Document intake
The client sends the invoice by WhatsApp or email and it arrives classified by company, quarter and type. No shared folders, no forwarding.
Accountancies and tax advisers
Paperwork arrives, gets read and gets prepared without chasing anyone
Your clients send the invoice over WhatsApp and it arrives with the tax ID, the net amount and the VAT already extracted. Deadline reminders go out on their own and the same twenty questions get answered by the system. On the management software you already use.
- No software change
- Data in the EU
- No minimum term
- invoice.pdf
Morning, sending you this month’s invoice from the flour supplier.
08:26 Received: €1,240.50, VAT at 10%, dated 3 March. Filed under the first quarter. Three purchase invoices are still missing before it can be closed.
08:26Alright, I will send them this afternoon.
08:31Perfect. If it slips your mind, I will remind you on Thursday.
08:31
The bookkeeping is proposed with its suggested journal entry. A professional at the practice validates it before it is posted.
- Document intake
- 24/7Document intakeYour clients send invoices when they can, not when you open
- Changes to your software
- 0Changes to your softwareIt connects to what you already use; nothing is migrated
- Data in the EU
- 100%Data in the EUEuropean infrastructure and end-to-end encryption
The starting point
What swallows your quarter
None of this requires professional judgement. All of it requires time, and it is what stops you spending that time on the work that does.
Chasing half your client list for documentation before the close, one by one.
Invoices arriving as photos on WhatsApp, out of order and late.
Typing tax ID, net amount, rate and VAT for hundreds of invoices before they can be posted.
The same twenty emails every quarter: how much is due, when is the deadline, send me June’s payslip.
Reminding each client of the deadlines that apply to them, one at a time.
Collecting each company’s monthly payroll variables before payroll can be closed.
All of this will keep being done. The difference is who does it and when.
What we automate
Six practice processes, running on their own
This is not a generic assistant you have to teach the business to. It is built around the specific processes of an accountancy practice.
Invoice reading
Extracts tax ID, date, net amount, rate and VAT from any PDF or photo, and leaves the journal entry proposed for you to validate.
Client service
Answers the usual questions: deadlines, the status of their return, a copy of a payslip. Anything off script goes to a person.
Deadline reminders
Tax and employment calendar per client, with the reminder each one needs and tracking of who has replied.
Payroll and incidents
Collects each company’s monthly variables — hours, absences, incidents — before the close, and flags what is missing.
Reconciliation and tracking
Matches bank movements against invoices, flags what does not add up and tells you which clients are running late for the close.
Try it
A whole morning, on one screen
These are not scattered examples: it is the same morning at the same practice seen from each tab. Solé Bakery sent an invoice at 8:26 and you can follow the trail across all of them.
A six-person practice · 140 clientsMonday, 9:15 · 9 days left until the quarter closes
37Documents received
12Clients with paperwork outstanding
31Invoices with a proposed entry
14Enquiries resolved
Actividad de hoy
- 08:26IASolé Bakery sends a purchase invoice via WhatsApp. Read and classified.
- 08:27IASolé Bakery notified: 3 invoices missing to close the quarter.
- 08:54IAForm 303 reminder sent to 23 clients.
- 09:02OficinaAnglada Hardware entries reviewed and posted.
- 09:11IASick leave note for a Ribera Clinic employee routed to a person.
Compliance
The legal fit, rule by rule
A practice does not only process its clients’ data: it processes the data of its clients’ employees. That changes the rules. This is what applies and what we do about each item.
The chain of processors
GDPR art. 28 · Spain’s LOPDGDD 3/2018
ExigeYour practice is a data processor for each client. Any vendor of yours is a sub-processor and needs written authorisation from the controller.
Lo resolvemosWe sign a sub-processor agreement with you and give you the wording and the information you need to request authorisation from your clients. Nothing goes live with a client’s data unless that client has authorised it.
Special category data in payroll
Special category · GDPR art. 9
ExigeA payslip may carry sick leave, disability status or union dues: health and trade-union membership data, with reinforced protection.
Lo resolvemosThat flow runs separately, encrypted, with restricted access and without leaving the EU. Sick leave notes and medical incidents are always routed to a person: the system does not process them on its own.
Digital certificates and representation
LGT art. 92 · Social collaboration scheme · Sistema RED
ExigeFiling on behalf of a third party requires a power of attorney or enrolment in the social collaboration scheme. A digital certificate is personal and whoever holds it answers for its custody before the authorities.
Lo resolvemosWe do not use your certificates, we do not automate access to the tax authority portal, Sistema RED or SILTRA, and we do not file anything in your name. We prepare the content; the authorised person files it, as before.
Personal data breaches
GDPR articles 33 and 34
ExigeThe controller — your client — has 72 hours to notify the Spanish data protection authority (AEPD). The notification chain has to work: we tell you and you tell your client.
Lo resolvemosA written procedure with a specific channel and a specific person, not a generic inbox, and with the information the notification needs already prepared: which data, how many people affected and what measures were taken.
Automated decisions
GDPR article 22
ExigeNobody may be subject to a decision taken solely by automated means that significantly affects them. In a practice that reaches what is decided about your clients’ employees.
Lo resolvemosThe system proposes and organises; a person decides. No journal entry, no payslip and no communication with consequences goes out without someone at the practice validating it, and who did so is logged.
Professional secrecy
Professional bodies’ codes of conduct
ExigeAdministrative agents, economists and employment law specialists are bound by professional secrecy over their clients’ affairs, and answer for it to their professional body.
Lo resolvemosA confidentiality agreement signed before accessing anything, extended in writing to any vendor involved. Role-based access and a record of who saw what: if it ever has to be justified, it is documented.
EU AI Act
Regulation (EU) 2024/1689, article 50
ExigeTransparency obligations when someone interacts with an automated system, and human oversight over anything with consequences.
Lo resolvemosThe AI does not file returns, does not sign and does not give tax advice: it prepares and proposes. The professional files and signs, and is the one who answers. The client always knows when they are talking to a system and can ask for a person.
Anti-money laundering
Ley 10/2010 · Tax advice and company formation
ExigeAs an obligated entity: client identification, due diligence, retention of documentation and the ability to produce it on request.
Lo resolvemosA file per client, archived, dated and findable, with access logging. The obligated-entity duties remain the practice’s; we give it the means to meet them without digging through folders.
Retention and invoicing
Commercial Code · LGT · Ley 11/2021 and RD 1007/2023 (Verifactu)
ExigeDifferent retention periods for accounting books, tax and employment records, and adaptation to the timetable for verifiable invoicing and business-to-business e-invoicing.
Lo resolvemosEverything is filed with its date and its origin, exportable in a standard format, and the flows adapt to the invoicing formats the regulation requires as they come into force.
BigShark is not an accountancy or tax advisory firm, does not provide tax, employment, accounting or legal advice, and does not file returns. We implement the technical and organisational measures; formal validation of compliance rests with the practice’s management and its data protection officer.
Security
What happens to your clients’ paperwork
A practice holds the books, the payroll and the taxes of dozens of companies. These are the measures, and also what we do not do.
What we do
- Each client in its own compartment: one company’s paperwork never mixes with another’s.
- Hosting on European Union servers, with no unjustified international transfers.
- Encryption in transit with TLS 1.3 and at rest with AES-256.
- Role-based access: whoever handles payroll does not see tax matters unless it is their job.
- Audit log of which document was touched, when and who validated it.
- Full export and certified deletion if you ever stop.
What we do not do
- We do not train models on your clients’ paperwork, neither we nor our providers.
- We do not file returns or sign anything in your name.
- We do not share data with third parties, except where legally required and after telling you.
- We do not process sick leave notes or medical data without a person in the loop.
- We do not access the paperwork without a record of who and when.
Technical fit
On top of what you already use
There is no need to change management software. The PDF you already receive and the WhatsApp you already have are enough.
WhatsApp Business
Document intake
Gmail and Outlook
Practice email
Invoice PDFs
From any supplier
Google Calendar
Tax and employment calendar
n8n
Automation engine
Telegram
Internal alerts
Gemini
AI model
ChatGPT
AI model
Trademarks and logos are the property of their respective owners. They are shown to indicate compatibility; BigShark is neither associated with nor sponsored by them.
Plans
A plan for every size of practice
No special rate or sector surcharge. You can change plan whenever you want, at no switching cost.
Essential
Self-employed practitioner
€149/month+ €290 setup, one-offThe process that takes most of your time, usually document collection and invoice reading.
- Audit of the practice’s processes
- 1 automated process in production
- Document intake by WhatsApp and email
- Invoice reading from PDF
- Outstanding paperwork dashboard
- Email support within 48 working hours
- No minimum term
Most chosen Team
Practice of 2 to 10 people
€250/month+ €480 setup, one-offIntake, reading, deadline reminders and client service connected to each other, working as a single system for the whole practice.
- Everything in Essential
- Up to 3 automated processes
- Up to 10 users
- Outstanding paperwork tracking per client
- Automatic tax and employment calendar reminders
- Payroll variable collection
- Proposed journal entry pushed to your software
- Email and chat support within 24 working hours
- No minimum term
Firm
More than 10 people or several offices
CustomFixed quote after the demoConsolidated view across offices, connection to your ERP and access control by department.
- Everything in Team
- Unlimited processes and users
- Several offices with a consolidated view
- Connection to your management software or ERP
- Access control by department (tax, employment, accounting)
- Exportable audit logs
- Account manager and 4 h SLA
Prices in euros, VAT not included. Setup is a one-off payment covering process analysis, go-live and team training. No minimum term on Essential and Team: give 30 days notice and you stop whenever you want.
What each plan includes
What changes from one plan to the next, in practice terms.
| Característica | Essential | Most chosenTeam | Firm |
|---|---|---|---|
| Scope | |||
| Automated processes | 1 | Up to 3 | Unlimited |
| Users included | 1 | Up to 10 | Unlimited |
| Offices | 1 | 1 | Several, consolidated |
| Paperwork | |||
| Intake by WhatsApp and email | Incluido | Incluido | Incluido |
| Invoice reading from PDF and photo | Incluido | Incluido | Incluido |
| Proposed entry pushed to your software | No incluido | Incluido | Incluido |
| Client base | |||
| Outstanding paperwork tracking | Basic | Incluido | Incluido |
| Automatic client reminders | No incluido | Incluido | Incluido |
| Tax and employment calendar alerts | No incluido | Incluido | Incluido |
| Payroll | |||
| Payroll variable collection | No incluido | Incluido | Incluido |
| Outstanding incident alerts | No incluido | Incluido | Incluido |
| Sick leave notes routed to a person | Incluido | Incluido | Incluido |
| Compliance and support | |||
| EU data hosting and sub-processor agreement | Incluido | Incluido | Incluido |
| Separation between the practice’s clients | Incluido | Incluido | Incluido |
| Exportable audit logs | No incluido | Incluido | Incluido |
| Support | Email · 48 h | Email and chat · 24 h | Direct channel · 4 h |
| Minimum term | None | None | Per contract |
Questions
What practices ask us
The real ones, the ones that come up on the first call.
Four things you can verify on this very page. We publish our prices, from €149 a month, when the norm is having to ask for them. We do not replace your management software — a3, Sage, Contasol, Holded or whatever you use: we work on what you already have, with no migration. We publish the regulatory fit rule by rule, including the chain of processor and sub-processor, which is the step that stalls these projects most and that almost nobody mentions, plus a written commitment not to use your digital certificates or file in your name. And there is no minimum term on the Essential and Team plans.
No, and that is a question of liability rather than technology. The system prepares, classifies and proposes the journal entry; the professional at the practice files and signs, and is the one answering to the authorities and to the client. Any vendor who tells you otherwise is walking you into a problem.
No. Each client sits in its own compartment by design: one company’s paperwork does not mix with another’s, neither in storage nor in processing. Access is also role-based, so whoever handles payroll does not see tax matters unless it is their job.
They are special category data under GDPR article 9: health and trade-union membership. That flow runs separately, encrypted and with restricted access, and sick leave notes are always routed to a person. The system does not process them on its own, deliberately.
No. We work on whatever you already have. If it has an API or supports imports, we push the proposed entries there; if not, we leave them in the format you use. Changing software is expensive, slow and the main reason these projects collapse.
Yes, and it is an important point. Your practice is a data processor for each client, so we are a sub-processor and authorisation from the controller — your client — is required. We give you the contract and the information notice ready to go, so asking for it is a one-email formality rather than a project.
The system works with the formats the regulation requires as they come into force. The obligation belongs to your clients and to you as the practice; we make sure intake, reading and filing fit around it without you having to rebuild the process each time.
In this order: a confidentiality agreement signed before accessing anything; a sub-processor agreement with vendors declared in writing; and the system built on anonymised documentation. Your clients’ real paperwork does not come in until everything is tested and you have seen it working.
Thirty days notice. You take all the paperwork in a standard format and we delete ours with a certificate of destruction. There is no minimum term on the Essential and Team plans and no exit cost.
¿Tu duda no está aquí? Pregúntanosla directamente, sin compromiso.
Twenty minutes and your specific case
Bring a couple of the invoices that give you trouble and the process that takes most of your time. We tell you what can be automated, what cannot, what the legal implications are and what it costs. If it is not worth it, we will say so.