AI agents for accounting and tax firms
Tax season turns your phones and inbox into a flood of "did you get my W-2?" and "when is my return done?", while the work itself waits. Chasing missing documents takes as long as preparing returns.
- AI agent
Hi Sam, this is the AI assistant for Ashby & Vance CPAs. We’re still missing your 1099-INT from Chase to finish your return. You can upload it here.
- Customer
Uploaded. When will my return be done?
- AI agent
Thanks, received! Your return is in review and should be ready to sign by Friday.
- Document collected
- Status answered
- No staff time needed
Where accounting firms lose customers today
Tax season surge
Call and email volume spikes for weeks while staff are at full capacity.
Missing documents
Staff spend hours chasing the same clients for the same forms.
New client inquiries
Prospects contact several firms and pick the first one that responds clearly.
Built around how accounting firms work
Every rule below is configurable. You decide what the agent can answer, book or escalate, and what always goes to a person.
Fits your stack. We can connect to tools such as Karbon, TaxDome, Canopy, QuickBooks Online, plus your calendar, phone line and CRM, where the vendor provides API access.
- Answers common questions about services, fees, deadlines and status
- Books consultations and onboarding calls
- Sends personalized reminders for missing documents and follows up until received
- Collects intake information before the first meeting
- Routes urgent notices (IRS letters) to the right accountant
What it looks like when it’s working
Tax season gets calmer
Status questions and document reminders are handled automatically, so preparers can stay focused on returns.
Missing documents arrive sooner
Clients receive clear, personalized reminders until each item is uploaded, without staff writing the same email again and again.
New clients start organized
Prospects complete intake before the first meeting, giving your team the information needed to scope the engagement.
Built with the rules in mind. The setup is designed with the FTC Safeguards Rule, GLBA and IRS Publication 4557 in mind: role-based access, business AI plans whose terms exclude training on your data, and sensitive documents kept in your secure portal rather than in chat or email. The agent never requests full Social Security numbers or bank details in conversation, and it does not give tax advice.
Where to start for accounting firms
AI Receptionist
Answers your calls 24/7 on your number, books appointments, replies to texts and hands hot leads to your team.
Learn moreAI Document Processing
AI reads invoices, intake forms, contracts and receipts and puts the data where it belongs.
Learn moreWorkflow Automation
Connect your CRM, calendar, payments, email and phones so routine work moves automatically.
Learn moreQuestions from accounting firms
How is client data protected?
We use business AI plans whose terms exclude training on your data, restrict access by role, and keep sensitive tax documents in your own portal rather than in the agent. We align the setup with your firm’s security program.
Can it tell clients where their return stands?
Yes, if your practice management system tracks status. The agent reads the current stage, such as waiting on documents, in review or ready to sign, and explains what happens next without sharing return details. Clients are verified before any status is given, and anything beyond a status update goes to their accountant.
Can it help with engagement letters and e-signatures?
It can send the engagement letter or signature request from your existing portal, remind clients who have not signed and tell your team once everything is complete. Reminders stop automatically when the document is signed, so clients are never chased for something they already finished.
Does it work outside tax season?
Yes. Many firms use it year-round for bookkeeping questions, quarterly estimate reminders, payroll deadlines, extension follow-ups and advisory consultation bookings. The quieter months are also a good time to adjust scripts and test new workflows before the next filing season begins.
Let’s map what AI can do for your business.
Tell us what you want to automate. We’ll show you a live demo built for a business like yours and send a tailored proposal.