How an accounting firm keeps up with phone calls in tax season
Sado AI team · · 5 min read
In short
Before report and declaration deadlines an accounting firm gets more calls, just when its accountants are busiest. The fix is to split the calls in two. An operator takes prices, document lists, hours, consultation bookings and first conversations with new clients. Tax advice and calculations stay with the accountant. Two or three weeks before the season, call clients to remind them to send documents. An AI voice operator can take these calls day and night, in Uzbek and Russian.
What calls come in during the season
Near a deadline the phone never stops and the accountant can’t look up from the reports. First, sort the calls by type:
| Call | Who answers | What happens |
|---|---|---|
| “How much do you charge?” | Operator | Answer from the price list, book a consultation |
| “Which documents should I bring?” | Operator | The firm’s document list |
| “Has my report been filed?” | Operator, then accountant | Question noted, task for the accountant |
| “I got a letter from the tax office, what do I do?” | Accountant | Operator notes details, books a callback today |
| “Which tax regime suits me?” | Accountant | Book a consultation |
| New client: “Will you take us on?” | Operator | Type of business, staff count, then a meeting |
Check exact deadlines and requirements in the tax authorities’ official sources: they change.
Before the season: document reminders
The worst days come when clients bring documents on the last day. You can soften that in advance:
- Two or three weeks before the deadline, list your clients: name, phone, which report.
- Call each one briefly, for example: “If you send the documents for the quarterly report by the 10th, we’ll have plenty of time.”
- If the client names a date, note it.
- If the documents don’t arrive on that date, remind them once more.
- Give the accountant a list of those who didn’t answer.
Sample call: a new client rings in the evening
Sado: Assalomu alaykum, Daftar Buxgalteriya, this is Malika.
Caller: Hello. I have a small café and my accountant has left. Can you help with the quarterly report?
Sado: Of course. A couple of questions: how many staff do you have, and how do you pay tax: on turnover or with VAT?
Caller: Six people. On turnover, I think, I’m not sure.
Sado: That’s fine, our accountant will see it from the documents. Shall I book a twenty-minute call for Tuesday at eleven? It can be by phone.
Caller: Yes, by phone.
Sado: Booked. Our manager will send the document list to your Telegram today. On Tuesday at eleven our accountant Dilshod will call you.
The operator gave no advice on tax regimes. It gathered what was needed and left the accountant a ready meeting.
What to ask a new client on the first call
- Type of business and where: café, shop, IT, manufacturing.
- How many staff, and how salaries are paid.
- How they pay tax; if they don’t know, the accountant will tell from the documents.
- Which report or problem brings them, and the deadline.
- Who to talk to, and when suits them.
With these five answers the accountant comes to the first call prepared and can quote more precisely.
What stays with the accountant
- Any tax advice and the choice of regime.
- Calculations, amounts and questions about fines.
- Letters and demands from the tax authorities.
- Prices and contracts that differ from the price list.
The operator notes these questions and creates a task for the accountant: who, about what, when to call back.
Getting through the season with an AI operator
An AI operator for incoming calls answers every call at once and takes more than ten at the same time, so the line isn’t busy in season. It answers from the firm’s prices, document list and hours, books consultations, and for anything it doesn’t know says the accountant will call and creates a task. Many business owners are free only in the evening; the operator answers at night too.
For document reminders, upload the client list as an Excel file in the portal’s Auto-calls section. Sado’s outbound calls phone each client and note the date they give. Every call’s recording and transcript are in the portal, and in your CRM if needed.
You pay only for talked minutes: 800 so‘m. For example, 60 two-minute calls a day in season: 60 × 2 = 120 minutes × 800 = 96,000 so‘m. Try it live or call 78 778 01 23.
Questions
Does the AI operator give tax advice?
No. It speaks only from your firm’s facts: prices, documents, hours. Tax questions go to the accountant as a task.
What if a client asks “has my report been filed?”
The operator notes the question and says when the accountant will call back. The accountant checks each client’s status personally.
What does it cost after the season?
There’s no monthly fee; only talked minutes are paid. In quiet months the cost is small too.