AI phone system for CPA firms, tax preparers, and bookkeepers
AI phone system for CPA and tax prep firms
Handle tax-season intake, document reminders, appointment scheduling, refund-status questions, bookkeeping leads, and deadline routing without drowning the front desk.
Meet Your Tax Prep AI Employee
PhoneMachine answers calls for cpa and tax prep, qualifies the request, captures the details, routes urgent work, and gives your team the clean next step.
What it handles for tax prep:
New client intakeCollect filing type, entity, years needed, deadline, and appointment preference.
Document chaseCapture missing W-2, 1099, K-1, bank statements, payroll, or prior return.
Status requestUse approved workflow notes or create staff callback task.
Bookkeeping leadCollect business type, monthly volume, payroll, cleanup needs, and deadline.
IRS or notice questionCapture notice type, deadline, tax year, and route urgently.
Extension and deadlineFlag filing deadline and required documents.
Why tax prep teams choose PhoneMachine
Tax season creates call spikes, document chasing, and deadline stress that small firms struggle to staff.
Capture
April phone flood
The firm is preparing returns while calls pile up. The AI captures deadlines and missing docs.
Route
IRS notice panic
A notice has a response deadline. The AI asks for notice number and tax year.
Follow up
Bookkeeping upsell
A tax caller also needs cleanup bookkeeping. The AI qualifies the monthly scope.
Automate
Status calls
Clients asking "is it done?" become queue items instead of interruptions.
How it works
Answer, understand, route, follow up.
Tax Prep caller reaches you
Use a PhoneMachine number or forward the line customers already call.
AI handles the front desk work
It follows your tax prep scripts, FAQs, escalation rules, and caller history.
The conversation becomes structured data
Transcript, summary, tags, urgency, contact updates, and next action are saved.
Your team gets a clean handoff
Call back, text, assign a task, route urgent work, or launch approved follow-up.
Tax Prep call handling, built in
Every vertical page keeps the current PhoneMachine system, with the scripts, boundaries, and intake fields changed for cpa and tax prep.
Voice
Voice
Answers tax prep calls 24/7 and captures intent.
Text / SMS
Text / SMS
Sends links, reminders, confirmations, and follow-up replies with consent controls.
Outbound
Outbound
Runs approved callback and follow-up scripts without inventing promises.
Knowledge
Knowledge
Uses approved tax prep FAQs, policies, fields, and never-say rules.
Team handoff
Team handoff
Moves the conversation into your shared inbox with context and next steps.
Live call example
Hear the AI handle a tax prep call.
New client is the kind of scenario the page is built around.
New client
CALLERCan you do my taxes this year?
PHONEMACHINEI can collect intake. Is this personal, business, or both, and do you have any deadline or IRS notice?
CALLERPersonal and small business.
PHONEMACHINEI will create a new tax client request with business details.
Explainer
How PhoneMachine works for cpa and tax prep.
Use this walkthrough for the vertical-specific positioning, then test the same AI phone system live on the demo line.
The math
Tax-season calls need a scalable front desk.
One retained business return, notice client, or bookkeeping lead can pay for months.
Guardrails for tax prep
The AI uses the same PhoneMachine workflow with industry-specific safety and compliance boundaries.
No tax advice
The AI captures and routes; tax professionals advise.
Document privacy
Tax documents and identity info need secure workflows.
Deadline routing
IRS/state notices and filing deadlines should escalate.
AI receptionist
Starter
An AI receptionist.
$49/month
Start with Starter- 75 answered calls / month
What's included
- 100 SMS segments / month
- 2 team members · 1 phone number
- Appointment booking + call transfers
- Call recordings, transcripts + summaries
For growing teamsMost popular
Growing
More calls, more numbers, more room for your team.
$99/month
Start with Growing- 200 answered calls / month
What's included
- 300 SMS segments / month
- 5 team members · 2 phone numbers
- Appointment booking + call transfers
- Call recordings, transcripts + summaries
Custom plans
Pro
Larger teams, higher volume and outbound campaigns.
Custom
Contact us- Custom call + SMS allowances
What's included
- Custom team members + phone numbers
- Power Dial Contacts + Campaigns
- Voice campaigns, SMS drips + voicemail drop
- Number pooling + outbound scripts
Tax Prep setup
What the AI needs to know.
Tax intake+
Personal/business, years, forms, filing status, entity, state, deadline, and notice.
Document checklist+
W-2, 1099, K-1, mortgage, charitable, bank, payroll, bookkeeping, prior return, and ID.
Notice workflow+
Notice number, tax year, deadline, amount, agency, and uploaded photo.
Bookkeeping intake+
Business type, transaction volume, payroll, cleanup period, and software.
Never-say rules+
Do not give tax advice, promise refund timing, quote final fee, or interpret notices beyond approved script.
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Read articleStop sending tax prep callers to voicemail.
Launch a 24/7 AI front desk with real phone, SMS, scripts, summaries, routing, and follow-up for cpa and tax prep.
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