How an accounting firm can manage client calls and reporting deadlines
Sado AI team · · 4 min read
In short
An accounting firm gets three kinds of calls: new clients asking the price, existing clients with a question, and calls about documents. Ask new clients six questions and book a meeting. Log existing clients’ questions as tasks and let the accountant call back at set hours, so they aren’t interrupted all day. Set an internal deadline ahead of the reporting deadline, and a few days before it call the clients who haven’t sent documents to get an exact date. Only the accountant gives tax advice.
Three kinds of calls, three ways to handle them
- New client: “How much do your services cost?” This is a sale. It needs a quick, clear answer, or they’ll call another firm.
- Existing client: “Has my report been filed?”, “What do I do with this document?” Only their accountant knows, but that doesn’t mean dropping work every time.
- Documents: the firm calls the client to ask for bank statements, invoices or payroll data.
When all three share one phone, accountants are interrupted dozens of times a day, and before a deadline all the work piles onto one day.
A new client’s call: six questions
- Type of business: LLC or sole trader, and what it does.
- Tax regime, if the client knows. If not, the accountant checks at the meeting.
- Number of employees: is payroll needed?
- Roughly how many documents or transactions a month: the price often depends on it.
- Which accounting software: for example 1C or another.
- What’s needed: full bookkeeping, reports only, restoring old records or a one-off consultation.
If you have a price list, give a “from…” price and explain the exact price comes after the estimate. End the call with a meeting or an exact callback time.
Document reminders before your internal deadline
Reports left to the last day mean more mistakes. Set yourself an internal deadline — for example the 5th of the month — and collect documents by then. A sample routine:
| When | Whom | What we ask |
|---|---|---|
| 5 days before the internal deadline | Every client who hasn’t sent documents | Which documents are needed and when they’ll send them |
| 2 days before | Those who still haven’t | An exact day and time |
| After the deadline | Those who still haven’t | The accountant calls personally |
Sado: Assalomu alaykum, this is Malika from Hisob-kitob Servis. Nodira, have you got two minutes?
Caller: Yes, go ahead.
Sado: For the October report we still don’t have the bank statement and invoices. When can you send them?
Caller: I’ll get the statement today, but I need to collect the invoices.
Sado: So the statement today and the invoices tomorrow by twelve on Telegram — does that work?
Caller: Yes, I’ll send them tomorrow before lunch.
Sado: Noted, and your accountant will see it too. Thank you, Nodira!
Keep existing clients’ questions from interrupting accountants
- Log each question as a task: who, which company, what question, when it’s convenient to call back.
- Give accountants set callback hours, for example 16:00–18:00 every day, and tell clients that time.
- Write a rule for urgent cases: for example, a letter from the tax office or a frozen bank account goes straight to the chief accountant.
- Never answer a tax question “roughly”: only the accountant who has seen the client’s documents answers it.
How it works with an AI operator
Sado’s AI operator answers calls to the firm’s number at once, in Uzbek and Russian. It asks new clients your questions and books a meeting. It notes an existing client’s question and creates a task for the accountant, and transfers urgent calls to staff by your rule. It gives no tax advice: it speaks only from the firm’s own information — prices, hours, document lists.
For reminders you upload the list of clients who haven’t sent documents to Auto-calls. The operator calls each one and notes the promised date. Results are in the portal and Excel, and a card for each call can go to your Telegram group. More: AI for incoming calls and outbound calls. Try it live or call 78 778 01 23.
Questions
Does the AI operator answer clients’ tax questions?
No. It notes the question and says the accountant will call back. It only speaks from the firm’s information: prices, hours, document lists.
Our clients prefer Telegram. Why call?
A Telegram message can go unread. On a call the client names an exact date and you write it down; they still send the documents on Telegram.
How much does it cost?
Only talked minutes are paid: 800 so‘m a minute. For example, two-minute reminders to 60 clients a month: 120 minutes × 800 = 96,000 so‘m.