Accounting AI Voice Receptionist

The firm's main number routes through Twilio into Vapi. The agent opens warmly and identifies the type of engagement the prospect is asking about: individual taxes, small business taxes, bookkeeping, payroll, tax planning, IRS notice response, audit defense, advisory. For each engagement type the agent runs the qualifying questions: for individual taxes, filing status, income complexity, state count, rough income range.

For small business, entity type, revenue, books status, prior filings. The answers flow into a complexity and pricing estimate and the prospect gets booked into the right CPA's calendar with the appropriate time allotment. Existing-client questions about status of return, payment, document requests get handled or routed to the office.

CRM write-back for Karbon, Canopy, TaxDome, or QuickBooks Online Accountant.

The structural problem is that the same CPAs who do the work also have to talk to prospects, and during tax season they cannot do both. Inbound calls hit voicemail, and the prospect who needs taxes done by April fifteenth does not wait for a callback, they call the next CPA.

Off-season the firm has capacity but the leads come in less frequently, and most firms do not run structured intake on the lower volume. The firms that grow consistently treat lead handling as a year-round operational discipline.

The agent gives every firm that discipline.

Individual tax returns run two hundred to twelve hundred. Small business engagements run five hundred to four thousand. Bookkeeping engagements are recurring at three hundred to two thousand a month.

Advisory and tax planning run higher. So one new client is worth a few hundred to several thousand in first-year revenue, with high retention into year two and beyond. A firm with one hundred tax-season leads converting twenty percent is signing twenty.

Lifting to thirty-five percent through reliable intake is fifteen extra engagements, twenty to seventy-five thousand in incremental revenue per tax season.

Vapi assistant tuned for accounting intake across engagement types, with the complexity-to-pricing logic and the CPA routing rules. n8n workflow connecting to the practice management system.

SMS confirmation templates. Knowledge base for common questions (what documents do you need, how much will this cost, when can I get my return done).

Setup guide for the engagement-type customization, the seasonal cadence configuration, and the prompt tuning to the firm's pricing philosophy. The complexity-to-pricing logic is specifically valuable because it lets the agent give a real-feeling ballpark range rather than punting on cost.

A day. The most important customization is the engagement-type and pricing logic conversation with the managing partner.

Spend an hour pulling out the firm's actual fee structure and bake the ranges into the agent's responses. Test against a personal phone for both tax-season intake and off-season inquiries.

Agency operators serving accounting firms charge six hundred to twelve hundred for setup and four hundred to seven hundred a month. The ROI is so clear during tax season that retention is excellent.