AI receptionist for tax firms
AI receptionist for tax preparation and accounting firms
Your AI Tax Receptionist — Answer Every Call. Qualify Every Client. Stay Ahead of Tax Season.
A tax office's phone is busiest in the weeks when your preparers have the least time to pick it up. An AI receptionist answers your firm's calls 24/7 in English, Spanish, German, French and Italian, runs a Tax Client Intake without asking for sensitive data by phone, and schedules consultations in Google Calendar or the scheduling system you already use, if it has an API.
One-time implementation starting at $999 + monthly subscription starting at $399
Callers are told they are talking to an AI assistant. It is never presented as a person.
How calls work at a tax and accounting firm
Tax calls follow the calendar. For calendar-year filers, partnership and S corporation returns are due March 15, individual returns April 15 and extended individual returns October 15, moved to the next business day when that date falls on a weekend or legal holiday. The weeks before each deadline bring new clients looking for a preparer, returning clients asking what to send, and people who have just realized they are late.
Year-round work sounds different. Bookkeeping clients call about the month's books, new business owners ask about setting up an LLC, and anyone who gets a letter from the IRS or the state wants to know what it means and how soon they have to respond.
Many of those calls ask for tax advice, which is not something to give on an intake call: should I file jointly, can I deduct this, what does this notice mean. Those belong with a preparer or a CPA once the client is engaged.
What the AI receptionist does for a tax firm
Set up with your services and your document checklist, it covers the calls and the intake:
- Answer calls 24/7, answer approved FAQs and schedule consultations
- Type of service: individual return, business taxes, bookkeeping or tax advisory
- Client situation: W-2 employee, 1099 freelancer, business owner or LLC
- The tax year or years to prepare
- Which documents the client has and which are missing, without asking for sensitive data by phone (no Social Security numbers, bank or account numbers)
- Urgency: deadlines, late returns or IRS notices
- A structured summary for the accountant
- Document checklists and reminders about missing documents, with the client's consent
Sensitive tax information is kept out of summaries sent over non-secure channels. The AI does not give tax advice.
Tax Client Intake: the questions it asks
When a new or returning client calls, the Tax Client Intake can ask for:
- The caller's name, phone number and email, and whether they are a new or returning client
- The service: an individual return, business taxes, bookkeeping or tax advisory
- Their situation: W-2 employee, 1099 freelancer, business owner or LLC
- Which tax years they need prepared, including past years not yet filed
- Which documents they already have, and which are still missing
- Any deadline, late return or IRS or state notice, and its date
- A day and time for the consultation
It does not request sensitive data by phone: no Social Security numbers, bank or account numbers. Each conversation produces a structured intake summary. Your accountant gets it as a structured summary before the consultation.
Tax document collection: checklists, missing documents and reminders
Stop chasing clients for missing tax documents. Let AI handle the follow-ups.
From the Tax Client Intake, it keeps a document checklist for each client:
- A personalized checklist built from the client's situation: W-2s, 1099s, business income, rental properties, dependents
- The documents still missing, so your team sees who is not ready yet
- Reminders by SMS or email about missing documents, only for clients who have agreed to receive them
- Your accountant validates every file: the AI never decides on its own that a return is complete
A secure upload portal, automatic file review and integrations with tax software are advanced features, quoted separately.
When the AI receptionist answers for your tax office
Preparers are with clients, and the phone peaks right before each deadline. Choose when it answers:
- 24/7 during tax season, for clients who call after work
- Outside office hours, all year
- When every preparer is in an appointment
- In the last weeks before each filing deadline
What a tax firm should set up before tax season
Services and who takes them
List what you offer (individual returns, business taxes, bookkeeping, tax advisory) and which preparer, CPA or team takes each kind of client.
Your document checklist
Write the documents each type of client usually needs, such as W-2s, 1099s, last year's return or business statements. The AI asks which ones the caller has and which are missing, never what is in them.
What is never asked by phone
Social Security numbers, bank and account numbers are not collected on the call. If your firm uses a secure portal or an in-person drop-off, tell us, so callers hear where their documents go.
Where summaries go
Choose who receives each intake summary. Sensitive tax information is kept out of summaries sent over non-secure channels, so an email or text summary carries the intake, not the numbers.
What counts as urgent
Decide which calls are urgent: an IRS or state notice with a response date, a filing deadline days away, several years of unfiled returns. Those are marked urgent in the intake and, if you want, transferred to a preparer.
Approved answers for tax season
Write what it may tell callers about your services, office hours, appointment availability and what to bring. It answers only what you approve; fees and tax questions stay with your preparers.
What happens when a client calls your tax office
The call is answered
The AI receptionist answers in English, Spanish, German, French or Italian and tells the caller up front that it is an AI assistant.
It handles the frequent questions
Office hours, services, what to bring, whether you take new clients: it gives the answers you approved and transfers anything else, such as a tax question, to your team.
It runs the Tax Client Intake
Service, situation, tax years, documents on hand and missing, and urgency, without asking for any sensitive numbers.
It books, moves or cancels the consultation
It schedules the consultation in Google Calendar or your scheduling system, if it has an API. Clients can reschedule or cancel by phone when their plans change.
Your accountant gets the daily summary
At the end of each business day: calls handled, new clients, each intake, consultations booked, tomorrow's appointments, changes, and the notices and deadlines that need attention.
Works with Google Calendar and the scheduling system your office uses
If your office books appointments in Google Calendar, or in a scheduling system that has an API, we connect the AI receptionist to it, so consultations land on your preparers' calendars.
Connecting Google Calendar, or a booking system that has an API, is included. More complex integrations are quoted separately. Connecting tax or accounting software counts as an additional integration; tell us what your firm uses on the strategy call.
For tax preparers, enrolled agents, CPA firms and bookkeepers
Independent tax preparers, enrolled agents, CPA and accounting firms, and bookkeeping practices that take new clients by phone, from seasonal tax offices to firms that work year-round. If people call you to get their taxes done, it is for you.
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Pricing for tax and accounting firms: Starting at $999 implementation + $399/month
The final price depends on your business. Custom plans are quoted on the strategy call.
Available to businesses in the United States, with calls in English, Spanish, German, French and Italian.
One-time implementation
Starting at
$999
Monthly subscription
Starting at
$399/month
Included
- AI receptionist configuration
- Business knowledge setup
- Industry-specific intake questions
- Calendar integration
- Call summaries
- Daily reporting
- Basic call routing
- English, Spanish, German, French and Italian support
Monthly usage limits apply. Additional integrations, custom workflows, and higher call volumes may require upgraded pricing.
Connecting Google Calendar, or a booking system that has an API, is included. More complex integrations are quoted separately.
Tax firm AI receptionist FAQ
Does the AI give tax advice?
No. The AI does not give tax advice. Questions about deductions, filing status or what a notice means are transferred to your preparers or noted for them in the intake summary.
Will it ask callers for their Social Security number or bank details?
No. It does not request sensitive data by phone: no Social Security numbers, bank or account numbers. It asks which documents a caller has, not what is in them.
What happens to sensitive tax information?
Sensitive tax information is kept out of summaries sent over non-secure channels. The summary your accountant receives carries the intake: the service, the client's situation, the tax years, the documents on hand and missing, and the urgency.
Can it handle a caller who received an IRS notice?
Yes. It asks about IRS or state notices and their dates as part of the urgency questions and marks the call urgent for your team. It does not explain the notice; that is for your preparer.
Can it help people who haven't filed for several years?
It asks which tax years need preparing and marks late returns as urgent, so your team sees them first in the summary. What to file and how stays with your preparers.
Can a client reschedule a tax appointment by phone?
Yes. It can reschedule or cancel the appointment when the client calls, so the slot opens up for someone else during the busiest weeks.
Does it work with my tax office's scheduling software?
If your office schedules in Google Calendar, or in scheduling software that has an API, yes. Connecting Google Calendar, or a booking system that has an API, is included. More complex integrations are quoted separately. Tax or accounting software is an additional integration; tell us which one you use when you book a strategy call.
Can Spanish-speaking clients complete the intake?
Yes. The Tax Client Intake runs in English, Spanish, German, French and Italian, with the same questions in both.
Can it collect the documents a client still owes us?
It builds each client's document checklist from the intake, keeps track of which documents are still missing and, for clients who have agreed to receive them, sends reminders by SMS or email. A secure upload portal, automatic file review and integrations with tax software are advanced features, quoted separately.
Does the AI decide when a return is complete?
No. Your accountant validates every file. The AI never decides on its own that a return is complete; it only keeps the checklist of what is still missing.
Will clients know they are talking to an AI?
Yes. Callers are told they are talking to an AI assistant. It is never presented as a person.
How much does an AI receptionist for a tax firm cost?
One-time implementation starting at $999 + monthly subscription starting at $399. It includes AI receptionist configuration, business knowledge setup, industry-specific intake questions, calendar integration, call summaries, daily reporting, basic call routing and English, Spanish, German, French and Italian support. Monthly usage limits apply. Additional integrations, custom workflows, and higher call volumes may require upgraded pricing. The final price depends on your business. Custom plans are quoted on the strategy call.
Is the first call free?
Yes. The first 30-minute strategy call is free.
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