AI agents for accountants that answer the phone all through tax season
AI agents for accountants answer your firm’s phone in your name, even from January to April when the phones never stop. The AI receptionist books client meetings, answers questions about hours, fees you choose to share and what documents to send, and takes detailed messages. It never gives tax or financial advice.
- 14-day free trial
- Keep your number
- Cancel any time
How a call goes
Delgado & Finch CPAs
- Receptionist: Thank you for calling Delgado & Finch CPAs. I’m the firm’s virtual assistant. How can I help?
- Caller: Hi, I own a small landscaping business and I’m looking for a new accountant for this year’s taxes.
- Receptionist: We’d be glad to help. Is the business an LLC, an S corporation, or a sole proprietorship, and roughly how many employees do you have?
- Caller: It’s an LLC with four guys during the season.
- Receptionist: Thank you. Are you also looking for help with payroll or bookkeeping, or just the tax return?
- Caller: Maybe bookkeeping too. My books are kind of a mess.
- Receptionist: Understood. I can book an intro meeting with Ms. Delgado next Tuesday at 9 or Wednesday at 5. Which works for you?
- Caller: Wednesday at 5.
What the owner’s summary would include
- Client type:
- New, landscaping LLC, 4 seasonal employees
- Needs:
- Business tax return; possible bookkeeping
- Note:
- Books need cleanup
- Booked:
- Intro meeting Wed 5:00 pm with Ms. Delgado
Where accountants lose calls today
Tax season buries the phone
From late January through the April deadline, the phone rings constantly with document questions and new clients. Every call you take pulls you out of a return, and every call you skip may be a client leaving.
The same questions, all day
Is my return done yet? Where do I send my 1099? What are your hours on Saturday? Your team answers these questions dozens of times a week, time that could go to billable work.
New business calls get lost
A small business owner looking for a new accountant for bookkeeping, payroll or a year-round engagement may call once. If they get voicemail in March, they assume you are too busy to take them on.
Calls Vocenya answers for accountants
Every one gets a real answer, the details written down, and a summary sent to you the moment it ends.
- Individual tax return appointments
- New small business clients
- Clients asking about return status
- Where to send documents and forms
- IRS or state tax letters
- Extension questions near the deadline
- Payroll and bookkeeping inquiries
What you see after every call
The real Vocenya portal, shown with a made-up plumbing business. Your accounting firm gets the same: the summary, the outcome, the caller’s details and the full transcript.
How do AI agents for accountants help during tax season?
During tax season the phone is the biggest interruption in your day. An AI receptionist answers every call in your firm’s name, handles the routine questions, such as hours, where to upload documents, and what to bring to an appointment, and books client meetings into Google Calendar or Microsoft 365. Calls that need you, like a client with a tax notice, get a detailed message or a warm transfer. You and your staff stay focused on returns, and no new client hears voicemail in March.
Will the AI give tax or financial advice?
No. The assistant does not answer questions about deductions, filing status, estimated payments or what a client owes. When callers ask, it tells them their accountant will review it and offers a meeting or takes a message. It can share fixed information you provide, such as your standard fee for a simple individual return or your document checklist, but it never gives advice or guesses at a number. It also identifies itself as a virtual assistant, not an accountant.
Can an accounting firm answering service handle return status calls?
It can take them off your staff’s plate without guessing. The assistant confirms the caller’s name, asks which return or year they are asking about, and sends the question to your team by email and app notification. If you prefer, it can explain your usual turnaround during busy season in words you approve. It does not look up the status of a return, so clients always get accurate answers from your team.
What happens to calls after the April deadline?
The assistant keeps working all year. After the deadline, calls shift to extensions, IRS and state letters, quarterly estimates, bookkeeping and payroll, and new business setups. You can update the greeting and call flow for each season in a few minutes. Many firms also use it to cover summer vacations and the stretch before the fall extension deadlines, when the phones pick up again. The same assistant can also answer your website chat all year.
A person when it matters
Tricky calls go to a trained GH agent who sees what the AI heard, or straight to your phone.
Booked, not just logged
Offers real times from your calendar and confirms them with the caller.
Answers in 89 languages
Studio voices switch to the caller's language, and you get the summary in English. The Value plan answers in English and Spanish.
Calls new leads back
Appointment reminder calls cut down on missed tax appointments during the busiest weeks of the year, when an empty slot is hard to refill.
Serving accountants in New Jersey and New York City
Accounting firms in New Jersey and New York City often prepare returns for both states, including commuters who live in one and work in the other. Those clients call with questions at lunch and in the evening, and an AI receptionist answers both.
See how it works in New Jersey and New York City.
Questions from accountants
Is an AI receptionist worth it for a small CPA firm?
For many small firms the busy season alone justifies it, because every call during those months is either a distraction or a missed client. Plans start at $49 a month, every plan has a 14-day free trial, and you can cancel any time.
Can clients book tax appointments by phone?
Yes. The assistant books into Google Calendar or Microsoft 365 using the appointment types you set, such as a 30-minute drop-off or a one-hour review. It can offer in-person or video appointments and confirm the time with the client. Your team sees the booking and a summary right away.
Can it answer in Spanish or Russian?
Yes. On Studio voices the assistant answers in 89 languages, including Spanish and Russian, and can switch during a call. The Value plan answers in English and Spanish. Your summary still arrives in a format your staff can read, with the caller’s language noted. That helps firms with clients who prefer to talk about money in their first language.
What does the AI do if a client calls about an IRS letter?
It asks which letter or notice they received, the tax year, and any response date on it, then marks the call as a priority in your summary or transfers it to your team. It does not tell the client what the letter means or what to do.
Can we change the greeting after tax season?
Yes. You can edit the greeting, the answers and the call flow at any time. Many firms use one setup for January to April and another for the rest of the year, with different hours and priorities. Changes take effect right away, with no need to call anyone.
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