AI Automation for Accountants
Tax season is a document-chasing marathon. You send the organizer, then spend weeks emailing clients for the missing 1099, the brokerage statement and the signed engagement letter. Every hour chasing paperwork is an hour you can't bill.
Off-season has its own leaks: quarterly estimates missed, advisory upsells never offered. AI automation runs the reminders and follow-ups so your team spends time on actual accounting.
What AI handles for your accounting firm
Deadline reminders
Clients get automatic reminders for quarterly estimates, extension deadlines and payroll filings, timed to give them enough runway to act.
Document chase sequences
When a return is missing documents, the client gets a checklist and follow-ups every few days until everything is uploaded to your portal.
Engagement letter and e-signature tracking
Engagement letters and 8879s go out for signature, with reminders until they're signed and a dashboard showing who's outstanding.
Inquiry answering
A chatbot and voice agent handle common questions like where's my refund or what's your fee, and book consultations with new prospects.
Advisory and review follow-ups
After filing, clients get a review request and a note about planning services, which turns one-time returns into year-round relationships.
What missed calls cost you
If a firm spends ten staff hours a week in tax season chasing documents at a $75 billable rate, that's $750 a week, or around $10,000 over a season, spent on reminders a workflow could send.
Clients who file on time also mean fewer extensions and a smoother April. Add a few advisory upsells and the automation pays for itself quickly.
What it looks like day to day
Picture early March in a small firm. Forty returns are waiting on something. Instead of staff writing forty separate emails, each client got a personalized checklist showing exactly what's missing, followed by text nudges every three days. By the end of the week, twenty-six have uploaded everything. The dashboard shows which fourteen are still outstanding, and your VA calls the handful who haven't opened a single message. Engagement letters are tracked the same way. Your preparers spend March preparing returns, not chasing paperwork, and April feels a lot less frantic.
A dedicated VA plus AI
Most agencies hand you a bot and walk away. We pair your automation with a dedicated virtual assistant who watches it every day. The AI answers, books and follows up around the clock; your VA reviews what came in, handles the conversations that need a human, fixes anything the bot got wrong and keeps your CRM clean. You get speed without losing the personal touch.
How setup works
Setup follows the same path for every client. We start with a call about where leads and hours leak today, then build the highest-payback automation first, usually call answering or follow-up. We test it on real scenarios from your business, connect it to the tools you already use and write a short playbook so you know exactly what it does. After launch we review results with you each month and tune scripts, timing and routing as you learn what works.
Pricing
Dedicated virtual assistants start at $20 an hour with a 40-hour minimum to get started. Voice agents, chatbots and workflows are scoped to your call and lead volume, and we quote them in writing before any work begins. No long contracts.
Frequently Asked Questions
Does this work with TaxDome, Karbon or Canopy?
Yes. We connect to common practice management platforms or build workflows that use your existing portal and email.
Is client financial data safe?
We use secure tools, keep sensitive documents inside your existing portal and never pass tax data through public chat tools.
Can it remind clients by text?
Yes. Text reminders often get faster responses than email, and clients can reply to ask a question that routes to your team.
Will it work for a small firm?
Absolutely. Solo and small firms often benefit most, since nobody has time to chase paperwork during busy season.
Automate your accounting firm
Tell us where calls and leads slip through today, and we'll map the automations that would catch them first.