An accounting or bookkeeping firm does not work in one administration, but in dozens. Every client has its own chart of accounts, its own agreements and its own colleague managing the file. An AI assistant on Exact Online is only useful there if it can handle that reality: switch quickly, never mix things up, and give every colleague the right permissions.
What AI brings a firm
Most of the time spent on a file does not go into judgement, but into searching: which items are still open, what is on the suspense accounts, does the VAT match the return, what has changed since last month. An assistant does that searching in a conversation, across all administrations you have access to. The judgement stays with you.
Working in multiple administrations
You switch administration in the conversation (admin_list, admin_switch), and each conversation remembers its own administration. If you work on two clients in two conversations at the same time, they do not get mixed up — an entry in one conversation does not end up in the other's administration.
| Plan | Administrations | Read | Write |
|---|---|---|---|
| Basic | 1 | yes | no |
| Advanced | 10 | yes | yes, if the administrator allows it |
| Administrations add-on | +10 per step | on top of Basic or Advanced | |
You decide which administrations fall under your limit: the first time you open an administration, it counts. Current prices are on the pricing page.
Rights per colleague
- Company release — the administrator decides which tools the firm uses, for example no write tools for sales.
- Per colleague — a junior can only look things up, a senior can also book. A new colleague automatically inherits the firm's release.
- Enforce read-only — that colleague cannot switch it back; the server refuses it.
Good to know: the rights work per tool and per colleague, not per administration. A colleague with access to an administration can use all released tools there. And every colleague needs their own subscription.
Prompts from practice
- "Switch to the administration of Bakery De Groot and give the outstanding items older than 60 days."
- "Which periods of this year are still open, and what is on the suspense accounts?"
- "Compare revenue per month with last year and name the deviations above ten percent."
- "Draft an email to the client with the questions about these three items."
What to arrange with your clients
You process client data, so the GDPR applies. Ledger Botje provides a data processing agreement under article 28 GDPR, stores the data on servers in the EU and logs every tool call (180 days). Also look at the terms of the AI assistant itself — a business plan where your input is not used for training — and include in your engagement letter that you use AI in the processing. More on security is on the security page.
Exact Online without and with an AI connection
| Exact Online without an AI connection | Exact Online with Ledger Botje (MCP) | |
|---|---|---|
| A question about a file | log in, choose the administration, open a report, export | one question in the conversation |
| Two clients at once | two browser tabs, watch which one is active | two conversations, each with its own administration |
| A junior's rights | roles in Exact Online | roles in Exact Online, plus a limited tool set and read-only |
Also read preparing the annual accounts with AI and GDPR and privacy with AI on Exact Online.