Problem Statement Chartered Accountancy (CA) firms, particularly small and mid-sized ones, face persistent challenges due to limited skilled staff and growing workloads. The need for accurate financial analysis, compliance management, and report generation places immense pressure on personnel. Manual handling of notices, task management, due date tracking, and data extraction from platforms like Tally, Excel, and regulatory websites leads to inefficiencies and errors. A lack of an integrated system for automation exacerbates these challenges, making it difficult for CA firms to scale effectively while ensuring compliance and accuracy.

2. Objective

Aim of the Use Case To develop an AI-powered Python tool that integrates automation with financial and compliance management, streamlining tasks such as data extraction, reconciliation, notice handling, and report generation. This solution will enhance efficiency, reduce manual intervention, and optimize workflow management for CA firms. o Expected Benefits 1. Increased Efficiency – Automating repetitive tasks, minimizing manual effort. 2. Enhanced Accuracy – Reduces errors in financial reporting and compliance tracking. 3. Improved Compliance Management – Tracks notices and due dates, ensuring timely action. 4. Advanced Insights & Visualization: AI-powered analytics for better financial decision-making. 5. Seamless Integration – Connects with accounting software and regulatory portals. 6. Scalability & Cost Savings – Supports firm expansion without increasing workforce costs.

AI Solution Overview

The AI-embedded Python tool automates and optimizes key CA firm operations, reducing workload and improving accuracy. Key Technologies Used o Automated Data Processing – Extracts, converts, and reconciles financial data o Natural Language Processing – Assists in drafting letters, replying to notices, summarizing documents, creating power point presentations and providing intelligent responses based on context. CA BOT - A PERSONAL ASSISTANT o Workflow Automation – Handles repetitive tasks such as downloading reports, rectifying syntax errors, and preparing financial computations, enhancing productivity. o Task and Compliance Management – Monitors due dates for notices, tax filings, and other critical tasks, sending timely reminders and notifications to relevant personnel. o Intelligent Insights and Visualization – Analyses accounting data, reconciles discrepancies, and generates meaningful visual reports to aid in decision-making.

Workflow(Refer Annexure -A)

Input: Similar to Chat GPT, CA GPT, the suitable prompt along with supporting documents would be required to generate the output o Processing: AI using the NLP will identify the predefined RPA’s and using the insights from the AI, such RPA will be performed and in the absence of any predefined RPA, and in case user asks for any new process, then the AI will try to define the New RPA and perform the same and at last, if the user need any information other than any RPA, then an intelligent response would be made. o Output: The Expected results is to perform the queried RPA with perfection or provide an suitable intelligent response and to remind the CA about the pending notices/tasks from the notice database(where the user can store the data/notices using this same tool)

Tools and Data Mention:

Tools/technologies used: 1. Python to write and execute the code 2. Gemini AI to act as NLP and provide intelligent responses and to handle data 3. Google Sheets to store the data about the notices and tasks 4. Pollinations ai to generate images for generating PPT o Data requirements: 1. Prompt from the user clearly stating what is needed 2. Information such as notices to generate response 3. Excel/Image of invoices to export the same into Tally Data 4. Tally Data to Analyse and visualize, for reconciliation of 2B

Example: o Before AI: Traditional Approach and Its Limitations Chartered Accountancy (CA) firms have traditionally relied on manual processes and fragmented tools to manage financial data, compliance tasks, and administrative work. The conventional approach involves: 1. Manual Data Entry & Processing – Prone to human errors and inefficiencies. 2. Inefficient Compliance Tracking – Risk of Missing Deadlines. 3. Time-Consuming Report Generation – Preparation of financial reports and reconciliations is tedious and intensive. 4. Limited Automation for Administrative Tasks – Tasks such as drafting letters and replying to notices require manual effort. 5. Lack of Seamless Integration – Lack of integration between accounting platforms and regulatory websites. 6. Dependency on Human Resources – With staff shortages, managing high workloads becomes challenging, affecting productivity and client service quality. o After AI: The Improved Process and Its Impact 1. Automated Data Handling – AI extracts, transforms, and reconciles financial data. 2. Intelligent Compliance Tracking – Automates notices and due date management. 3. Faster Report Generation & Insights – AI provides real-time insights and analytics. 4. Enhanced Decision-Making – AI-generated insights enable better financial management. 5. Seamless Integration – AI bridges the gap between accounting software, government portals, and internal databases, enabling real-time data processing. 6. Reduced Human Dependency – Automation frees up resources for high-value tasks. 8. Key Metrics To evaluate the effectiveness of the AI-embedded Python tool, the following key performance indicators (KPIs) will be used: o Efficiency: Reduction in processing time and increase in automation rates. o Accuracy: Decrease in errors related to financial reporting and compliance. o Productivity: Increase in client workload handled per employee. o Compliance Management: Improvement in on-time filings and notice responses. o User Satisfaction: Adoption rate and feedback from employees. 9. Challenges and Risks Implementing an AI-embedded Python tool in CA firms presents certain challenges and risks. Below are the key risks along with strategies to mitigate them: o Data Accuracy Issues: Implement validation checks and manual review options. o Integration Challenges: Develop APIs for seamless connectivity with existing systems. o Security & Privacy Concerns: Use encryption and access controls. o Resistance to Change: Conduct training to enhance user adoption. o Regulatory Compliance Risks: Ensure regular updates for legal changes. o Scalability Concerns: Design a modular system for future expansion.

Relevance to Chartered Accountants

o Automates Financial Data Processing: Reduces manual workload in data extraction and reconciliation. o Improves Compliance Handling: Tracks statutory deadlines, tax filings, and notices. o Enhances Decision-Making: Provides financial analytics and visualization. o Reduces Administrative Burden: Automates documentation, letters, and reports. o Optimizes Task & Resource Management: Improves work allocation and deadline tracking. o Supports Scalability & Cost Reduction: Enables firms to manage more clients efficiently

The program fetches due dates from Google Sheets, then enters a query loop. For each user query, it performs a pre-existing RPA if available, creates a new one if not, or provides an intelligent response if the query is unrelated to RPA.

Sample Data

Program Initialisation Screen: - involvingRemainder of pending notices and tasks

Query Sent: Analayze and Visulaize my currently opened Tally Data Data Input: Opening Tally data containing of approximate 1100 entires Time taken: 30 seconds

Response Received: Interactive Dashboard

CURRENT CAPABILITIES

The RPA’s that are predefined in the use case are:

1. Converting Excel data to Tally Data

1. Analysing and Visualizing Tally Data

1. Summarizing AttachedDocument

1. Downloading GSTR 3B and GSTR 1 from GST Portal

1. Preparing income tax computations

1. Converting GST Reports(GSTR 2B/2A/4A) to Tally Data

1. Writing simple python scripts

1. Replying to the notices

1. Drafting Lettersand Articles

1. Rectifying GST Number Syntax

1. Creating power point presentations(with AI Generated Images)

1. Reconciliation of GSTR 2B with books and saving the difference invoices and mapping the same with the month in whichGSTR 2B was uploaded and carry forward of missing invoices for better tracking.

1. Notice and Task Management Tool to allocate tasks to employees(and send a Whatsapp messageto concerned employeeaccordingly) and see the due tasks and get remainders if the task/notice is within 3 days from the current dates and getting remainders accordingly for over-due tasks.

1. Providing Intelligent Responses