GL coding automation your practice runs consistently across every client ledger.
Let AI Agent run your GL coding
Categorise transactions
"Categorise last period's transactions for this client in Xero. Read each transaction from the bank feed and the ledgers, then apply the practice's coding policy: nominal based on supplier or customer history, prior corrections from the last close and category rules for entertainment, fuel, repairs and capex. For transactions matching a prior pattern, code automatically. For transactions outside any prior pattern, mark for review. If a transaction sits at the boundary of two nominals, ask me whether to follow the closest prior pattern or open a fresh rule. Pause before posting any new rule. Save a note for the practice manager listing coded transactions, queries and items awaiting senior input."
Apply project codes
"Apply project and department coding to last period's transactions for this client in QuickBooks. For each transaction, identify the project code from the supplier description, the prior coding pattern, the project tag on the invoice or the mapping the practice maintains. Apply the department code from cost centre rules. For transactions that touch multiple projects, propose a split based on the prior allocation pattern. If a transaction does not tie to any active project, ask me whether to chase the client owner or assign to overhead. Pause before posting any split that exceeds the agreed materiality. Save a note for the practice manager listing coded transactions, splits and items awaiting senior input."
Set VAT codes
"Set VAT codes on last period's transactions for this client in Sage 50. For each transaction, apply the VAT code per the supplier's VAT registration status, the supply type and the practice's VAT code library: standard, zero-rated, exempt, outside-the-scope, DRC and reverse charge. Check the supplier VAT number against the HMRC checker where the supplier is new or the prior history is thin. For supplies that trigger DRC, apply the reverse charge codes correctly. If a supplier's VAT status appears inconsistent with the supply pattern, ask me whether to chase the supplier or refer to the senior. Pause before posting any new VAT code rule. Save the VAT code working paper to Google Drive."
Tidy chart of accounts
"Tidy the chart of accounts for this client in FreeAgent during the coding pass. Identify duplicate nominals (two codes for the same purpose), unused codes (no active transactions for a sustained period), codes with inconsistent naming and codes no longer tied to active classes of transaction. Propose a tidy-up plan: merge duplicates, archive unused codes, rename for consistency. For codes that would affect prior-period comparatives, ask me before changing. Pause before any chart of accounts change lands in the ledger. Ask me where the practice keeps the chart of accounts review policy. Save a note for the practice manager listing duplicates, unused codes and items awaiting senior approval before the change lands."
GL coding without manual rework
Nominal coding, VAT codes, project tags and recurring-rule learning stop landing on staff line by line. The AI Agents apply the firm's coding decisions across every client, which is where the up to 80% lower cost to serve per client comes from, with senior review reserved for boundary calls.
Coding that learns each client's chart of accounts
Generic coding rules fail the moment two clients code the same supplier differently. Minded learns each client's chart of accounts: nominal mappings, project codes, department structure and VAT-code conventions. The next transaction arrives part-coded. Tie this to month-end close with AI so coding and the close share the same per-client memory.
One coding flow across Xero, QuickBooks, Sage 50 and FreeAgent
A real practice codes for clients on Xero, QuickBooks, Sage 50 and FreeAgent at the same time. The same categorisation, project, VAT and chart-of-accounts motion runs natively in every ledger. See AP automation with AI and journal entries with AI for adjacent ledger work.
How is this different from a transaction categorisation spreadsheet?
A categorisation spreadsheet is static and needs maintaining. Minded reads the ledger directly each period, applies the practice's coding rules per client and improves with each correction the senior makes. The spreadsheet is replaced by a live exception list the team works through, not a file to refresh manually.
How does the agent apply project and department coding consistently?
Each client carries its project and department code structure on file. The agent reads the transaction description, the supplier history and the prior corrections, and applies the closest matching project and department code. Where the match is uncertain, the agent pauses for senior input rather than guessing.
Can the agent code VAT codes correctly per supplier and per supply?
Yes. VAT codes are applied per supplier history, sector rules and the practice's VAT code library: standard, zero-rated, exempt, outside-the-scope, DRC and reverse charge. The agent checks against the supplier's VAT registration status with HMRC and flags inconsistencies before posting.
How does the agent keep the chart of accounts clean?
Duplicate nominals, unused codes, codes with inconsistent naming and accounts no longer tied to active transactions are surfaced during the coding pass. The agent proposes a tidy-up plan: merge, archive or rename. The senior approves the plan before any chart of accounts change lands.
What happens when a coding decision needs the senior's input?
When a transaction is ambiguous or a new pattern appears that the practice has not seen, the agent pauses and asks the senior whether to follow the closest prior pattern or to open a new rule. Approved rules become part of the client's coding memory and apply automatically next period.