FAQ — Nika
Straight answers to the questions small business owners ask about AI employees, bookkeeping, invoice processing and cost.
Can AI do bookkeeping?
Yes, AI can do the intake side of bookkeeping: spotting supplier invoices, entering every field and filing them the same day. What it can and cannot take off your plate, honestly.
How long does invoice processing take?
With AI, a supplier invoice is processed the same day it arrives — minutes, not weeks. What affects the speed, and when a human step is needed.
Is AI bookkeeping accurate?
AI bookkeeping is accurate because it never guesses: unclear invoices go to a human approval queue, and finished work is checked against the document. How errors are handled.
What happens when an AI bookkeeper makes a mistake?
Most mistakes never reach the books — unclear invoices stop in an approval queue. For finished work that is wrong: free correction and a refund within a monthly cap.
How much does an AI employee cost?
AI employees are paid per finished unit of work, not per month or per seat. What that means in practice, from {price} per processed invoice.
Is my business data safe with an AI employee?
Data is processed and stored in the EU, never used to train AI models, and access is limited to the two things the job needs. The data-safety design, plainly.
Does AI bookkeeping replace my accountant?
No. AI bookkeeping does the intake — entering and filing invoices the day they arrive. Your accountant keeps the books, files taxes and advises.
How do I hire an AI employee?
Pick the role, grant the two accesses it needs, prepay a small balance. What hiring an AI employee looks like in practice, step by step.
What tasks can AI employees do for small business?
AI employees are built one job at a time: bookkeeping, reviews, calls, quotes, scheduling. The thirteen roles, and which one you can hire today.
Do I need a bookkeeper for my small business?
The honest test: if supplier invoices pile up and the monthly close is a scramble, the intake alone is worth automating. What a bookkeeper is for, and what AI does instead.
How does AI invoice processing work?
Invoices land in a mailbox; AI reads the fields, enters them, files the document and flags anything unclear. The pipeline, step by step.
What is per-task pricing?
Per-task pricing means you pay for finished units of work, not for time or seats. How it works, when it wins, and what it costs when there is no work.
What Is the Difference Between Accounts Payable and Receivable?
Accounts payable is money you owe suppliers; accounts receivable is money customers owe you. The difference, and how AI helps with the AP side today.
Can I Claim VAT on Mileage?
In most EU countries you can reclaim a portion of the VAT embedded in fuel when you drive for business — but only with valid fuel receipts and strict rules.
What Is a VAT Return and How Often Do I File?
A VAT return reports output VAT minus input VAT for the period. Filing frequency depends on your turnover and country. What the books need, and what AI helps with.
How can you reduce bookkeeping costs?
Most bookkeeping cost is not the accountant’s fee — it is the hours spent entering invoices. Automate the intake, keep the judgment, cut the bill.
What Is an Audit Trail in Bookkeeping?
An audit trail is the chain of evidence from every transaction back to its source document. Why it matters, how AI preserves it, and what happens without one.
How Long Should You Keep Business Invoices?
Most EU countries require six to ten years of invoice retention. What the law says, what format counts, and how AI filing helps you stay compliant.
Cash vs Accrual Accounting: Which Is Better?
Cash accounting records money when it moves; accrual records it when it is earned or owed. Which one fits your business — and why the books must be ready either way.
What Is the Difference Between W-9 and 1099?
A W-9 collects supplier details before you pay them; a 1099 reports what you paid at year-end. The EU equivalent and why onboarding matters.
How do you prevent duplicate invoice payments?
Duplicate payments happen when the same invoice arrives twice and gets entered twice. How duplicate detection works, and what to check before you pay.
What Is 3-Way Matching in Accounts Payable?
3-way matching compares the purchase order, the supplier invoice, and the delivery note before payment. What it catches, and when to skip it.
How do you calculate late payment fees on invoices?
Late fees are usually a percentage of the invoice plus statutory interest. How the EU Late Payment Directive works, and how to set your own terms.
How much does a bookkeeper cost?
A bookkeeper costs a few hundred euros a month for a small business, depending on volume and complexity. Compare in-house, outsourced, and AI options.
Do I need to register for VAT?
You must register for VAT when your turnover exceeds the threshold. Learn the thresholds for UK, Ireland, Cyprus, Greece, and the EU.
What is the difference between bookkeeping and accounting?
Bookkeeping records daily transactions. Accounting analyses, files taxes, and advises. Learn the difference and why both matter.
Can I do my own bookkeeping?
Yes, you can do your own bookkeeping if your transactions are simple. Learn when DIY works, when it does not, and the hidden cost.
How to choose accounting software?
Choose accounting software by listing what you need, matching features, and testing. Learn the 5-step process and common mistakes.
What records do I need to keep for tax?
Keep sales invoices, purchase receipts, bank statements, payroll records, and expense claims for 5–7 years. Learn the rules.
How often should I do bookkeeping?
Do bookkeeping weekly for best results. Monthly is the minimum. Learn why frequency matters and what happens when you delay.
What happens if you do not do bookkeeping?
No bookkeeping means missed deadlines, penalties, lost deductions, and blind financial decisions. Learn the real risks.
Can I do bookkeeping in Excel?
Yes, Excel bookkeeping works for very small businesses. Learn when it is fine, when it breaks, and when to switch.
Do I need an accountant for my small business?
You need an accountant for tax filing, financial statements, and advice. Learn what an accountant does, what a bookkeeper does, and when to hire.