Chroma Properties is a family property business that renovates tired houses into colourful homes to rent. Multiple properties meant hundreds of bank lines, agent statements and invoices, all sorted by hand in spreadsheets. Then Making Tax Digital arrived, with quarterly returns to HMRC for both owners, adding to an already significant workload.
This was about software and systems design, all built with AI. We mapped the whole financial management process, then used AI to write custom software that runs it end to end, in small modules that each do one job and check their own work.
Every morning, with no one lifting a finger, each property’s income and costs are matched, balanced and summarised month by month. The quarterly Making Tax Digital returns are ready to file, and around 8–10 hours of work a month has simply gone.
At 7am the system wakes up and works through the same careful routine. Here’s what it does, in plain English.
Scans the inbox, keeps the invoices, bills and letting-agent statements, and ignores marketing and personal mail. Even scanned PDFs are read.
Pulls in statements from any bank and puts every line into one clean format.
123 rules work out which property each payment belongs to, what it was for and which HMRC box it goes in. Personal spending and transfers between the owners’ own accounts are set aside.
Pairs each bank payment with the invoice or email behind it, and splits letting-agent payments into rent, fees and repairs.
Totals income and costs for every property, month by month, and ties them back to the bank to the penny. If anything’s missing, it stops and flags it.
Builds the quarterly figures for both owners, ready to upload to HMRC through recognised bridging software.
Refreshes a management dashboard (rents, mortgages, key dates in red, amber and green) and emails a short summary of the run.
It’s made an unbelievable difference to managing the portfolio. And it isn’t AI doing the books, it’s software. The AI built the software.
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