No Cloud? No Problem!
Bringing Bots & AI to On-Premise Accounting

Do you think bots and AI are only for the tech-savvy players with shiny cloud-based systems? Not true. Even if your practice runs any on-premise accounting software, you can still harness the power of automation and artificial intelligence.

In the UK, where accounting practices range from one-person micro-firms to large audit and advisory giants, many are still using legacy systems. Whether due to client demands, regulatory compliance, or the trusty mantra of “if it ain’t broke, don’t fix it,” the cloud isn’t for everyone, and that’s perfectly okay. Bots and AI can still revolutionise your practice without a single byte of data leaving your servers.

On-premise accounting. No cloud? No problem! Cloud computing.

Why On-Premise Accounting Software Still?

Despite the normality of cloud solutions, on-premise accounting systems remain critical for many UK firms, and the reasons are clear:

  • Security and compliance: With GDPR and UK-specific data protection regulations, some clients insist their data never touch the cloud.
  • Legacy investments: Some firms have invested heavily in bespoke software or infrastructure and need to maximise their ROI.
  • Client preferences: Especially in sectors like healthcare, legal, or government, clients may expect firms to avoid cloud-based systems.
  • Resistance to change: Let’s be honest, adoption of tech can be daunting for any firms juggling resources, margins and deadlines.

While these reasons make sense, they often leave practices feeling left out of the bots and AI revolution. But here’s the good news: you don’t need the cloud to future-proof your firm.

Debunking the Myth: Bots & AI Require the Cloud

It’s easy to see why many associate bots and AI with the cloud, after all, most of the marketing revolves around SaaS tools. However, bots and AI can work just as effectively on local systems.

  • RPA (Robotic Process Automation): Software bots mimic human actions like data entry, file management, and report generation, all while operating securely within your on-premise environment.
  • Localised AI models: AI algorithms can analyse your client data or predict financial trends without needing a connection to external servers.
  • Desktop automations: Automate reconciliations, VAT calculations, or payroll reporting without leaving your network.

The Tech-Stack for On-Premise Bots & AI

The right tools can turn even the most traditional system into an automation powerhouse.

  • Robotic Process Automation: Tools like Beanies have versions tailored for desktop or on-premise use.
  • Machine Learning Libraries: Python-based frameworks like TensorFlow or Scikit-learn can train AI models using locally stored data.
  • Custom Connectors: Middleware can link your accounting software with other desktop tools like Excel, PDF readers, or CRMs.
  • API Integrations: Many on-premise systems, like Sage or QuickBooks Desktop, have APIs that allow bots and AI to interact with their databases.

For UK firms, a simple solution could be desktop-based Bots, like those that Bots For That offers, combined with in-house AI data models. These require minimal IT support and can quickly deliver ROI by automating tasks like bank reconciliations, client billing and client interactions.

Benefits of Bots & AI in an On-Premise Setup

Still wondering why you should bother with bots and AI? Here’s what they can do for your practice:

  • Efficiency on autopilot: Spend less time on manual tasks like categorising expenses or preparing statutory accounts.
  • Data integrity and compliance: Keep sensitive client data in-house while benefiting from automation.
  • Cost savings: Stretch the life of your existing systems without needing to overhaul your IT setup.
  • Scalability: Handle more clients or larger workloads without needing additional staff.
  • Client Experience: Provide levels of service your clients need that aren’t possible or affordable with people alone.

Real-World Examples of On-Premise Bots & AI

Case Study 1: Automating Accounts Production

A large UK firm used bots to automate client accounts production in CCH. The bot could download and upload data, create and post journals and keep everything in-synch and ensure the right amount of human interaction when and where it was needed most, without losing time on the manual and swivel-chair tasks.

Case Study 2: Automating Bank Reconciliation

A medium UK firm, implemented Bots For That’s ‘Bank Rec Bot’ to automate customer bank account reconciliation processes, resulting in significant time and cost savings and improved operational efficiency.

Case Study 3: Accounting Agent

A small UK firm, implemented Bots For That’s ‘Beanie Agent’ to provide personalised real-time client interactions, eliminating the manual work and effort in responding to ongoing and common client requests.

How to Get Started

If you’re ready to bring bots and AI to your on-premise system, here’s your game plan:

  1. Audit Your Current Processes: Identify those common, repetitive, time-consuming tasks like data entry, reconciliation or report generation.
  2. Explore Tools: Research RPA and AI solutions that integrate or interact with your target software and systems.
  3. Collaborate: Partner with an automation specialist who understands the nuances of UK accounting and with automating off-cloud.
  4. Pilot First: Start small, automate one process and measure the time and cost savings.
  5. Train Your Team: Ensure staff are comfortable using the new tools and understand how they’ll make their lives easier.

Overcoming Challenges

  • Integration: Use purpose-built bots and AI or services that can handle off-cloud operation or consider middleware or scripts to bridge gaps between tools.
  • Team Buy-In: It’s vital to ensure your staff understand how bots and AI will remove the drudgery and let them focus on more important or interesting work. A clear path for the essential hand-over work and transition or training for new tasks helps too.
  • Costs: Highlight the long-term benefits from time and cost savings, reduced errors, and the opportunity to engage with and delight your clients.

Looking Ahead: The Hybrid Model

While on-premise bots and AI solutions might be essential for you now, if and when you decide to switch to the cloud or operate a hybrid model, bots and AI will afford you the flexibility you need without starting over, giving the best of both worlds. You’ll just be able to flick the switch and carry on.

Conclusion

You don’t need the cloud to embrace the future of accounting. Whether you’re running a micro-firm in Birmingham or a large audit practice in London, bots and AI can work within your on-premise systems to save time, reduce errors, and improve client service.

Ready to see how off-cloud bots and AI can transform your practice? Start small, think big, and bring the future to your doorstep—no cloud required.