Use cases › Accounting and payroll firms

The firm prepares deadlines with a digital coworker. The professional decides.

Example scenario: how it could work in your business.

In short. In an accounting or payroll consultancy firm, Rilvo Coworker could work in the firm’s Telegram group or Slack channel: it keeps the list of internal deadlines, prepares the checklist of documents to collect for each client and writes draft reminders. Every message to clients is checked and sent by a person at the firm.

The context

In a firm of 6–12 people, a big part of the week goes into chasing documents: who sent what, who needs a reminder, which file is stuck. The information is scattered across emails, spreadsheets and the memory of whoever handles each client. During deadline periods, the risk of forgetting a reminder grows exactly when there’s least time.

What the agent could do, step by step

Keeps the list of the firm’s internal deadlines

Based on what the firm tells it: files, dates, who handles them.

Prepares the document checklist

for each client and file, based on the firm’s templates.

Tracks what has arrived

When someone posts in the group “Rossi’s documents are in”, the agent updates the checklist.

Drafts reminders

for missing documents, in the firm’s tone.

Proposes them in the group

to whoever handles the client, who reviews them, corrects them if needed and sends them.

Sends a summary every Monday

The week’s deadlines, stuck files, reminders to send.

How the team works with it

Channel

The firm’s Telegram group or Slack channel. Everyone writes from their computer or phone.

Who approves what

The agent prepares, the professional decides. No message goes to clients unless a person at the firm has checked and sent it.

What stays out

The agent doesn’t access banks, tax portals or tax software, doesn’t file returns and doesn’t give advice to clients.

Benefits

Fewer forgotten reminders. There’s one list and everyone can see it.
Checklists that stay up to date, without rebuilding what’s missing each time.
Monday starts with a clear picture of deadlines and stuck files.
The professional stays in charge: the AI prepares, the person checks and decides, with a record of the steps.
One fee for the whole firm, not a licence for every person.
A private dedicated environment in Europe, with access limited to what’s needed.

What the fee covers and what’s on quote

Included in the Rilvo Coworker fee

€249/month + VAT

Activation, the Telegram group or Slack channel, instructions on checklist templates and reminder tone, the deadline list kept in chat, the Monday summary, AI usage subject to reasonable use, maintenance and human support.

Separate, on quote

Connections to the firm’s management software, to email (for example to create drafts directly in the firm’s mailbox) or to shared folders. We assess what’s possible case by case, based on the firm’s tools.

See pricing →

FAQ

Does the agent send emails to clients?

No. It drafts the reminders; a person at the firm checks and sends them.

Does it connect to our management software?

Not by default. A connection to your management software can be assessed as a custom skill, on quote, if the software allows it.

What data does the agent see?

Only what the agreed work needs: the list of files, deadlines and checklists. We define it together at the start, with minimum permissions. We advise against sharing special categories of data in the group, such as health data.

Do we need to tell clients we use AI?

Obligations to inform clients remain with the firm. We help you understand how the agent works, so you can describe it accurately.

More use cases

Example scenario

Installers and field technicians

Technicians post from their phones in the Telegram group, the agent drafts the job reports, the office approves.

See how it works →