CA, Legal & Professional Firms
AI reception for CA, tax and legal firms
- To
- The partners
- Re
- The office phone during filing season
Dear partners,
Client calls answered, filing-season queries triaged, and consultations booked, so partners stop losing billable hours to the phone.
You will recognise the following.
- Filing deadlines turn the office phone into a queue nobody can clear
- Partners lose billable hours answering document-checklist questions
- Prospective clients call once, get voicemail, and go to the next firm
- Document collection runs over email threads that stall for weeks
Scope of work
Filing-season triage. Agent answers every call during the GST or ITR rush, resolves checklist and deadline questions, and books the ones that need a partner.
Document collection. Tells the client precisely which documents are outstanding, accepts them on WhatsApp, and nudges once before the deadline.
New-client intake. Captures the nature of the matter, entity type and turnover band, then books an intake call with the right partner instead of a generic slot.
Status without a chase. Client asks whether their return has been filed. The agent answers from your practice-management system rather than interrupting an associate.
Terms the receptionist works under
Answers from your own checklists. Upload your document checklists and standard engagement terms. Agents quote those, and say plainly when a question needs a partner.
No legal or tax advice. The agent is bounded to process, status and scheduling. Anything that would constitute advice is routed to a qualified person by rule.
Consultations booked against real availability. Two-way calendar sync so a booked consultation is genuinely blocked, with the matter summary attached before the partner joins.
Confidentiality by default. Client conversations stay inside your workspace with per-matter access, not in an associate's personal WhatsApp.
How a call proceeds
- Client or prospect calls
- AI resolves checklist, deadline and status questions
- collects outstanding documents on WhatsApp
- books a partner consultation with the matter summary attached.
At present: Two associates on the phone through all of September instead of on client work. Under this arrangement: Routine calls handled end to end; partners see only the matters that need them.
Yours faithfully,
Your firm’s AI reception desk
- Encl.
- WhatsApp Business API, Voice (Exotel, Twilio), Google Calendar, Zoho CRM, Webhooks, REST API
- cc
P.S. The three questions partners ask
Will it give tax or legal advice?
No. It is deliberately bounded to process, status, document collection and scheduling. Any question that would amount to advice is routed to a qualified person in your firm.
Can it handle the GST and ITR rush?
Yes, that is the case it is built for. Concurrent calls are not queued behind one another, so a deadline week does not produce a busy tone.
Where do client documents go?
Into your workspace, against the matter, with access scoped to the people you assign. They are not held in an individual's personal chat history.