Director Accounting Intelligence · UK · Tax Year 2024–25

SustainSys AccountIQ

Your private AI accounting co-pilot. Ask questions about invoices, VAT returns, bank statements, and expense receipts in plain English. Every answer cites its source. No cloud. No API calls. No data leaves your machine.

Learn More → See it in action
VAT Filing Month-End Recon Year-End & CT600 Accountant Pack RAG · On-Device Ollama · Qdrant
152
Source docs
445
Vectors
6
Workflows
0ms
Cloud latency
100%
On-device
0
Data leaks
📄
152
Source documents
🧩
445
Vectors indexed
⚡
llama3.1:8b
Local LLM · Metal GPU
🔒
On-Device
No cloud · No API calls

Accounting workflows

🔍RAG
Ask Documents
Natural language search across all ingested documents — invoices, bank statements, receipts and Excel sheets. Ask anything, get cited answers.
→ Which receipts are missing or not found?
→ Show all bank transactions over £500
📊VAT
VAT Filing
Prepare quarterly VAT returns — identify input and output tax, flag missing VAT numbers, and verify invoice totals before HMRC submission.
→ List all VAT invoices for Q1 2025
→ Are there invoices missing VAT numbers?
📅RECON
Month-End Reconciliation
Cross-reference bank statements with receipts and expense claims. Surface mismatches and unmatched transactions before sending to your accountant.
→ Expenses claimed Jul–Sep 2024?
→ List all Uber and travel receipts
📋CT600
Year-End & Corp Tax
Compile year-end packs for your accountant — disallowed expenses, director costs, immigration visa fees, and P&L summaries for CT600 filing.
→ Summarise all disallowed expense claims
→ What are the total immigration visa fees?
📤PACK
Accountant Pack
Track outstanding accountant requests, identify missing documents, and draft accurate responses to queries — all sourced from your own records.
→ What has the accountant requested?
→ Which items are still missing?
🧠KB
Knowledge Base
Search institutional knowledge — vendor details, subscription lists, account numbers, and company reference data stored in your document corpus.
→ What subscriptions does the company pay for?
→ List all vendors paid this year
192.168.1.146:5001 — AccountIQ
ModeAsk Documents Tax Year2024–25 EntitySustainSys Consulting Ltd
What are the total immigration visa fees paid this year?
AccountIQ · 14:32
Based on the ingested documents, the total immigration visa fees paid in the 2024–25 tax year amount to £9,048.57.

Note: These are classified as allowable business expenses subject to your accountant's confirmation. [Source: Accountant_Request_Analysis.xlsx, Sheet 3]
📊 Accountant_Request_Analysis.xlsx 0.89
📄 Immigration_Invoice_Aug24.pdf 0.76
📄 Bank_Statement_Sep24.pdf 0.71
What was the BT bill in April 2025?
AccountIQ · 14:33
The BT bill dated 13 April 2025 was £41.17 (inc. VAT). VAT amount: £6.86. Net: £34.31. [Source: YourBTbill_13042025.pdf, page 1]
📄 YourBTbill_13042025.pdf 0.67
Ask about VAT, expenses, missing receipts, corporation tax...
Director Checklist · 2024–25 Tax Year Active
Q4
VAT Return — Jan 2025
Verify all input VAT invoices are present, correctly dated, and contain valid VAT numbers before HMRC submission.
📎
Missing Receipt Alert
Cross-reference bank debits against receipts. Any unmatched transaction is a disallowable expense risk for corporation tax.
CT
Corporation Tax — CT600
Compile disallowed expenses, director salary, dividends, and immigration costs before filing. Classify all edge cases for your accountant.
✓
Accountant Sign-Off Pack
Respond to all outstanding accountant queries. Use the Accountant Pack module to surface open items and draft accurate responses.
£
Year-End Reconciliation
Every bank transaction must be categorised. Director loan accounts must be reconciled or formally documented before year-end.

Privacy & Security

🖥️
100% On-Device
All LLM inference runs locally via Ollama on your Mac mini M4. No data ever leaves your machine.
🔒
No Cloud APIs
Zero calls to OpenAI, Anthropic, or any external service. Your documents never touch a third-party server.
💾
Local Vector Store
Qdrant runs in local file mode. All 445 vectors are stored in a folder on your machine, not a remote database.
🙈
Gitignored Data
The data_raw/ folder is gitignored by default. Your documents are never committed to version control.

Technology stack

LLM
Ollama · llama3.1:8b
4.9GB · Apple Metal GPU · 8192 ctx
Embeddings
nomic-embed-text
768-dim · 274MB · local inference
Vector DB
Qdrant (local)
445 vectors · cosine similarity
Metadata
SQLite
152 docs · 445 chunks · audit log
PDF Extraction
PyMuPDF + Tesseract
Digital + OCR fallback for scans
Excel Extraction
openpyxl
Sheet-by-sheet · smart headers
Chunking
LangChain Splitters
512–1500 chars · 64–150 overlap
Web UI
Flask · Port 5001
Python · single-file app · macOS
SustainSys Consulting Ltd · Mildenhall, Suffolk

AI-powered engineering for sustainable systems

AccountIQ is one example of the local-first, privacy-preserving AI tools we build for our own operations. Interested in what we build? Visit SustainSys.

Visit SustainSys.co.uk → Get in touch