Our Smart Agents

Smart Agents are time-saving tools that automate routine tasks. 

See:

📗 AIQ Home 

📗 Create & Manage Users 

📗 Sales Receipts & Allocations 

📗Purchase Payments & Allocations 

📗 Create & Manage Bank Accounts 

📗 Generic Bank Payment File Type 

📗 Fixed Assets  

📗 Prepayments 

📗 Chart of Accounts Data Importer

Prerequisites

✅ The Account must be on the Growth or Scale product plans. 

✅ Account admin must enable Agentic Opt-In for the account.

✅ Finance Users must have menu permissions relating the Smart Agents they will be using. Note: Business Users will not have access to Smart Agent related permissions.

Enable Agentic Opt-In for the Account

Smart Agents are disabled by default. To use Smart Agents, the Agentic Opt-In must be enabled at account level.  Then users can enable individual Smart Agents in their assigned entities as required.

All admins will receive an email whenever the opt-in is switched enabled or disabled.

1. In the account level, go to Setup > Agentic Opt-In.
    
2. Use the toggle to enable (or disable) Smart Agents as required. The Agentic Opt-In screen shows who last enabled or disabled it and when, and contains links to the privacy and DPA policies.
3. Read the consent message and click Agree and Enable All.
4. Users can now enable Smart Agents in their entities as required. See Set Preferences for more details. 

Disable Agentic Opt-In

If you disable Agentic Opt-In, the following will occur:

• Users will no longer see any Smart Agent UI options.
• Users will no longer have access to Dashboard Insight Tiles relating to Smart Agents. Instead, they will see the message: "Agentic features are disabled for this account. Ask an Administrator to enable 'Agentic Opt-In' in Account Settings." Historical metrics will be saved.
• Admins will receive an email notification.
• Users will not lose their Smart Agent preferences so if the admin re-enabled the Agentic Opt-In, the same agents are will also be re-enabled.

Note the following for specific Smart Agents:

• Saved bank payment formats will not be deleted.
• Smart Alerts configurations will be preserved. 

Menu Permissions

Check the following permissions are enabled in the Maintain Menu Profile screen for the relevant entities and Finance users. See Create & Manage Users for more details on user management.

To use Smart Agents, first set Smart Agent Preferences. These are set for entities on an individual basis. Smart Agent settings in one entity will have no impact on other entities.

Note: Consolidation Group Entities do not have access to Smart Agents.

Preference Availability

The Smart Agents you can access are dependent on your menu permissions (see section Menu Permissions above). If you don't have permission for any agent in an entity, Preferences will display a message instead of the agent.

If you lose a required permission, the agent will disappear from Preferences. If the permission is restored, the agent will return in a disabled state and you need to re-enable it.

Set Preferences

To set Preferences for Smart Alerts, see the Smart Alerts section.

1. Navigate to your profile in the top-right corner and select Preferences.
   
2. Toggle on or off the required Smart Agents. For more on Smart Alerts configurations, see Smart Alerts.

About Smart Alerts

Smart Alerts are configurable, AI-powered email notifications used to track the creation of high-value journals or new bank accounts. The user who configure the Smart Alert will be notified by email when events in the system meet the criteria set.

The longer any errors go unnoticed, the higher the cost of correction. This is especially relevant to financial controller who oversee multiple entities. Additionally, the agent reduces manual checking of activity logs and transaction listings, or relying on informal team communication to spot events that require your attention. 

Configure Smart Alerts

Configure Smart Alerts in all relevant entities. A Smart Alert in one entity has no impact on those in other entities.

If you lose permissions relating to Bank Accounts or Journal Entry, the Smart Alerts will become unavailable automatically.

1. Navigate to your profile in the top-right corner and select Preferences.
   
2. Toggle on Smart Alerts. Enabling Smart Alerts gives you two alert options: 
   • Bank Creation: Enable this option to be notified whenever a new bank account is created in this entity.
   • GL Journal Creation: Enable this to be notified whenever GL Journals that fit your criteria are created. 
3. To define your GL Journal Creation criteria:
   • Click on the gear icon beside GL Journal Creation. 
     
   • In the field, enter the minimum total journal value that you wish to be notified of. Note: If you want to be alerted of all journals, enter 0.01.
   • Add optional instructions for the Smart Alerts Agent, such as which GL accounts to target (500 characters max). Note: Any GL Code you enter will not be validated against the COA listing so double-check it is correct. Make your instructions as clear as possible as ambiguous instructions can produce unexpected results.
   • Click Save. Now you will receive email notifications when system events meet the criteria set.

When setting up a new entity, you can use this agent to quickly create an industry-specific COA import template, saving significant manual input time.

Import the COA Industry Template

The process is the same as for other template types outlined in Chart of Accounts Data Importer. The only difference is how the template is generated. 

1. Go to Setup > Data Importer.
2. Select Start > Chart of Accounts.
3. Click Next beside Import Chart of Accounts.
4. Select AI-generated Industry template. Then select the required industry from the dropdown. The list is fixed; you cannot input another option. 
5. Read the AI disclaimer and click Generate Template. The AI will produce an Excel import template with GL accounts and Categories already filled in for that industry. The generation process typically takes 10 seconds. Each template generation is logged internally for audit purposes. 
   • The template will go through a validation process. If validation fails, you're asked to try again. 
   • If the AI service is down, a message tells you it's unavailable and to use the standard templates.
6. Download the template. There is a thumbs up / thumbs down option after generating, so we can learn what is working. If you give a thumbs down, enter a reason. You may also be asked for feedback after importing.
7. Make any edits needed following the instructions in Chart of Accounts Data Importer. Note: Only one VAT Code is included (V99, "No Tax Element," at 0%, excluded from the VAT return). V99 is also set as the default VAT Code for customers, suppliers, items and the GL. Once import is complete, the default VAT Code for all these records needs to be updated to the appropriate VAT Code found in Codes Maintenance.
8. Import the template. The import and validation process follows the same logic as a standard non-AI COA template. 

About the Receipts & Payments Allocator / AP Auto Allocation Agent

The Receipts & Payments Allocator and the AP Auto Allocation Agent both operate using the same logic.

The Receipts & Payments Allocator / AP Auto Allocation Agent can save you significant time by suggesting allocations for all eligible outstanding transactions. The suggestions are logged in a detailed summary file, along with explanations for any skipped transactions. 

Eligible Transactions and Accounts

Invoices and receipts / payments are suggested based on the following criteria:

How are full and partial allocations calculated?

Oldest invoices are allocated first to ensure they are resolved. As with manual allocations, auto allocations will result in one of the following outcomes:

Using the Receipts & Payments Allocator / AP Auto Allocation Agent

See Purchase Payments & Allocations or Sales Receipts & Allocations for further details on allocations.

The example below show customer allocations. Suppliers follows the same process.

1. Go to Sales > Customers or Purchases > Suppliers.
2. Click Auto Allocate.
3. Click Start. 
4. Wait for the process to complete. You can leave the window during the process but do not log out.
   
5. Once the process is complete, you will receive a proposed allocations summary file. Download it and check that the proposals are correct. The file lists processed, skipped and failed accounts, and accounts with no eligible items.
6. Click Execute. The allocation process will commence. Wait for the process to complete and then click Close. Alternatively, click Cancel to discard the whole proposal. Cancel saves nothing, so if required you will need to run the process again.
7. When the allocations are complete, Download and check the summary file.

About the File Format Finder

Bank Payment Files are used to process Bulk Payments. The Payment File Format Finder lets you quickly find the appropriate payment file for your bank. It is especially useful if you are expanding into new markets and will deal with a variety of payment file formats. 

This feature works as an alternative to transforming our Generic Bank Payment File manually or via a third-party product.

If the File Format Finder cannot find an existing format match, you can complete a request form and our team will create one for a commercial cost. 

Prerequisites

Note the following prerequisites:

Use the Payment File Format Finder

1. Go to Bank > Bank List.
2. Next, either:
   • Go to the Online Banking column and click ✦ Find with AI Agent.
   • Open the relevant bank account by clicking on A/C Details, go to the Type dropdown, and click ✦ Find with AI Agent.
     
3. In the Payment File Format Finder, upload both the Bank Specification File and the Sample Payment File. Uploaded files are then scanned for malware and are not stored after your session. 
   • If you upload the same file as both the spec and the sample, you will be asked for the correct files. If the file upload fails or times out, you will receive an error message with retry guidance.
     
4. The agent will process the files and either:
   • Match Found: Only 100% matches will be suggested. Review and, if correct, click Confirm. This will be saved as your Payment File Type. The format is used for all future bulk payments, even if the Agentic Opt-In is disabled at account level.
   • Match Not Found: If a format is less than a 100% match, it cannot be suggested as a match. The closest matches along with their percentage similarity will display for informational purposes only. If desired, you can request our team create a new format as outlined in the next steps.

Request a New Format

If you received a Match Not Found result, you can request a new format as follows.

1. In the Payment File Format Finder, check the Cost Notice checkbox to acknowledge the commercial cost. The cost will depend on format complexity.
2. Click Request New Format. A pre-filled email will display on screen addressed to support@accountsiq.com, with subject, body, bank details, closest match found included, and the uploaded spec and sample files both automatically attached.
3. Add optional notes or further attachments. Click Send. The From address must be valid.

Support will receive your request and forward it to our developers for review and pricing. The AIQ team will contact you regarding progress. Once developers build the new format with the internal Format Builder, it will be available for all our customers.

Manage New Format Requests

View information on requests in the Bank List:

• View Request Details: The Bank List shows a pending status with the date the request was sent along with the email address of the requestor. This persists until the format is built and activated. If someone opens the Payment File Format Finder for an account that already has a request in progress, they see a warning.
• Cancel Requests: If you no longer need a format, clear the pending status from the Bank List by clicking Clear. As the email request is not tracked as a system case, email the support team to let them know that the request is no longer needed.

Re-Run the Payment File Format Finder

Re-running the Payment File Format Finder will overwrite the saved format match. If a format is already saved, you're warned before it's overwritten. This lets you update a bank format if the bank changes its specifications or if an exact match is added to the library.

About the Prepayments Assistant

The Prepayments Assistant detects when an invoice has lines linked to a Prepayment Control GL account. It then creates a draft prepayment journal in response. Any lines relating to non-prepayment accounts will be ignored.

This Agent helps ensure your prepayments are managed in the period they occur.

How are Prepayment Journal Details determined?

The details that will be used on the prepayment Journal are taken from the Invoice. If the details cannot be found on the Invoice, the Prepayments Assistant will rely on the supplier's postings history, and finally use AI if no history exists. Any AI content will be clearly labelled "AI-Suggested." 

The Prepayment Journal details are determined as follows:

Using the Prepayments Assistant

No draft is created for credit or negative lines, and re-posting doesn't create duplicates.

1. Post a purchase item invoice that contains lines linked to a Prepayment Control GL account. 
2. The Prepayments Assistant will recognise that the invoice contains lines relating to a prepayment and suggest a Prepayment Journal Entry within about 10 seconds of posting. Either click Create Prepayments Journal or Ignore. If accepted a draft Prepayments Journal will be created using the invoice details. See table above for pre-filled journal fields.
3. Edit the draft as required.  All fields except Reference and Prepayment A/C can be edited. Add journal and line Descriptions and ensure the spread period is correct. See Prepayments for further details on field completion.
4. Click Process to create the Prepayments Journal.

About the Fixed Asset Capture Agent

The Fixed Asset Capture Agent spots potential fixed assets on invoices during posting. In response, it can suggest creating a draft asset record for you. If you accept the suggestion, you can then review, edit, and post or reject the draft. The fixed asset record will automatically be linked to the originating invoice.  

Note: Nothing is created in the asset register until you review and approve it. 

This agent ensures that fixed assets are accounted for in a timely manner, reduces manual data entry, ensures reports are up-to-date, and improves audit traceability.

Unsupported Transactions

The agent only works if the Invoice has a line with a Fixed Assets Class Purchase GL.

The following transactions are not supported with this feature and where relevant can be handled manually: 

• Voided invoices
• Batch Invoices
• API-imported invoices
• Purchases Importer invoices
• Deposits
• Credit notes
• Journals

How are the fixed asset details determined?

The Fixed Asset Capture Agent determines the details of fixed assets as follows:

Using the Fixed Asset Capture Agent

See Fixed Assets for further details. 

1. Post a Purchase Item Invoice containing a Fixed Assets Class Purchase GL account. 
2. The agent will recognise that the invoice pertains to a fixed asset purchase and will suggest adding it to the fixed assets register within about 10 seconds of posting. Either click Create Fixed Asset or Ignore. If accepted, a draft fixed assets record will be created.
3. Complete all required fixed asset details. 
   • The following are pre-filled: Reference, Asset Class, Description, Purchase Date (the invoice date), Purchase Cost, Quantity, Supplier, Depreciation Start Date (defaults to today), Net Book Value.
   • Add the following: Owner, Parent Asset, Serial Number, Location, Dimension Tag, Invoice, Reference, in addition to any information in the Contracts tab.
4. Click Process to add the record to your Fixed Assets Register.

Smart Agent Tile Availability

When Agentic Opt-In is enabled for your account, associated tiles will automatically appear in the AIQ Home library where they can be added or removed like any other Insight Tile. 

If you disable the Smart Agent in your entity, the widget will appear in a greyed out disabled state. All its history will be kept regardless of state.

Efficiency Scores

The following Smart Agents have associated Insight tiles:

• Receipts & Payments Allocator
• AP Auto Allocation Agent
• Fixed Asset Capture
• Prepayments Assistant
• Smart Alerts

Each Smart Agent Tile gives an efficiency score. The efficiency score is the estimated time saved since since you started using the Smart Agent,  the number of items  processed today, and the success rate percentage.