How KLOUDAC Scaled Tofu Across 200+ Clients

The Firm

KLOUDAC is one of the UAE's fastest growing accounting firms. Founded in 2018, they've scaled to 50 staff across offices in Dubai and Sri Lanka, serving 340 clients with bookkeeping, tax compliance, business setup, and visa services.

That growth came at a cost. Every new client meant more invoices. More bank statements. More hours spent typing.

"We wanted to reduce the effort in terms of bookkeeping. Our key accountants' productivity goes into bookkeeping. That is the problem."
Shairas Ahamed, Manager Accounts & Operations, KLOUDAC

The Breaking Point

With 340 clients generating thousands of bills every month, KLOUDAC's team was spending 3 to 4 minutes on every single bill. Manually. Typing supplier names, dates, amounts, line items, tax codes into Xero, one by one.

The math was brutal. At 3 to 4 minutes per bill across hundreds of clients, bookkeeping was consuming the hours their accountants needed for advisory work, client meetings, and compliance reviews.

They also run a 16 person internal control department that manually verifies VAT compliance on every invoice processed. Every supplier TRN, every customer address, every tax code. That's how seriously they take accuracy.

But with their growth rate, the old approach wasn't going to hold. Hiring more bookkeepers just to type invoices was expensive, slow, and didn't solve the underlying problem.

"With our current growth rate, it may be very challenging for us to do bookkeeping. We might have to procure additional resources. But comparatively, we can expect to reduce by at least 15 to 50% in terms of bookkeeping."
Shairas Ahamed, Manager Accounts & Operations, KLOUDAC

What They Tried Before

KLOUDAC wasn't new to the idea of automation. In 2021, they tested a bank statement extraction tool from Singapore. It didn't work. One of their clients was running Dext, but it wasn't firm wide. For the most part, bookkeeping remained manual: CSV uploads or direct data entry, bill by bill.

The concern wasn't just speed. The UAE's Federal Tax Authority has strict compliance requirements, and human error in selecting the wrong tax type or account code could mean penalties. The team was spending time double and triple checking work to avoid costly mistakes.

"We were very much concerned about not making any errors and getting a penalty. When there's manual intervention, there can be human error in terms of selecting the wrong tax type. We believe automation would streamline that."
Shairas Ahamed, Manager Accounts & Operations, KLOUDAC

The First 50 Bills

When KLOUDAC's leadership decided to move to AI automation, they went straight to Tofu. No extended evaluation of competitors. They set up a 30 day trial and ran 50 bills as a test.

The result: 90% of the data came through accurately on the first pass. Supplier names matched. Tax types were correct. Account codes flowed into Xero without manual correction.

"Out of the 50 bills, almost 90% were okay. The team was really happy with the approach. It tracked the exact tax type and the exact supplier name. They were quite happy with the data which flowed into Xero."
Shairas Ahamed, Manager Accounts & Operations, KLOUDAC

That was August 2025. Within six months, KLOUDAC went from those 50 test bills to processing 4,800 extractions in a single month, across 35 active team members.

Scaling from 300 to 4,800

The rollout wasn't instant. Like any firm wide technology change, there was resistance. Some team members kept going directly to Xero out of habit. Others flagged challenges with bulk uploads or specific document types.

KLOUDAC's approach was methodical. They tracked how many bills went through Tofu versus directly into Xero. They had conversations with the team. They worked with Tofu's customer success team to resolve specific edge cases.

Slowly, the numbers shifted. KLOUDAC now processes bills, sales invoices, and bank statements through Tofu. They've expanded from AP to AR to bank statement extraction, all three features running in production.

"Really happy with Tofu. This month I haven't got any feedback from the team. Since the second week of January, I really haven't got any noise from the team. I feel like they are comfortable."
Shairas Ahamed, Manager Accounts & Operations, KLOUDAC

The New Structure

KLOUDAC's vision is clear: associates and new joiners handle Tofu, while accountants focus on what actually requires accounting expertise. Client meetings. Advisory. Compliance reviews. Manual journals for complex scenarios like prepayment schedules.

It's a deliberate restructuring of roles. Instead of every team member being a data entry operator, junior staff review and verify AI processed extractions while senior accountants do senior accounting work.

"Associates or new joiners, the freshers, within a short time they need to become more capable in terms of handling a number of clients. Bookkeeping wise, we need to go more towards automation."
Shairas Ahamed, Manager Accounts & Operations, KLOUDAC

KLOUDAC processes Chinese invoices from mainland suppliers, UAE VAT invoices, multi format bank statements, and everything in between. The team's target for this month: 5,000 to 6,000 bills through Tofu.

What's Next

For KLOUDAC, Tofu isn't just a tool. It's part of a broader 2026 automation strategy. They're exploring automated prepayment journal processing, VAT compliance verification, and deeper Zoho Books integration for a subset of their clients.

From 50 test bills to 4,800 monthly extractions. From 3 to 4 minutes per bill to a fraction of that. From hiring more bookkeepers to making the ones they have dramatically more productive.

That's what happens when a fast growing firm stops typing and starts reviewing.

"From 2026, mainly we wanted to go mostly automated. Automate a lot of things. One of them is bookkeeping."
Shairas Ahamed, Manager Accounts & Operations, KLOUDAC