The evolution of accounting: from manual labor to artificial intelligence

Angie Navas, Accountant at EAS LATAM

As an accountant, I have developed my career at EAS LATAM, directly witnessing the transformation of our profession over the years. In this column, I wish to share how accounting has evolved in Costa Rica from the days of manual records and desktop calculators to the current digital era driven by artificial intelligence (AI). This journey has been marked by cultural changes, substantial improvements in efficiency and quality control, as well as a reaffirmation of the accountant's strategic role in a constantly changing technological environment.

In my early years in accounting, the work was mostly manual. Offices were filled with filing cabinets, preprinted forms, and tape calculators. Accounting entries were recorded by hand on physical forms with columns for the date, account code and name, debit/credit amount, and description. Each entry underwent thorough review and had to be signed by the accounting clerk and the department head. The sheets, with stapled physical receipts—invoices, receipts, vouchers—made up the journal, and were then transcribed, entry by entry, into the general ledger.

Handling physical documentation required a lot of organization and time. Back then, it was common to see messengers arriving at the office with confidential envelopes full of invoices, checks, or financial statements. Clients sent us reams of paper documents, and we had to type everything manually.

The accounting work culture of that era valued precision and manual thoroughness. Large ledgers and binders were our daily companions. Quality control was exercised through direct human supervision: two sets of eyes reviewing every calculation and every entry. Communications were also slower and more formal. I remember that, when sharing sensitive information, we sometimes preferred to hand-deliver printed reports or send them by traditional mail or private courier to ensure confidentiality. Everything was physically filed; the security of the information depended on locks on filing cabinets and the confidentiality of the envelope holders.

Now: The digital age of accounting

The accounting landscape underwent a significant shift with the advent of personal computing, accounting systems, and, more recently, the digitization of tax documents. Today, most routine tasks rely on technological tools, which has exponentially increased efficiency and changed the way we work. The adoption of accounting and ERP software (from spreadsheets like Excel to specialized suites like QuickBooks, SAP, or Oracle) has become part of everyday life, significantly improving the efficiency and accuracy of processes. For several years now, Costa Rica has formally modernized its procedures: for example, the introduction of electronic invoicing—mandatory for all companies since 2019—eliminated the need to collect physical documents from clients, making the process more streamlined and environmentally friendly.

Communication and information management have also evolved along with work culture. Today, it's common to remotely access financial information stored on servers or cloud platforms, allowing for secure accounting from anywhere. We also use email, web portals, and messaging apps to receive and send documents. It's surprising how even informal tools have been incorporated into our work: in my daily practice, I've even received photos of invoices or receipts via WhatsApp, sent by clients from their cell phones. In fact, there are already technological solutions that integrate accounting management with everyday applications: for example, it's possible to process accounting records via WhatsApp, where a client sends a voice message to generate an invoice, or sends a photo of a receipt, and the system automatically records that information in the accounting system. These innovations streamline data processing and free accountants from tedious tasks, reducing the time spent on repetitive operational tasks by up to 50% thanks to basic automations such as digital document classification.

These tools can reduce the time spent on repetitive operational tasks by up to 50%. At the same time, modern accounting systems have automatic control functions: they perform calculations in real time, issue alerts for inconsistencies, and generate complete traceability for audits. According to a recent study, the digital transformation in accounting has had a significant positive impact on the accuracy of figures, considerably reducing human errors in data recording and processing. However, these advances have also brought new cultural challenges: staff adaptation to new technologies has not always been easy. Many accountants have had to reinvent themselves, learn to use software, migrate historical information, and rely on automated systems. Around 85% of companies face some resistance to change from their accounting teams when implementing digital systems, a fact that reflects how important ongoing training and open-mindedness are in our profession. At EAS LATAM, for example, we have invested heavily in training and in generating a culture of continuous improvement so that every team member takes advantage of modern tools instead of fearing them.

AI-powered accounting

Looking at the horizon of the profession, the next major catalyst for change is artificial intelligence (AI) and advanced automation. Global trends already point in this direction: it is estimated that AI technologies could automate up to 50% of a company's accounting processes, from data capture to certain preliminary assessments. Far from being a threat, I see this technological evolution as an ally that will empower accountants. In my current role, I am beginning to incorporate machine learning tools that learn from our records to propose accounting entries almost automatically. For example, an AI system can intelligently classify invoices or expenses into the corresponding accounts without human intervention, because it "learns" from the history of how we have done it before. Similarly, intelligent bank reconciliations will be part of our daily lives: AI can compare bank transactions with accounting records instantly, identifying coincidences and discrepancies on the spot, something that previously took hours of manual review. According to industry experts, AI already makes it possible to automate repetitive tasks such as invoice sorting, bank reconciliation, and data entry, freeing up time for accountants to focus on strategic and analytical work. In other words, machines will do more of the heavy lifting while we provide the professional judgment.

The near future of accounting promises to incorporate dynamic accounting dashboards and business intelligence directly into our workflows. I envision platforms where, thanks to AI, we will have financial indicators updated in real time, with early warnings about deviations or key trends. Predictive analytics will also play an important role: algorithms will be able to project cash flows or detect unusual patterns (potential fraud or errors) before they escalate, allowing accountants to take proactive action. All of this will result in accountants increasingly becoming strategic advisors for companies. In fact, with less operational burden on our shoulders, accountants take on a more consultative role, providing advice on tax matters, interpreting financial statements in depth, and proposing new data-driven business strategies. We are already beginning to see this shift: we are moving from being data entry operators to trusted analysts and consultants within organizations.

Final reflection

If I look back and compare the accounting profession of yesterday with that of today, and project it into tomorrow, I conclude that our profession has been able to adapt and strengthen itself with each wave of change. We went from being bookkeepers to computer systems operators, and now we're on the way to becoming data managers and financial strategists supported by AI. Each stage has brought its challenges: learning to use a new tool, redefining processes, ensuring quality in a different environment. However, at all stages, the professional judgment and ethics of the accountant have remained the cornerstone. We can automate processes and delegate routine tasks to machines, but the interpretation of financial information, business consulting, and ensuring that everything is done according to regulations and with common sense still fall to us.

The efficiency achieved thanks to technology has allowed us to free up valuable time: time we now invest in analyzing trends, communicating with clients, and providing added value. I've seen how the quality of work life also improves when the stress of routine tasks is reduced—today my colleagues can devote more energy to training, innovating solutions for clients, and even better balancing their schedules, something unthinkable in the days of endless monthly closings with calculator in hand. The organizational culture in firms like ours has evolved to foster ongoing training, interdisciplinary collaboration, and openness to change. Accountants are no longer seen as isolated behind a mountain of paperwork, but as communicative, strategic, and technologically empowered professionals. I concluded by telling them that I work from home thanks to technology.