AI Receptionist for CPA Firms & Accountants
The 24/7 Front Desk for Modern Accounting Practices
Handle client calls, consultation scheduling, and new inquiries around the clock—from tax season surges to year-round advisory work, audit support, and bookkeeping services. Let your team focus on serving clients, not managing phones.
Why CPA Firms Choose AI Receptionist
Focus on what you do best while we handle client communication
Handle Client Volume Year-Round
Scale effortlessly during tax season peaks and manage steady client communication throughout the year. Handle audit inquiries, payroll questions, bookkeeping support calls, and advisory consultations simultaneously—without adding administrative staff.
Capture Every New Client Opportunity
Never miss a prospective client inquiry, even outside business hours. Answer service questions, provide pricing, and schedule consultations immediately—making a great first impression and growing your client base automatically.
Reduce Staff Burnout & Turnover
Combat the talent crunch in accounting. Phone interruptions are a top reason experienced staff leave the profession. Give your team uninterrupted time for complex work while AI handles routine calls—improving retention and work-life balance.
Everything You Need to Serve Clients Better
Professional phone answering that works around the clock for your accounting practice
Customizable Appointment Scheduling
Set up appointment types that match your practice. Clients book directly into your calendar. You define the appointment types, durations, and availability—the AI handles the booking.
Answer Common Questions 24/7
Provide instant answers to frequently asked questions based on your knowledge base. Clients get immediate responses about your services, pricing, hours, and how to get started—without waiting for your team.
Never Miss a New Client Lead
Capture every prospective client inquiry around the clock. AI collects their information, explains your services, quotes pricing, and schedules initial consultations—even when you're working on a deadline.
Document Collection Instructions
Guide clients to your document portal with clear upload instructions. Answer common questions about required documents and reduce back-and-forth emails about missing paperwork.
Smart Call Routing & Transfer
Transfer calls to up to 20 team members or departments seamlessly. You configure the routing rules—the AI follows them to connect callers with the right person or takes a message if no one is available.
More Time for What Matters
Reduce phone interruptions by 70% so your team can focus on tax returns, audits, financial planning, and strategic advisory work. Increase productivity while maintaining exceptional client service.
Built for CPA Firms & Accounting Practices
Specialized features for tax season, year-end planning, and client service
Flexible Appointment Scheduling
You customize what appointment types to offer
- Define your own appointment types (tax prep, consultations, reviews, etc.)
- Set duration and availability for each appointment type
- Clients book directly into your Google Calendar
- Multiple Calendars supported
- Handle rescheduling without staff involvement
New Client Information Collection
Gather essential details before the first meeting
- Ask custom qualifying questions you configure
- Collect contact information, business type, and service needs
- Explain your services based on your knowledge base
- Route to available team members or take messages
Common Questions & Information
Answer routine inquiries from your knowledge base
- Provide office hours, location, and contact information
- Explain your services and pricing for different client types
- Direct clients to your secure portal or online resources
- Answer frequently asked questions you've configured
- Transfer complex questions to available team members
24/7 Phone Coverage
Never miss a call, even outside business hours
- Answer calls instantly, day or night
- Provide information from your custom knowledge base
- Book appointments into available calendar slots
- Take detailed messages for your team to follow up
- Transfer urgent calls to available team members
Real Results for CPA Firms & Accounting Practices
Live in Minutes, Supporting Clients 24/7
Setup in minutes, support clients 24/7
Connect Your Phone System
Forward your firm's main line or get a new dedicated number. Works with existing VoIP, SIP, or traditional phone systems—no hardware required.
Upload Your Knowledge Base
Add firm services, pricing, CPA bios, tax deadlines, document requirements, and common client FAQs. The AI learns your practice in minutes.
Configure Appointment Types
Set up tax prep, planning consultations, bookkeeping reviews, and audit meetings. Connect calendars and define availability for each CPA.
Go Live Immediately
Start handling client calls, new inquiries, and appointment scheduling 24/7. No training period—works instantly and improves continuously.
Common Questions from CPA Firms
Can the AI handle the increased call volume during tax season?
Absolutely! Unlike human receptionists, AI Receptionist scales instantly to handle unlimited simultaneous calls. During peak tax season (January-April), when call volume can triple, the AI answers every call in under 5 seconds without degradation. Whether you receive 10 calls or 100 calls per hour, every client gets immediate attention. This is especially valuable during the final week before deadlines when phones ring constantly.
What happens when a client asks a complex question the AI can't answer?
The AI recognizes when questions require CPA expertise and seamlessly transfers the call. For topics like specific tax strategies, audit defense, or client-specific returns, it collects context (what the question is about, urgency level) and either transfers to an available CPA immediately or takes a detailed message with callback priority. You configure which topics require CPA attention versus which can be answered from your knowledge base (like filing deadlines or document requirements).
Can it schedule appointments with multiple CPAs who have different specialties?
Yes! You can configure individual calendars under your business's Google Calendar account and define AI rules for scheduling. When a client requests a business tax consultation, the AI checks availability with your business tax specialists. For individual returns, it books with generalist CPAs. For estate planning, it routes to your estate tax experts. The smart routing system ensures clients get matched with the right expertise while maximizing your team's calendar efficiency.
How does it help with document collection for tax preparation?
The AI streamlines document intake by guiding clients to your secure portal, explaining exactly what documents are needed (W-2s, 1099s, K-1s, receipts, etc.), and providing upload instructions. It can send follow-up text messages with portal links and answer common questions like 'Do I need my mortgage statement?' or 'Where do I find my 1099-DIV?' This reduces the back-and-forth and gets documents in your hands faster, so you can start returns earlier.
How does the AI handle both business and individual client inquiries differently?
You train the AI on your firm's specific service offerings and pricing for different client types. When a business owner calls about corporate taxes, payroll, or advisory services, the AI can explain your business service packages and route them to your business tax specialists. For individual clients, it discusses personal tax prep, estate planning, or financial advisory. You customize the knowledge base with different pricing tiers, service descriptions, and qualifying questions for each client segment—ensuring everyone gets relevant information and the right specialist.
What happens when clients call outside of business hours or on weekends?
The AI answers calls 24/7, capturing inquiries that would otherwise go to voicemail. For routine questions about deadlines, services, or pricing, clients get immediate answers any time of day. For appointment requests, the AI books available slots directly into your calendar. For urgent matters or complex questions, it takes detailed messages with the client's contact information and reason for calling, then sends you a notification. When your office reopens, you have a complete log of all after-hours activity with prioritized follow-ups—so you never lose a potential client who called at 8 PM on Sunday.
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