AI agents for administrative work
AIFlock Administration is the version of AIFlock for accounting and tax advisory firms, finance departments and public administrations in Spain. Its agents prepare answers to client questions and filings for the Tax Agency. They review contracts and case files against the regulations, the collective agreements or the bases, and a person on the team reviews the result and decides.
0412, 10-27-2026
- VAT Act, article 95.ThreeChecking…
- DGT binding rulings
- Reply to the client
Examples with made-up data. The agent prepares; a person on the team reviews and approves it.
Advisory firm or public administration?
Monday’s inbox, shared out
- Monday at nine, the advisory firm’s inbox: client emails, invoices, contracts and a request from the Tax Agency.
- Four agents share it out according to what each document needs: tax, employment, contracts or filings.
- Each answer is left ready as a draft, and the adviser reviews it and decides before anything goes out.
A Monday at an advisory firm, in a minute and a half
Client questions and a request from the Spanish Tax Agency, shared out among four agents. The adviser reviews and signs. Narrated in Spanish.
Client questions arrive all day, and each one means looking up their case.
Client questions, answered with their own documentation
When asked, the agent reads the questions that have come in by email and sorts them by area. It looks for the answer in that client’s documentation, their collective agreement or the tax authority’s doctrine.
Each answer stays as an Outlook draft. The adviser reviews it, adjusts it if needed and sends it from their account.
Advisory firm’s inbox, example
- Can I deduct the VAT on the van?A self-employed clientTaxDraft ready
- How many days of leave does an employee get for her father’s surgery?A repair shopEmploymentDraft ready
- Here’s the new sales rep’s contract for you to reviewA distributorContractsReviewed, with one change
A tax question, with the doctrine linked so you can check it
The agent searches for binding rulings from the Directorate General of Taxes (DGT) on the case. Next to the criterion it can leave the link to the ruling and the article of the law, so the adviser can check it before answering.
A client’s question, example
A self-employed client also uses the van at weekends. How much of the VAT on the purchase can he deduct?
From the Tax Agency’s request to the reply, ready to sign
You upload the request or the proposed assessment. The agent lists what the Tax Agency is asking for and searches the client’s folder for the documents that answer it. Then it drafts the reply in Word, with the articles that support it.
It also works for objections to a proposed assessment or for an appeal for reconsideration. The adviser reviews it, signs it and files it.
Spanish Tax Agency request, example
Request for information on third-quarter VAT
- Purchase invoice ledgerIn the folder
- Invoices from the five largest suppliersIn the folder
- Lease for the premisesAsk the client
Every contract is checked against its client’s collective agreement before signing.
Contracts and employment questions, with each client’s collective agreement
Each client has its own collection with its collective agreement and its contracts. The agent reviews a contract before it’s signed and prepares answers to employment questions citing the article of the agreement that applies.
Corporate and litigation work is handled with AIFlock Legal, the version for law firms.
A client’s employment contract, example
- Job categoryMatches the agreement
- Base salaryEqual to or above the pay scales
- Weekly hoursCorrect
- Six-month probation periodExceeds the agreement
In a case file, the judgment belongs to whoever processes it.
Case file processing, from the requirement to the resolution proposal
The agent reads the citizen’s application and the documents provided, including scanned ones, and checks each requirement in the regulatory bases: whether it’s met, not met, or to what degree. It indicates whether to request that defects be remedied or open a hearing, and prepares the report and the resolution proposal.
- 1ApplicationThe documents the citizen provides, including scanned ones
- 2Requirements in the basesMet, not met or to what degree, requirement by requirement
- 3Remedy or hearingWhat’s missing and the draft request
- 4Report and resolution proposalReasoned, with the rule in the bases and the document it rests on
- 5The case officer reviews and signsWhoever signs decides and answers for the content
Grant application, open call, example
- Project descriptionMet
- Itemized budgetMet
- Social Security good-standing certificateMet
- Tax good-standing certificateNot provided
- Reasoned proposals. They can state the rule in the bases that applies and the document they rest on, and the case officer checks it before adding it to the file.
- Designed with the case officer. The judgment used to decide today belongs to the person running the procedure, and it goes into the agent’s instructions.
- Best with volume. It suits open-call procedures, with many similar applications decided as they arrive.
- Procurement too. It checks the bids against the tender requirements and prepares the comparison table for the evaluation board.
Client data stays in the European Union
An advisory firm works with data from hundreds of clients, and an administration with citizens’ data. The way the agents work starts from there.
- Where it isThe app runs in Helsinki and the database and files are in Falkenstein, Germany. The included AI models run in EU regions. Web search only sends the query, and the little that leaves the European Economic Area is in the subprocessors list.
- What isn’t done with itThe documents don’t train any model. The agents learn from the team’s instructions and corrections.
- Who decidesAnswers stay as Outlook drafts and the plan is confirmed before it runs. Every step is logged on the executions screen.
- What gets signed firstA data processing agreement, before adding documentation with personal data. Designed for the obligations of the EU AI Act.
You start with one week of documents
One client, one process and one week of documents: that’s enough to see whether the agents really save work. At an advisory firm, better outside the tax peaks.
Try it on your own
You build the team of agents on the platform and try it with your own documents. The plans are further down.
Build your team of agentsHave us set it up
For a whole firm or department, we run an assessment and get the agents working with your processes and your criteria.
Tell us about a task · 30 minWith what you already use. Today it works with Microsoft 365 (Outlook, SharePoint and OneDrive) and with the Excel and CSV files that each accounting or management program exports. Direct connectors to those programs are coming very soon.
It doesn’t replace the accounting or payroll software.
It doesn’t file taxes or decide case files.
It doesn’t deal with clients or citizens, because that relationship stays with the team.
We get it running with one of your tasks
We load the documentation.
We upload a client’s collective agreements, contracts and documents to a collection, or the bases and regulations of a procedure.
We adjust the agents.
We give them the criteria of the firm or the processing body and the way they write answers and filings.
We test it for a week.
The agents prepare the questions and filings of a real week, and together we correct whatever doesn’t come out the way you’d do it.
Transparent pricing, real results.
Choose the plan that fits your processes. Start small, scale when you see results.
Starter
For teams starting with AI automation
Pro
For companies automating real processes
Business
For teams with complex processes
Custom
For organizations with specific needs
Developers / Platform
Build on the AI Flock Engine.
Each additional user costs €40 a month. All prices exclude VAT. All the details on the pricing page.
Frequently asked questions
Does it replace the accounting or payroll software?
No. AIFlock works alongside the software the firm or company already uses: it reads the documents and the Excel files that software exports, and prepares answers to questions, filings and drafts. What gets recorded or filed is decided and done by the adviser. Direct connectors to accounting and management software are coming very soon, so nothing will need exporting.
What happens to the clients’ data?
It is hosted in the European Union: the app in Helsinki and the database and files in Falkenstein, Germany. The documents don’t train any model. A data processing agreement is signed before any documentation with personal data is added. Web search leaves the EU and only sends the query; the other services outside the European Economic Area are listed in the subprocessors register.
Does it file documents with the Spanish Tax Agency?
No. The agent prepares the draft in Word, with the documentation and the legal articles that support it, and notes the deadline in the calendar. The adviser reviews it, signs it and files it through the Tax Agency’s online portal with their digital certificate. That way it’s clear who answers for each filing, and the client keeps dealing with their usual adviser.
Do the agents send anything on their own?
No. Replies to clients and suppliers stay as Outlook drafts, and a person sends them after reviewing them. When a job chains several agents, the plan is confirmed before it runs and every step is logged on the executions screen, with what each agent did.
Does it work for a public administration?
Yes, for processing case files: checking the requirements in the regulatory bases, preparing the request to remedy defects or the hearing procedure, and drafting the report and the reasoned resolution proposal. The decision and the signature belong to the case officer. Today documents are uploaded to AIFlock: it doesn’t connect to each administration’s case management platform.
When is a good time for an advisory firm to start?
Outside the tax peaks. November and the end of the year are usually good times; January, April, July and October are not. You start with one client and one process, for example their tax and employment questions, plus one week of documents. You expand once the team has seen it work with its own cases.
Do you need to know how to code or know about AI?
No. The agents are set up with instructions in plain language, and during onboarding we get them working with the documents and criteria of the firm or department. When an agent gets something wrong, you correct it and it learns from that correction.
The time you free up goes back into working with clients.
Shall we try it with one week of documents?
Thirty minutes to look at one task from your firm, department or administration, and how your team of agents would prepare it.