Phone Problems Costing Accounting Firms Clients
Every unanswered prospect inquiry, every client question sitting in voicemail, every callback delayed until tomorrow puts revenue at risk. When clients can’t reach you, they move to CPAs who pick up. How much business walks away because your line was busy or closed?
Routine Questions Consume Receptionist Time
Your receptionist spends hours daily answering the same questions—”What documents do I need for my tax return?” “What are your rates?” “Can you help with an IRS notice?” Every minute explaining office hours, service offerings, or filing deadlines is time not spent on higher-value tasks like client file preparation or appointment coordination. These repetitive calls drain staff capacity during the busiest months.
Peak Season Volume Exceeds Staff Capacity
Busy months bring multiple times normal call volume. Clients calling about refund status, document requirements, extension deadlines, and appointment availability. Your receptionist handles them one at a time. The rest wait on hold, get voicemail, or hang up frustrated. Lunch hour inquiries from working professionals can’t wait—they need immediate answers or they move to the next CPA on their list.
Business Owners Call Outside Office Hours
Entrepreneurs research accountants after closing their businesses for the day. The restaurant owner calls evenings about quarterly bookkeeping. The contractor needs tax planning advice Saturday morning. The e-commerce seller has questions about sales tax Sunday afternoon. Without coverage during these hours, these ready-to-hire prospects book with firms whose phones get answered when they have time to call.
How Welco Handles Accounting Calls When Your Team Can’t?
AI Receptionist for Tax Questions & Consultation Scheduling
Welco learns your accounting services through uploaded documents and FAQs—individual tax prep, business returns, bookkeeping, payroll services, audit representation, tax planning. Upload PDFs of your service guides, pricing sheets, and document checklists. The AI answers questions about W-2 requirements, filing deadlines, extension procedures, and service pricing. Consultations book directly into your calendar through workflow integrations based on real-time availability.
Smart Call Routing Based on Keywords and Urgency
Custom Intake Forms Completed During Calls
Complete Call Documentation with Searchable Transcripts
Get Started in 15 Minutes
1
Connect Your Firm’s Line
Forward your main office number or get a new one instantly. Select an AI voice. Upload your services—individual returns (1040), business tax prep (1120, 1065, 1120S), bookkeeping, payroll, audit representation. Add fee structures, filing deadlines, and busy season hours.
2
Build Your Tax Knowledge Base
Upload service documents—engagement letters, document checklists, fee schedules. Add FAQs about extension procedures, estimated tax deadlines, refund timelines, and required documentation. Link your calendar for scheduling. Create intake forms asking filing status, income types, entity structure, and previous CPA.
3
Configure Tax-Specific Routing
Define urgent keywords: “IRS notice,” “audit letter,” “CP2000,” “tax lien,” “unfiled returns.” Set immediate CPA alerts via transfer or SMS. Route new client inquiries through intake and scheduling workflows. Send return status questions to client services. Direct bookkeeping calls to your bookkeeping team. Test scenarios, adjust, activate.
For CPAs Who Refuse to Lose Clients to Voicemail
Welco AI helps solo practitioners compete during busy seasons, growing firms handle call surges without hiring, and multi-location practices maintain consistent client service—capture every inquiry without expanding payroll.
How AI Reception Transforms Your Accounting Operations
Current Challenges
With Welco
Stop Losing Prospects to Firms That Simply Pick Up
Accounting firms use Welco.ai to answer calls during busy periods, capture inquiries outside office hours, and schedule consultations automatically—converting voicemail into paying clients.
FAQ about AI Receptionist for Accountants & CPA Firms
What if a caller asks a tax question we’re not licensed to answer in their state?
During setup, you define your licensed states and service areas. If a caller is outside your authorized jurisdiction, Welco politely explains your licensing limitations and offers to collect their information for referral, waitlist, or future expansion. You decide whether Welco should decline or still capture the lead.