AI receptionist for accountants.
Keep tax, bookkeeping, and payroll inquiries moving while your team works with clients. Aria answers the firm information you supply, takes client messages, and records new-service requests for follow-up.
Illustrative accounting service inquiry
Caller: Do you help small businesses with monthly bookkeeping?
Aria: The firm offers bookkeeping services. May I take your business name and contact details so the team can discuss what you need?
A bookkeeping inquiry for the firm to assess.
Illustrative conversation · No audio playback
Plan for service inquiries and engagement messages
Tax-season coverage needs to distinguish new work from work already in progress. A prospect asking about bookkeeping needs a service conversation. An existing client asking for their accountant needs continuity with that person. A question about document delivery may need only the firm’s published instructions.
Choose who reviews each type of message and what callers should expect when the team is occupied. Ask for an administrative reason for calling rather than the contents of a return, bank details, or identification numbers. A request mentioning a deadline still needs staff review; the receptionist cannot determine filing obligations from a brief call.
IRS guidance for U.S. tax professionals addresses written information security plans, including risks across operations and service-provider safeguards. Review reception data collection within that plan, and use your firm-approved document channel for returns and supporting records.
IRS: protecting tax clients’ information
New work and current-client calls share the same line
During filing season, a request for a new engagement can arrive between calls from current clients. Staff need to know whether the caller wants a service discussion or an update from their existing contact.
Questions about where to send documents and when the office is open interrupt work even when the firm already has a standard process.
A caller asks whether their return is ready or a deadline applies to them. Answering that requires the engagement context and a qualified staff member.
Keep reception useful during focused accounting work
Identify the service behind a new inquiry
Ask whether a prospective client wants to discuss tax preparation, bookkeeping, payroll, or another service your firm offers. Collect a name, contact details, and a broad reason for calling so the team can begin the right conversation.
Repeat your document-submission directions
Put your approved submission process and office information in Aria’s instructions. It can explain where clients should go or whom to contact for access help, while the documents remain in your firm’s chosen process.
Keep existing-client messages with the right contact
Let a caller name the partner, accountant, or service team they need. Aria can take a message or use a configured transfer according to your instructions, leaving engagement updates and substantive advice with staff.
Calls around filing, bookkeeping, and documents
Take a new inquiry about the firm’s tax preparation, bookkeeping, or payroll services.
Explain published office hours and document drop-off arrangements.
Repeat approved directions for reaching the firm’s document-submission channel.
Record an existing client’s request for their accountant to call back.
Explain the firm’s supplied consultation process during a busy filing period.
Three accounting calls with different next steps
A business owner asks about bookkeeping
While the team is in client meetings, a business owner calls to ask whether the firm offers ongoing bookkeeping. With that service in the firm’s instructions, Aria can explain the inquiry process and collect the business name and callback details. Staff discuss scope and whether to accept the engagement.
A client needs help finding the document channel
An existing client asks where to send documents. Aria can repeat the firm’s approved submission directions or take a request for access help. It does not collect the documents on the call or confirm that the accounting team has received them.
A caller wants a filing update
A client asks whether their return is ready. Aria can take a message for the named accountant and note the broad purpose of the call. The accountant checks the engagement and responds; Aria does not infer filing status from the caller’s description.
Questions from accounting and CPA firms
Is this useful beyond tax season?
Yes. The same reception setup can cover inquiries about the services your firm offers throughout the year, such as bookkeeping and payroll. Configure those service names and contacts so callers do not all receive a tax-preparation script.
Can Aria answer a tax question or explain a filing deadline?
It can explain administrative information supplied by your firm. Questions about a caller’s tax position, filing obligations, or personalized deadlines go to your qualified staff. A reception conversation does not prepare or file a return.
Can it send a personalized document checklist?
Aria can explain an approved checklist or where to find your firm’s instructions. Personalized delivery by text or email and client-portal connections need a separately verified workflow.
Can clients speak to their usual accountant?
You can provide named contacts and configured transfer destinations. When the firm prefers staff follow-up, Aria can take a callback request. Your team owns the return call and any timing commitment.
What should our first trial cover?
Test a bookkeeping inquiry, a document-direction question, and an existing-client message using example details. Check the enabled call records and who will act on them. Review data collection with the person responsible for your firm’s information security plan before using live client information.