For accounting and bookkeeping firms
Use AI in your firm and keep client data safe.
See which AI tools your firm uses and record what is allowed for each one. Staff get help as soon as client data appears in their text.
Prefer to try it yourself? 14 days free, no credit card.
AI is already part of the work in your firm. Oversight is not.
Accounts assistants use AI to rewrite notes to the accounts, payroll staff put salary questions to ChatGPT and tax advisers try out new tools. It saves time. But those texts hold names, ID numbers and figures that clients trusted the firm with. Here's how to stay in control, in four steps.
1 See
See which AI tools the firm uses.
The partners want to know whether staff really use the approved AI environment, or their own tools. The catalogue shows the tools seen in this firm, from Copilot and ChatGPT to Twinfield and a new bookkeeping assistant, each with a risk score and the firm's decision. Usage and Compliance show what share of AI use goes through approved tools.
More about SeeAn impression of the AI tools catalogue. The tools and risk scores come from the product. The decision in the last column is your firm's own.
2 Decide
Assess a new tool and record what is allowed.
A colleague tries Boekie AI, a new bookkeeping tool that reads receipts. Nobody has assessed it yet. The screen shows the assessment of Boekie AI: who the vendor is, where the data is held, whether it trains on input and whether a data processing agreement (DPA) is available. The firm decides, for example, to allow limited use without client data, and records that in the AI register.
More about DecideProduct example with fictional data.
3 Help
Help staff protect client data while they work.
An assistant pastes a note to the accounts into an AI tool to shorten it. The client's name, company number and result are all in it. BeeSensible highlights names, company numbers, ID numbers and amounts in the text. One click turns them into a placeholder such as [NAME1], or removes them. The firm can also set masking to happen automatically when text is pasted or sent. A payroll journal can be anonymised the same way before it is shared.
Names that only mean something at the firm, such as the code name of an acquisition or an engagement number, can be added as custom terms.
Custom terms that fit here
- Project Helix Project
- Northhaven acquisition Project
- Van Doorn Holding Client
- Engagement 26-0471 Code or reference
GeminiPayroll journal: second quarter
Employee Ilse Draaisma, staff number PN-40917, citizen service number 139274618, employed by Veldkamp Groep.
Gross monthly salary €4,180, payable to NL91 ABNA 0417 1643 00. Reconciled with the journal entry.
DeepSeek is not allowed here
Your organisation does not allow this tool for work. Use an allowed alternative.
Use instead
Open Microsoft 365 CopilotAlso allowed: ChatGPT
DeepSeek is allowed here, with limits
Your organisation allows this tool with limits. Only use it with anonymised data.
Use instead
Open Microsoft 365 CopilotAlso allowed: ChatGPT
No decision yet on DeepSeek
Your organisation has not made a decision on this tool yet. Do not share personal data or confidential business information here.
Use instead
Open Microsoft 365 CopilotAlso allowed: ChatGPT
Only enter public information here
Product example with fictional data.
4 Substantiate
Show how your AI policy works in practice.
During a quality review, the reviewer asks what the firm does to keep client data confidential. Each month or quarter you create a report: how many tools have a decision, how many critical details were adjusted before sending, and how often staff chose the approved alternative. Always for the whole firm, never per person, and downloadable as a PDF.
More about SubstantiateNotices about tools
Shown when someone opens a tool without a decision, or one that is limited or not allowed.
Browser use only, counted at most once per tool per day.
Product example with fictional data.
A customer's view
"Everyone here knows you have to be careful with customer data. But that awareness fades when you're busy. Knowledge is no guarantee of behaviour. That's exactly why we use BeeSensible."
Debby Elfrink Operations director, Speck Pompen This customer works in a different sector.
Trust and getting started
Your data stays safe, and getting started is quick.
What happens to your data
- Text is checked on our own servers, hosted by the European companies Scaleway and Hetzner, and deleted straight away.
- The dashboard shows totals for the whole organisation, never a breakdown by employee. Figures only appear once five or more users are active.
- You get a data processing agreement (DPA). The product DPIA and security information are available on request.
How to get started
- Install the extension on a few workstations, or have IT roll it out centrally through Intune or Group Policy, on any plan.
- Employees get an explanation and short videos about what they'll see and what they can do.
Good to know
Questions we often get.
Does BeeSensible highlight amounts and company numbers?
Yes. Besides names, ID numbers and contact details, it also highlights bank account numbers, amounts, company numbers and organisation names. In each detection profile you choose which types are included and how strictly. Client names and engagement numbers the detection does not know can be added as custom terms.
What does this record for our quality system?
For each AI tool: the decision, who made it, the condition, documents such as the DPA, and the review date. You can export that as CSV or PDF, together with the report for a period.
How does this fit professional rules and the GDPR?
Professional rules such as the VGBA, the Dutch code of conduct for accountants, ask for reasonable measures so that staff keep client information confidential. BeeSensible can be one of those measures, and shows how it is applied. The AI register feeds into your record of processing activities and your DPIA. It is for the firm to judge what is appropriate.
Does BeeSensible block AI tools?
Not on its own. People see what was found and what you decided about a tool. You decide whether someone can still go ahead with a tool that is not allowed, and whether masking happens by default. What happens after a highlight or a notice is counted, without content and without a name.
Does this replace our AI policy and training?
No, it builds on them. Policy and training lay the groundwork. BeeSensible helps staff apply those rules while they work.
Start by seeing which AI tools your firm uses
Start with a few colleagues, or see it in a demo first.
14 days free, no credit card. Rolled out across your organisation within an hour.
