Back to home // INDUSTRY TEMPLATE

On-premise AI for accounting and tax firms

Process thousands of invoices a month, manage tax filings, and serve your clients without compromising professional secrecy or sending a single confidential file to the cloud.

The modern accounting firm and the privacy problem

Accounting and tax firms — known in Spain as gestorías — handle the most sensitive documents a business has: payroll, balance sheets, expense invoices, and deeds. Processing that information with cloud-based AI tools triggers the GDPR requirements on data processors and international transfers, and raises the question of whether the duty of professional secrecy allows it.

Polaris AI takes a different route: agentic artificial intelligence installed on-premise, in your own office. The models extract, process, and organize information locally, so your clients’ data does not leave your network.

High-volume invoice processing

Extracts tax bases, VAT, withholdings, and supplier details from digital and scanned invoices, including the ones that arrive as a PDF or a photo. Typing data in by hand turns into reviewing what is already proposed.

Output for your accounting software

Extracted data is prepared in the format your accounting system expects — Sage, A3, or another — so the quarterly close does not depend on retyping it. It is a connection configured during deployment, just like the one to your email: which software you use and how the information arrives is defined at the start of the project.

Client support over WhatsApp

A local agent can answer the questions that come up most often — deadlines, which documents are needed, how to send a file — from the firm’s own number. It is another of the pieces switched on and tuned during deployment: how far the automated conversation goes is your call.

Compliance and professional secrecy

Because documents are processed inside your network, there is no transfer to an external provider to justify to the Spanish data protection authority (AEPD): the part of compliance that depends on a third party disappears. The rest — legal basis, security, who sees what — remains the firm’s responsibility.

Intelligent, self-correcting automation

The Reflective Module works from the meaning of the document rather than from fixed templates per supplier: it reads what each invoice or expense is, who it is from, and when, and adapts to different layouts without having to define a new template every time. What it proposes is reviewed and approved from the panel, with your staff deciding at each step.

Frequently asked questions

Polaris AI extracts the information and leaves it ready in the formats those programs expect (Excel, CSV, or whatever your system uses). Like the email connection, it is a piece configured during deployment: the preliminary visit looks at which software you use and how the information arrives, and it is set up for that. There is no universal connector that fits everyone.
Because it is installed on-premise in your own office or on a private virtual machine, none of your clients’ documents are sent to an external AI provider. That removes the transfer of data to a third party, which is the most delicate part of the GDPR in these projects, and it fits the duty of professional secrecy. Full compliance still depends on how the firm itself handles the data: legal basis, security measures, and control over who sees what.
For small and mid-sized firms, a local server with a GPU is enough. The specific hardware is sized during the preliminary visit, based on your real document volume and how many people will use it. We guide you through choosing and purchasing it and, depending on the case, can supply it as a turnkey solution.

Want to see it working on your invoices?

Book a private 30-minute demo. Bring your own sample PDFs and we will show you, in real time, how Polaris extracts and processes the data without connecting to the internet.

Book an accounting firm demo on WhatsApp