Sample AI Audit · fictional business

Sample report: Harbour Lane Bookkeeping.

This is an example of an Air Kick AI Audit, written for a made-up bookkeeping practice so you can see the format, depth and tone before you buy. Every name and number below is fictional.

Example only

Harbour Lane Bookkeeping does not exist. Figures are illustrative and come from the fictional owner's own (made-up) answers, which is how real reports work: your numbers, labelled as yours. Tool prices are approximate and are checked at the time your real report is written.

Intake summary

What the owner told us

Solo bookkeeper plus one part-time assistant, about 40 small-business clients, mostly fixed monthly packages.
Tools: Xero, Google Workspace, ChatGPT (personal plan), a shared Google Drive.
Biggest time drains (owner's estimates): chasing documents, about 4 hrs/week; same-question emails, about 3 hrs/week; onboarding new clients, about 2 hrs/week.
Goal for 90 days: stop working Sunday nights. Monthly tool budget: A$50–200.
Constraint: client financial data and TFNs must not go into consumer AI tools.

1 · The short version

One lever first

About 9 hours a week go on writing the same kinds of emails. The biggest lever is a small library of chaser and reply drafts inside a business-plan AI assistant, fed by one shared "answers" document. It costs one subscription you mostly already have and needs no integration. Start here before buying anything new.

2 · Effort against impact

Every opportunity, ranked

Opportunity	Impact	Effort	Do it
Chaser draft library	High	Low	Week 1
Shared answers document + reply drafts	High	Low	Week 1
Onboarding checklist + welcome pack	Medium	Low	Week 2
Email-to-task triage	Medium	Medium	Month 2
Automated document reminders from Xero data	High	High	Hold: needs a developer and a privacy review

3 · Quick wins

In the owner's words, with the fix

Problem	Fix
"Every month I chase the same six clients."	Three chaser templates (ask, reminder, final), drafted per client from a one-line list. Owner checks and sends.
"I answer 'when is BAS due?' ten times a quarter."	One answers document; replies drafted from it.
"Onboarding takes an afternoon."	Checklist plus welcome-pack draft created from the engagement letter.

4 · The tools, specifically

Named products and approximate costs

Tool	What it's for	Approx. cost	Setup
A business-plan AI assistant (ChatGPT, Claude or Gemini business tier)	All drafting; business tiers don't train on your data by default	About A$40–50 per user/month	1 hour
Google Docs (already paid)	The shared answers document	Included	30 minutes
Gmail templates (already paid)	Storing approved chaser versions	Included	20 minutes

Real reports check current prices on the day they're written.

5 · A four-day start

About ten minutes a day

Day 1: Move from the personal AI plan to a business tier. Turn off chat history sharing.
Day 2: Write the three chaser versions once, in your own words.
Day 3: Paste your ten most common client questions and your best answers into one document.
Day 4: Run this month's chasers through the assistant from a list of initials only. Check, then send.

6 · The 90-day sequence

What happens in weeks three, six and twelve

Week 3: onboarding checklist and welcome pack.
Week 6: email-to-task triage for the assistant, using a weekly paste-in rather than inbox access.
Week 12: review hours against the intake estimates and decide on the automated-reminder project.

7 · What comes after

Bigger projects, named honestly

Automated document reminders driven by Xero data would save the most time, but they need a developer, and a privacy review because client financial data is involved. Hold until the quick wins are in and the answers document has settled.

8 · The arithmetic

Using the owner's own numbers

The owner estimated 9 hours a week on these tasks and values her time at A$80/hour (her figure). If the quick wins cut that by a third, that's about 3 hours a week, or roughly A$1,000 a month at her rate, against about A$45 a month in new tools. These are her estimates, not a promise. The report shows the working so she can check it.

9 · What to do next

Including what not to pay for

Don't buy a dedicated "AI for accountants" tool yet. The quick wins don't need one.
Don't connect the AI assistant to Xero or the inbox until the privacy questions are answered in writing.
Do the four-day start, then re-measure hours at week 6.

Your turn

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