AI in a box for accounting firms: what to check before you buy

"AI in a box" means an AI system delivered on a computer that stands in your own office instead of in someone else's cloud. For an accounting firm, that solves the hardest problem first: client data stays in the building. Whether the box then earns its place depends on six things.

1. Does it do the work, or only answer questions?

A local chat assistant is useful, but the hours are in the routine: VAT returns, missing documents, bank matching, write-offs, meeting notes. Ask which of these it prepares, and in which of your countries.

2. Does a person approve every step?

Nothing should be booked, sent or filed without a name on it. Ask to see how an approval works and what is recorded when someone approves.

3. Can every figure be traced to its source?

The Dutch accountancy bodies' 2026 guidance says AI must never be a black box. Every amount a system prepares should link to the invoice or statement it came from.

4. Does it work with the software you already use?

Moving the books to a new package is a project of its own. Ask whether it works alongside your bookkeeping, banking, e-mail and tax software, and which packages are supported today.

5. Who maintains it?

A box in the office needs updates, backups and someone to call. Ask who installs it, who looks after it, how backups are tested, and what happens if the hardware fails.

6. Can you see what leaves the office?

"Private" should be checkable. Ask for a log of every connection the machine makes, and whether it can be set to refuse all outside connections.

How Bertha answers these

Bertha is our answer to all six: it prepares the routine work in each country we serve, a person approves every step, every figure links to its document, it works with the software you already use, we install and maintain it for one monthly rate, and every connection is logged. See what it costs, or see if it fits your firm.