An accounting back office that reads the paperwork, files it, and reminds clients on time.

The challenge

The practice handles tax payments, VAT, and bookkeeping for companies and individuals. A large share of that work is the same steps on repeat: open a PDF, find the figures, type them into a sheet, file the document, and email the client before the deadline.

Done by hand, it kept two people busy, and every manual step was a chance to mistype an amount or send a reminder late. With tax payments, a late or wrong reminder is not a small slip: it lands on the client.

How the pieces connect

People approve and handle exceptions. Everything repetitive, the reading, the typing, the filing, and the reminding, runs on its own.

Autoflow’s role

Autoflow Solutions designed and built the full set of automations: the document-reading pipelines, the approval and filing flow, the scheduled client reminders, and the conversions into the formats the practice’s accounting tools need.

Constraints

• Italian F24 tax forms come in more than one layout and belong to either a company or a person, so the extraction had to tell them apart rather than assume one format.
• Amounts sent to clients had to be exactly right, including when one client has several forms due on the same date.
• The practice already worked in Google Sheets and Drive, so the build had to fit their existing files and folders rather than move them to a new system.
• A person still decides what is approved. The automation does the work around that decision, not the decision itself.

How we built it

1. 01

   Teach the extraction the real document, not a generic one

   Each F24 is first sorted by layout, one page or two, and then by who it belongs to, a company or a person. Each combination has its own extraction prompt written around Italian tax-form structure, and the result is checked against the sheet first so the same form is never recorded twice.

2. 02

   One reminder per client, with the total already worked out

   When a client has several forms due on the same date, the reminder adds them up, formats the total, and attaches every PDF to a single email. Reminders go out on a fixed schedule at 10 days, under 10 days, and 1 day before the deadline, and each send is recorded so nothing goes twice.

3. 03

   Missing data stops the line and tells someone

   If a client has no email address on file, the reminder does not fail silently. The practice’s admin gets an alert naming the form and the deadline, so a person can step in before the date passes.

What we delivered

• F24 tax-form pipeline: PDFs are read with PDF.co, the taxpayer, amounts, and due date extracted with OpenAI, checked for duplicates, logged to Google Sheets, and handed on to a Google Apps Script step.
• An approve-or-reject flow: marking a form in the sheet moves the PDF to the matching Drive folder and updates its record.
• Scheduled client reminders at 10 days, under 10 days, and 1 day before each payment date, with the total due and the forms attached, and an admin alert when a client email is missing.
• VAT receipt processing for two client businesses: receipts dropped in Drive are read, sorted, and logged for VAT automatically.
• Bank statements to CSV: statement PDFs are read with Gemini and converted into clean CSV files ready for import.
• Document conversions: Meta ad invoices turned into XML, and a scanner that reads case documents with OCR (optical character recognition) and logs their type.

The results

Figures reported by the practice after the system replaced its manual process.

Evidence