- Accounting firms lose most of their time to repetitive admin: the same questions, onboarding steps and document chasing every season.
- An AI assistant can answer routine questions, qualify new enquiries and book consultations, and hand complex questions to your team.
- Automated onboarding and document reminders cut back-and-forth emails, especially during tax season.
- Targeted ads and landing pages help you attract the type of client you want, not just more enquiries.
What slows accounting and CPA firms down the most?
Repetitive admin. Answering the same questions, onboarding new clients by hand and chasing missing documents take time away from billable work, and peak season makes it worse.
"What do you charge?", "Do you handle my type of return?", "What documents do I need?" asked again and again.
Engagement letters, intake forms and welcome emails sent one by one, so new clients wait.
Hours spent emailing clients for missing receipts, statements and signatures.
Growth relies on referrals, and enquiries spike in tax season and dry up after.
How can an accounting firm use AI automation?
By automating the steps that repeat for every client (enquiries, intake, reminders and follow-up) while your team keeps control of anything that needs professional judgment. It combines AI automation & AI chatbots, Google Ads management, lead generation systems, set up around the way your accounting & cpa firm already works.
Answers routine questions about services, process and fees on your website, and qualifies new enquiries.
Qualified prospects book a discovery call straight into your calendar, with reminders.
Engagement letter, intake form and welcome sequence go out automatically once a client says yes.
Friendly automatic reminders until every document is in, with a clear checklist for the client.
Google Ads and landing pages for the services you want more of, such as bookkeeping, small-business tax or advisory.
Timely messages to past clients before tax season and for year-round services.
What does this look like for a new client?
- A small-business owner searches for "bookkeeping for small business" and lands on your page.
- Your assistant answers their questions and asks about their business type, size and needs.
- They book a consultation, and you get a summary of the enquiry before the call.
- Once they sign up, onboarding starts automatically: engagement letter, intake form and welcome email.
- Document reminders go out on a schedule until everything is in, without anyone chasing by hand.
Case study: what does this look like in practice?
Client names are kept private. Here is how a similar system was set up for another business in this industry.
Organizing consultation and onboarding requests
The firm received inquiries about bookkeeping, payroll and year-end accounts through a general contact form. Staff repeatedly had to clarify what each prospect needed before arranging a call.
A consultation form collects business type, service interest and preferred contact time. Inquiries enter the CRM with tasks for the right team member. Once the firm accepts a client, an onboarding checklist assigns responsibilities and sends instructions for submitting documents through the firm's secure portal.
Who is this for?
- CPA firms and tax practices with seasonal workload peaks
- Bookkeeping and payroll firms onboarding clients regularly
- Advisory and fractional CFO practices that want better-fit clients
- Small firms where partners still do the admin themselves
How do we get started?
- Book a call. 30 minutes on where your business is losing time or leads right now.
- Get a clear plan. What to build first and why, with the tools you already use, before anything is built.
- We build, you grow. I set it up, test it on real scenarios and hand it over running, with clear reporting.
FAQ
Is it safe to use AI with client financial information?
The assistant is set up to handle enquiries, scheduling and reminders, not to collect sensitive financial data in chat. Documents still go through your secure client portal, and the tools are chosen to fit your firm's security and confidentiality requirements.
Will the AI give tax advice to clients?
No. It answers routine questions about your services and process and hands anything that needs professional judgment to your team. That keeps advice where it belongs and saves your staff time on the basics.
Does it work with the software we already use?
Usually, yes. Automation is built around your existing tools, such as your CRM or practice management system, client portal, e-signature and calendar, rather than forcing you to switch.
See what this could look like for your firm
Book a free 30-minute call. You'll leave with a clear idea of what's possible, whether we work together or not.
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