For accounting firms, insurance agencies, and consultants
AI receptionist for professional services firms that answers every client call
An AI receptionist for professional services answers every call to your accounting, tax, insurance, or consulting office, day or night. It asks the intake questions you choose, books meetings on your Google Calendar, answers common questions from your own documents, and takes messages for your team. It never gives tax, accounting, financial, or insurance advice.
Why client calls pile up at accounting and insurance offices
Calls to a professional office come in waves. A tax firm hears from new and returning clients all at once in the weeks before the April filing deadline. An insurance agency gets a run of calls at renewal time and after a major storm. A consultant in a client meeting cannot pick up at all. A prospect who reaches voicemail often calls the next firm on the list.
Most of those calls are routine: what to bring, when the office is open, whether a meeting can move, where a return or claim stands. Each one still pulls an accountant, agent, or office manager away from client work. An answering service that handles the routine calls and passes the rest along keeps new clients coming in and gives your team its time back.
New-client intake with the questions you choose
You write the intake questions, and the AI asks them in order, in a calm and professional voice. A tax practice might ask whether the caller needs an individual or business return and whether they received a letter from the IRS. A bookkeeping or consulting firm might ask about the size of the business and the kind of help it needs. An insurance agency might ask what coverage the caller is shopping for and when their current policy renews.
- Saves a new caller’s name and contact details to your contacts and records their answers in the call log with a full transcript.
- Books consultations, tax-prep appointments, and policy review meetings on your Google Calendar, asks for the caller’s email, and sends a confirmation.
- Reschedules existing appointments when a client calls to move a meeting.
- You choose what it asks for, so you can leave out Social Security numbers and account numbers and collect them through your own secure process.
Busy seasons and common questions
During tax season and renewal season, several clients can call at the same time and each call is answered, up to your plan’s limit. Business Starter answers up to 2 calls at once; Business Essential answers up to 3 calls at once; Business Growth answers up to 7 calls at once; Business Pro answers up to 15 calls at once. Spam and robocalls are screened out so the lines stay open for real clients. The AI answers common questions from the documents you upload (PDF, Word, or text), so the answer matches what your office would say.
- Document checklists: what to bring for a tax appointment or a new policy.
- Deadlines your firm lists, such as the date you need paperwork to file on time.
- Office hours, location, and how to drop off or send documents.
- Fees you have approved for consultations and standard services.
Status questions from existing clients
The AI recognizes returning callers by their phone number and uses their call history, so clients do not have to start over each time. It does not connect to your tax, accounting, or agency software, so it does not look up where a return, an engagement, or a claim stands. Instead it takes a detailed message or sends a callback request to you by Signal or email, and the request also appears on your Notifications page.
Insurance agencies: claim and policy-change calls
When a client calls about a claim, the AI captures the details your agency asks for: the policyholder’s name, the type of policy, what happened, when and where, and the best way to reach them. Policy-change requests, such as adding a driver, a vehicle, or a new address, are saved as a message for your team to process.
For situations you define as urgent, the AI flags the call for a callback or transfers it to one number you set. Transfer is optional and stays off until you turn it on.
Facts and handoffs, never advice
Your virtual receptionist is not an accountant, tax preparer, financial advisor, or licensed insurance agent, and it does not act like one. It does not give tax, accounting, financial, or insurance advice. It does not bind coverage, quote premiums, or tell a caller whether a loss is covered. When a caller asks a question that needs a professional, it explains that someone from your team will answer and offers a meeting or a callback.
Emailed requests become tracked tickets on Business Growth and Business Pro
On the Growth and Pro plans, a back-office agent works alongside your team. Problems clients report on a call, and requests they email to a forwarding address you set up, become tracked support tickets. The agent reviews each new ticket and suggests a reply based on your documents and policies. Replies are never sent automatically: your team reads the suggestion, edits it if needed, and sends it. Complaints, refund requests, and anything your documents do not cover are flagged for a person to review.
Confidentiality and call records
Each firm’s calls, transcripts, and contact records are kept in its own separate account, visible only to the people you give access. Every call is logged with a full transcript in your dashboard, so you can review exactly what was said. Call recording is off by default. If you turn it on, you are responsible for any notice your state requires. AssistStaff does not claim any industry certification, so review it against your own confidentiality and data-security obligations before you go live.
Cost compared with a missed client
Plans start at $29 a month. Compare that with the fee from one new tax client or the commission on one new policy you would otherwise have missed. Getting started is simple: forward your office number, upload your checklists and approved fees, write your intake questions, connect Google Calendar, and go live. Returning clients whose contact record lists Spanish as their preferred language are answered in Spanish.
Frequently asked questions
- Will the AI receptionist give tax, accounting, or financial advice?
- No. It does not give tax, accounting, or financial advice. It gathers the caller’s details, answers general questions from your documents, books a meeting, takes a message, or sends you a callback request.
- Can it quote premiums or bind insurance coverage?
- No. It never quotes premiums, binds coverage, or says whether a loss is covered. It captures the claim or policy-change details and passes them to your agency, and it can transfer urgent calls to one number you set.
- Can it tell clients where their tax return or claim stands?
- No. It does not connect to your practice or agency software. It recognizes returning callers by phone number, takes a detailed message, and sends you a callback request so your team can give the update.
- Can it handle the rush during tax season or renewal season?
- Yes. Each plan answers several calls at the same time: Business Starter answers up to 2 calls at once; Business Essential answers up to 3 calls at once; Business Growth answers up to 7 calls at once; Business Pro answers up to 15 calls at once. Spam and robocalls are screened out.
- Does AssistStaff integrate with QuickBooks, TaxDome, or agency management systems?
- No. It books meetings on Google Calendar and keeps its own call log, transcripts, and contact records.
- Are calls recorded?
- Not unless you turn it on. Recording is off by default. If you enable it, you are responsible for any notice your state requires.
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