An AI phone assistant that answers your clients while your advisors work

Routine calls are interrupting your billable work

The calls that flood a tax firm are rarely complex, but they are relentless, and they land on the people least able to spare the time. An advisor deep in a return stops to confirm a deadline, explain which documents are still outstanding, or reschedule a meeting, and the cost is not the two-minute call, it is the lost focus on work that has to be right and on time. Multiply that across a season and the interruptions add up to real capacity, quietly bled away one routine question at a time.

An AI phone assistant takes that load off the advisors entirely. It answers every client call immediately, in natural German, resolves the routine questions on its own, and only involves a person when the call genuinely needs one. Your advisors get uninterrupted blocks to do the work that carries risk and deadlines, and clients still reach a helpful voice on the first ring instead of a mailbox nobody has time to clear in March.

• Answers every client call at once, so advisors aren't pulled off deep work
• Resolves routine questions, deadlines, status, what's outstanding, without staff time
• Speaks natural German and copes with regional accents
• Protects billable, deadline-bound work from constant interruption during peak season

Document requests and status, handled and logged

A large share of client calls is about paperwork: what do you still need from me, did you receive my documents, when is the deadline, what is the status of my filing. The assistant handles these directly. It can confirm which documents are outstanding, remind clients what to send and how, take a message that a document has been sent, and answer status questions from what your systems show, so clients get a straight answer instead of a callback two days later.

Every one of those interactions is logged where your team works. A request to chase missing documents, a note that a client has questions about their return, a rescheduled appointment, all of it lands in your practice or document management system with the client and the details attached. Nothing depends on someone remembering to write it down after the call, and your team starts each follow-up already knowing what was said.

• Answers what's-outstanding, document-receipt, and deadline questions
• Reminds clients what to send and how, and logs that documents were sent
• Answers filing-status questions from what your systems show
• Writes every request and note into your practice or document management system

No tax advice, clean routing to the right advisor

There is a hard line the assistant never crosses: it does not give tax advice. It will not interpret a client's situation, opine on what they can deduct, or answer a substantive question about their return, because that is regulated professional work that belongs with a qualified advisor. The moment a call turns from administrative to advisory, the assistant recognises it and routes the client to the right person, not just anyone free, but the advisor who actually handles that client or that topic.

That routing is what makes the handoff useful rather than frustrating. The call reaches the correct advisor with a summary of what the client wants and the context already gathered, or, if the advisor is unavailable, it books a callback slot in their calendar so the client is not left chasing. Clients feel looked after because they get to the right person quickly, and advisors are only interrupted by calls that genuinely need their expertise.

• Never gives tax advice or interprets a client's situation, by design
• Recognises advisory calls and routes them to the client's own advisor
• Hands off with a summary and context so the advisor starts warm
• Books a callback in the right advisor's calendar when they're unavailable

Confidentiality and GDPR at the core

A tax firm holds deeply sensitive financial and personal data under a strict duty of confidentiality, and voice automation has to honour that from the first call. We build on providers and configurations that support GDPR compliance and a data processing agreement (AVV), keep data in appropriate jurisdictions, minimise what is stored, and keep transcripts, notes, and logs in your own systems rather than on a platform you cannot control. Professional confidentiality is treated as a constraint the whole design is built around.

Clients are told clearly that they are speaking with an automated assistant, which sets the right expectation and, in many cases, meets a legal requirement. Where a caller needs to be identified before certain information is shared, the assistant follows the verification rules you define rather than volunteering anything sensitive. Access to recordings and transcripts is limited to your team, and you keep a full, auditable record of what the assistant said and did, no black box, no data stranded elsewhere.

• GDPR-compliant setup with a data processing agreement (AVV) in place
• Data kept in appropriate jurisdictions and minimised to what's needed
• Client verification rules applied before sensitive information is shared
• Transcripts and notes stored in your own systems, access limited to your team

Live in weeks, wired to your systems, owned by you

A first version is usually live in three to five weeks. Week one we map your call types, your document and status workflows, your verification and confidentiality rules, and how calls should route to advisors, then connect your practice or document management system and calendars. We build the flows, test them against the calls your firm actually fields, and launch in a monitored mode where you review calls and tighten anything before widening its scope. It answers on your existing number, so nothing changes for clients except that the phone is always answered, even at the height of the season.

Everything runs in your accounts, writing into your systems, and it is documented so your team can adjust scripts, routing, and rules themselves. On pricing we are outcome-first: a meaningful share sits behind results, so you pay once it is genuinely handing your advisors back their focus. And we are honest about fit: a small firm with light, predictable call volume may not need it. For a busy practice buried under routine calls each filing season, the capacity it returns to your advisors pays for itself fast.