chance to set up systems properly from day one.

What We Build

AI agents built for accounting

Every automation is custom-built for your systems and workflows. Click any card to get started.

AI Agent
Document Collection Agent
Sends personalised document requests to clients, tracks what's been received, and follows up automatically - so jobs don't sit waiting for paperwork.
  • Personalised document request emails
  • Missing document follow-up sequence
  • All docs tracked and logged
GmailXeroGoogle DriveHubSpot
Book a free discovery call
Tell us about your accounting business and we'll map out exactly what to automate first.
✓ We'll be in touch within 1 business day.
AI Agent
Deadline Management Agent
Tracks every ATO lodgement deadline, BAS due date, and ASIC filing for your entire client base - and sends reminders to clients and staff automatically.
  • ATO + BAS deadline tracking
  • Automated client reminders
  • Staff deadline alerts
NotionGmailXeroSlack
Book a free discovery call
Tell us about your accounting business and we'll map out exactly what to automate first.
✓ We'll be in touch within 1 business day.
AI Agent
Xero Reconciliation Agent
Monitors your Xero entities, flags uncoded transactions, and prepares reconciliation exceptions for your team to review - cutting rec time by 60%.
  • Daily Xero transaction monitoring
  • Exception flagging for review
  • Reduces manual rec time
XeroNotionSlackGoogle Sheets
Book a free discovery call
Tell us about your accounting business and we'll map out exactly what to automate first.
✓ We'll be in touch within 1 business day.
AI Agent
Client Reporting Agent
Compiles monthly or quarterly management reports for business clients - P&L, cashflow, key metrics, and plain-English insights - automatically.
  • Management accounts on autopilot
  • Key metrics + insights included
  • Delivered on your schedule
XeroClaude AIGoogle SheetsGmail
Book a free discovery call
Tell us about your accounting business and we'll map out exactly what to automate first.
✓ We'll be in touch within 1 business day.

FAQ

Common questions

Automation handles the high-volume, repetitive tasks: document collection, deadline reminders, Xero reconciliation, and client reporting. Firms using automation recover 30–50% of the time their team spends on non-advisory work.

Yes. Xero is our primary integration for accounting firms. The system connects to your Xero organisation(s), monitors transactions, flags exceptions, and generates reports directly from your Xero data.

The system sends your clients a personalised checklist of required documents, tracks what's been received via email or portal, and automatically follows up on missing items - stopping jobs from stalling.

Both. Smaller firms get the most time leverage from automation. Larger firms benefit most from consistency and the ability to scale without proportional headcount growth.

Ready to automate your accounting business?

Book a free 30-minute discovery call. We'll map out exactly what to automate first - and what the ROI looks like.

Book Your Free Call