Smart Inbox
Every channel, every client, one queue.
For accountancy and bookkeeping firms
Run more clients with the same team — without losing standards.
SmartBooks gives your practice one organised inbox across every client — plus invoicing and automated payments through Adfin, open-banking-based bank feeds, MTD VAT, MTD ITSA, Self Assessment and full accounts production. Bookkeeper-in-the-loop on every submission. Built by operators of a chartered UK practice.
The problem
Most of month-end is still document chasing.
Receipts arrive on WhatsApp. Invoices arrive over email. Bank statements arrive late. Clients answer a chase email with a photograph. The firm spends weeks reassembling what should already be a clean ledger — and then has to do MTD on top.
- One Smart Inbox across all clientsEvery channel a client uses lands in one queue — classified by type, supplier, amount and VAT before a bookkeeper opens it.
- Clear review queues, no noiseLow-confidence, missing-info, duplicate and exception items surface only where they need human eyes.
- One thread per client, not twentyMissing information is bundled into a single weekly request per client, on the channel the client uses.
- MTD VAT and MTD ITSA, in the same workspaceQuarterly returns and updates prepared from the cleaned ledger and submitted to HMRC through the MTD APIs.
- Accounts production and Self AssessmentFRS 102 1A and FRS 105 limited-company accounts, plus personal tax for directors, landlords and sole traders.
- Invoicing and automated paymentsIssue client invoices and collect by direct debit through Adfin. Stop chasing receivables; reconcile automatically.
- Standards-first by designNothing is submitted to HMRC without explicit firm approval. Confidence shown on every extracted value.
How a typical month runs
From scattered intake to a filed return — in one rhythm.
- Week 1 · Capture
The client uses what they always use.
Email, WhatsApp, mobile photos, scans, bank pulls, Stripe and Square — everything lands in one Smart Inbox, tagged to the client and classified by document type.
- Week 2 · Classify
Extraction with confidence shown on every field.
Supplier, date, net, VAT, category — extracted automatically. Bookkeepers see only what they need to override.
- Week 3 · Review
Queues, not inboxes.
Review only the items that need a human. Missing-info gets bundled into one client-friendly message per channel.
- Week 4 · Submit
MTD VAT or MTD ITSA, filed.
Submission is prepared from the cleaned ledger, reviewed by a named bookkeeper, and only then sent to HMRC through the MTD APIs.
Capabilities for firms
One workspace. Every filing.
Invoicing & payments
Issue invoices, get clients on direct debit via Adfin. Reconciled automatically.
Open banking Coming soon
Live bank feeds across all major UK banks, auto-reconciled against intake.
MTD VAT
Quarterly returns prepared and filed through HMRC’s VAT API.
MTD ITSA
Quarterly updates · EOPS · final declaration, ready for review.
Self Assessment
Personal tax pulled straight from the books, for review and filing.
Accounts production
FRS 102 1A and FRS 105 limited-company accounts, iXBRL-tagged.
Client portal
Each client gets a personal address and a clean status view.
SmartBooks is built by the operators behind RR Accountants — a chartered UK practice. Every decision in the product passes the question, “does this make a real firm’s month-end easier without lowering the standard?”— SmartBooks operating principle
For firms
Bring your next monthly close and MTD cycle to SmartBooks.
Pilot cohorts are running through 2026 for firms with 30+ clients. Book a 15-minute demo or join the waitlist for early access.
Running a firm? Book a 15-minute demo.