For accountants and CPA firms
An AI receptionist for accountants that survives tax season
Clientager answers new and existing clients, qualifies prospects by service and size, books meetings and sends document reminders, so your team can focus on the work itself.
Ready for your review in 24–48 hours
Customer: Hi, I run a small landscaping company and my books are a mess. I need someone to handle bookkeeping and our taxes. Can you help?
Clientager: Thanks for reaching out. I'm the firm's AI assistant. We do help businesses with both. Is your company an LLC, S corp or sole proprietorship, and roughly how many employees do you have?
Customer: S corp, 6 employees in season. I'm about four months behind on bookkeeping.
Clientager: Thanks. Do you currently run payroll in-house or through a provider, and which software are you using for the books, if any?
Customer: Payroll through a provider. Books in QuickBooks but not reconciled.
Clientager: That's a good fit for our monthly bookkeeping and business tax package, including catch-up work. Jenna, one of our partners, has discovery calls Wednesday at 11 or Thursday at 3. Would either suit?
Customer: Wednesday at 11 is good. I'm Greg.
Clientager: Booked, Greg. I've sent a calendar invite and a short list of documents that will help Jenna estimate the catch-up work.
What Clientager did
- Lead qualified: S corp, 6 employees, 4 months bookkeeping catch-up
- Discovery call booked: Wed 11:00 with partner
- Pre-meeting document checklist sent
Quick answer
What can an AI receptionist for accountants handle?
An AI receptionist for accountants answers calls, emails and chats, qualifies prospective clients by service, entity type and complexity, books discovery calls and tax appointments, and reminds clients about missing documents and deadlines. It does not give tax advice. Questions about a specific return or a notice from the tax authority are passed to the responsible accountant with a clear summary.
Illustrative example
Customer message
What documents do you still need from me?
Happy to help with that. Let me check and get it sorted for you now.
Saved to the customer record
What Clientager handles for accountants
- Qualify new clients
- Book discovery calls
- Schedule tax appointments
- Request missing documents
Live availability
Booked · reminder scheduled
What gets missed today
Seasonal call floods
From February to April, phones ring constantly with the same questions: is my return done, what do you still need, can I get an extension. Billable work stalls while staff answer.
Wrong-fit prospects
Partners spend discovery calls with prospects who need a service you do not offer, or whose budget does not match the work, because nobody asked a few questions first.
Chasing documents
Returns sit incomplete because clients forgot a 1099 or a mortgage statement. Repeated reminder emails come from busy staff who should be preparing returns.
Year-round leads go cold
Business owners who enquire about bookkeeping in summer get a slow reply because nobody owns the inbox outside of tax season.
What Clientager can handle for you
- Qualify new clients
- Book discovery calls
- Schedule tax appointments
- Request missing documents
- Answer return status questions
- Send engagement next steps
- Remind about deadlines
- Route notices to accountants
Enquiries it handles every day
- “Is my tax return ready yet?”
- “What documents do you still need from me?”
- “How much do you charge for a business return?”
- “Can you file an extension for me?”
- “I got a letter from the IRS, what should I do?”
- “Do you offer monthly bookkeeping?”
- “Can I book a meeting to review my quarterly estimates?”
- “Can you help me set up payroll?”
How it works
- 01
Enquiry comes in
A prospect or client calls, emails or chats. The agent introduces itself as the firm's AI assistant and asks how it can help.
- 02
Identify new or existing
Existing clients are matched to their record. New prospects are asked about the service they need: individual tax, business tax, bookkeeping, payroll or advisory.
- 03
Qualify and scope
The agent asks about entity type, number of employees, revenue band, states filed in and how far behind their books are, using the questions you set.
- 04
Book or route
Good-fit prospects get a discovery call with the right partner. Existing clients are booked, sent a document checklist, or routed to their accountant.
- 05
Follow up
Missing documents, unsigned engagement letters and unpaid invoices get polite, scheduled reminders with secure links to your portal or payment page.
Accounting firm lead management AI for the whole year
Accounting firms have two very different lead seasons. Early in the year, individuals want a return filed fast. The rest of the year, business owners look for bookkeeping, payroll, entity changes and advisory help. Clientager handles both. It asks the qualifying questions your partners care about, such as entity type, revenue band, number of states and how current the books are, and records them before anyone gets on a call.
Prospects that do not fit your practice get a respectful answer instead of silence, and good-fit prospects are booked with the right person. Because each enquiry is captured with the same structure, you can see which services people ask for and how many leads became engagements, rather than relying on an inbox that nobody owns in July. Nothing slips through the cracks.
Accounting appointment AI for tax season peaks
During busy season the same questions arrive hundreds of times. Clientager can tell clients what documents you still need, explain your drop-off and portal upload process, share your extension policy and book review appointments or signing meetings. If your workflow tool shows return status and a connection is available, the agent can share it. Otherwise it records the question for the preparer and promises a follow-up within the time you set.
The agent sends document reminders with a link to your secure client portal. It never asks clients to email or text Social Security numbers, bank details or tax documents directly. That keeps sensitive files in the systems built for them, while still removing the manual reminder work from your staff. Reminders stop automatically once the missing items are marked as received.
Where your accountants stay in charge
Tax and accounting advice stays with qualified people. When a client asks whether they can deduct something, how to respond to a notice, or what their estimated payment should be, the agent explains that their accountant will answer and routes the question with context. Letters from tax authorities are flagged as priority with any deadline the client mentions. Nothing is guessed or improvised.
Setup begins with how your practice runs: your services and minimum fees, who handles which clients, your portal and your busy-season policies. Clientager's team configures the agent and tests it against real scenarios, and you approve it before it talks to any client. It is typically ready for review within 24 to 48 hours. You can start with one channel, such as phone, and add email or chat later.
Frequently asked questions
Will the AI answer tax questions for my clients?
Only general, factual ones you approve, such as filing deadlines or your office's process. It does not give tax advice or interpret someone's situation. Specific questions about deductions, notices or estimates are routed to the responsible accountant with a summary so they can reply quickly.
Can it chase clients for missing documents?
Yes. Based on what you mark as outstanding, the agent sends reminders by email, SMS or WhatsApp with a link to your secure portal. It follows up on the schedule you set and stops once documents are received or the client asks to talk to someone.
How does it qualify new accounting clients?
You choose the questions. Most firms ask about the service needed, entity type, approximate revenue, employee count, states filed in and whether books are up to date. Prospects below your minimums can be given a polite answer or a referral, so partners only meet good fits.
Can clients ask whether their return has been filed?
Yes. If your practice management tool exposes status and a connection is confirmed during setup, the agent can share it after verifying the client. If not, it logs the request for the preparer and tells the client when to expect an answer.
Is it safe to discuss financial information with the AI?
Clientager is designed with privacy in mind. The agent avoids collecting sensitive identifiers like Social Security numbers and asks clients to use your secure portal for documents. Access to conversation records is limited to the people you choose, and records can be exported or deleted on request.
What does it cost for a small accounting firm?
Plans start from $39 per month for Starter with 200 voice minutes, with Growth and Scale plans for busier firms. Setup is included. Many firms choose a plan sized for tax season. See our pricing page for details; prices may vary by region.
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Want this for your business?
Tell us how your business works. We'll build the AI around it, test it, and have it ready for your review within 24–48 hours.