Answering for accountants: intake before the consultation
New-client enquiries, document questions and appointment changes compete for the same phone line. Vandial handles the reception work using your configured scope and fees, while questions about a client's tax position belong with your qualified team.
Answering service for accountants and CPA firms
One accounting call, and what it left behind
- Jan–Apr
- is when new-client calls peak and when nobody in the practice is free to take one
- Never advice
- No deductibility, no elections, no notices, no estimates. Not softened, not hinted at
- Scoped first
- Entity, employees, bookkeeping and years outstanding, before a partner spends an hour
Answered on the second ring. Every field below was captured during the call — nobody typed it in afterwards.
“I need someone to do my business taxes. Are you taking new clients?”
Classified: new client · S-corp · 40 employees · in scope0:17
Captured: S-corp · 40 staff · QuickBooks · cleanup likely0:52
Booked: Thu 2pm consult · intake sent · partner notified0:59
Booked: new client consult, S-corp, Thu 2pm
Read the whole accounting call, line by line
- 0:02Desmond Achterberg: I need someone to do my business taxes. Are you taking new clients?
- 0:06Vandial: We are. Is the business a sole proprietorship, an LLC, an S-corp?
- 0:14Desmond Achterberg: S-corp. Two of us, about forty employees.
- 0:17Classified: new client · S-corp · 40 employees · in scope
- 0:24Vandial: And do you have bookkeeping in place already, or would you need that too?
- 0:31Desmond Achterberg: We use QuickBooks. It's a mess though. What do you charge?
- 0:36Vandial: The initial consultation is $250, credited against the engagement if you go ahead. The return itself gets quoted once someone's looked at the books.
- 0:52Captured: S-corp · 40 staff · QuickBooks · cleanup likely
- 0:59Booked: Thu 2pm consult · intake sent · partner notified
Answered, understood, booked
One number, picked up on the second ring — at 2am, on a Sunday, while you're already working. By the time the caller hangs up, it is in your calendar.
Get in touchSee the call recordIt answers
The call is answered in the ten weeks nobody in the practice can pick up, by something that knows your consultation fee and which entity types you take on.
- 0:00Incoming call
- 0:02Answered by Vandial2 rings
- 0:05“Hello, Marlow Plumbing.”
It understands
It scopes the enquiry on personal or business, entity type, bookkeeping, deadlines and years outstanding, then turns away what is out of scope on the call rather than after a wasted meeting.
- Job
- Water heater — leaking
- Where
- 14 Marlow Street
- Access
- Side gate, dog in yard
- Urgency
- Today if possible
- Still on
It books
The consultation is booked into the right person's calendar with the intake attached, so the first billable hour is spent on the work rather than on the questions.
Text to Dave · 13:01
You’re booked for today, 1–2pm. Reply R to move it.
It asks what you would ask
These are the questions the agent runs for accountants, and the operational reason each one exists. Change them, add your own, or take them out — they are configuration, not code.
Is this personal, business, or both?
The first branch in the call. A 1040 and an S-corp return with a payroll problem attached are different engagements, different fees and often different people in the practice.
What entity type, and how many employees?
Sole proprietor, partnership, LLC, S-corp, C-corp. It decides scope, fee and whether the work is even something the practice takes on.
Do you have bookkeeping in place?
The difference between a return and a cleanup, which is usually the difference between a fee the caller expects and one they do not. Better established before a partner spends an hour discovering it.
Is there a deadline or a notice involved?
A letter from the revenue authority, an extension running out, or a lender wanting statements by Friday. It changes the urgency and it is the thing callers bury at the end of the conversation.
Who prepares it today?
A prior preparer means records exist and a handover is needed. No prior preparer on a business of any size usually means something else entirely.
Which year, or years?
One year late is routine. Four years unfiled is a different engagement with a different risk profile, and nobody volunteers it unless asked.
More than a answering service for accountants
An answering service takes a message and charges you for it. Vandial knows your prices, your patch and your diary — so it books the job, or puts a real emergency straight through to you.
Get in touchSee what it costsIt picks up out of hours, and while your line is busy
New-client enquiries arrive in the exact ten weeks the practice has no capacity to answer them. Each one is a relationship measured in years, and today most of them reach a mailbox or a partner who cannot talk.
It knows your prices, your patch and your hours
Scoping happens before the meeting. Entity type, employee count, the state of the bookkeeping and how many years are outstanding decide whether an engagement is worth taking, and finding out on the call is worth an hour of partner time on every enquiry.
What it knows
Consultation
$250, credited
New clients
Open Jan–Mar
Entities served
LLC, S-corp, C-corp
Tax advice
Never on the phone
What matters reaches you. The rest waits
The refusals are absolute and configured, so nobody in the practice is exposed by something an answering service improvised about a notice or a deduction.
Your rule: if they say gas, flood or no heat — ring Sam, then me.
Every call written up, tagged and searchable
Existing clients get their reschedules, their document questions and their deadline reminders handled without interrupting anyone, which in March is most of the phone.
Dave Whitfield · Sunday, 4m 12s
Water heater, leaking
Leaking from the base. Booked for Tuesday 1–2pm. Side gate open, dog in the yard. Asked whether the service call fee applies — told $99, waived on repair.
January to April, and every quarterly deadline
The busiest ten weeks of the year are also the ten weeks in which every person in the practice is billable from seven in the morning, which makes the phone the first thing dropped. New-client calls peak in exactly that window: someone whose preparer has retired, someone who has just opened a W-2 and panicked. Every one of those is an annuity if answered and a competitor's client if not. Then it repeats, smaller, at each quarterly deadline and again in September and October for extensions.
When it happens · January–April, quarterlies, and the extension deadlines
Get in touchSee what it costsA normal month, then a surge month
- Billed per minute
- Your baselineTriples with the calls
- The bill peaks in the same week your phone does.
- Billed per call, like a human service
- Per call, every callEvery extra call, billed
- Including the robocalls and the wrong numbers.
- Vandial
- From $99 a monthThe same
- Call flows are unlimited on every paid rung, and there is no per-minute billing. The rungs differ only in how many unique customers you answer for — and a surge is mostly more calls from the same people.
Robocalls and sales calls are identified and zero-rated on every plan. They never count toward your included customers and never create a customer record.
What it will never do
You are handing your phone to something that talks to your customers when you are not there. These are the lines it does not cross in accounting, and the words it uses instead.
It never gives tax advice
Not whether something is deductible, not whether to elect S-corp status, not what a notice means, not an estimate of what somebody owes. Every one of those is professional advice given by an unlicensed party, and being approximately right is worse than being silent.
What it actually says
“That's exactly what the consultation is for. I don't want to give you half an answer on something that matters this much.”
It won't quote the engagement fee
It states your consultation fee and your published rates, and it stops there. A return cannot be priced before somebody has seen the books, and a figure given on the phone is the figure the client will hold you to when the cleanup turns out to be six months of unreconciled transactions.
What it actually says
“The consultation's $250. The return itself we quote once someone's looked at what's actually there. It depends heavily on the state of the books.”
It won't discuss an existing client's affairs with anybody
Not a spouse, not a business partner, not a lender, not somebody who says they are the bookkeeper. Confirming that a person is a client at all is a disclosure, and the agent makes none.
What it actually says
“I'm not able to confirm anything about who we work with. If you're a client, I can have your accountant call you back on the number we have on file.”
The job lands where you already work
Google, Outlook, Apple, Exchange, CalDAV — whichever calendar you already keep. Then your payments, your CRM, and whatever you automate with.
Get in touchSee what it costs…and a lot more besides
- Warm transfersWarm transfersAnnounced — who is calling and why, before you take the line.
- Spam never billedSpam never billedRobocalls are spotted, zero-rated, and never become a customer.
- A number per sourceA number per sourceVan, yard sign, Google listing — see which line brings the work.
- Team & on-callTeam & on-callTries you, then a second number, then whoever is on call.
- Run it by textRun it by textReply to a text to move a job, block a morning, clear a day.
- Clear a day, everyone toldClear a day, everyone toldCall off a wet Tuesday; every customer is told and re-offered.
- Never invents an answerNever invents an answerNo price or slot it was not given. It takes a message instead.
- Any trade, no codeAny trade, no codeGoal, questions and guardrails are settings, not a rebuild.
What accountants say before they say yes
Three objections, in the words they are usually put in. Where the objection is right, it says so.
“Our clients expect to speak to their accountant.”
And they still will. The agent's job is to get them booked with the right person rather than to answer for them. What it removes is the reception work that lands on a partner in March: the price-shopper, the wrong-scope enquiry and the caller who wanted the office hours.
“Anything it says could be taken as advice.”
Which is precisely why the refusal is the loudest thing configured on this page. It gives no opinion on deductibility, elections, notices or liability, and it does not soften the refusal into a hint. There is no partial answer available to it.
“Most of our new work is referral. We don't need the phone.”
Referred clients arrive by telephone, in February, while everyone is billable. An unanswered referral is the most expensive missed call a practice takes, because somebody spent their own credibility to generate it.
Already decided you want AI to answer it?
Then the question is which one, and that is a different page: what a generic AI receptionist gets wrong on a accounting call, and what is configurable about this one.
AI receptionist, accountingNot your trade?
The agent's questions, urgency rules, escalations and vocabulary are all configuration. Nothing about a trade is hard-coded, which is why there are 31 of these and not one.
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Qualify the inquiry
Capture the service, service details and timing. Use your booking rules to decide the next step and when a person should help.
Keep the booking moving
Offer times from your connected calendar, handle rescheduling and send confirmation so interested clients leave with a clear next step.
Welcome the next visit
Follow up with past inquiries and returning clients. Keep the context from the previous conversation and make the next visit easier to arrange.
Explore the questions behind better bookings
Discover what Vandial can do for you
See how an AI agent can help your business qualify inquiries and book the next step.
FAQ
What should an accounting firm test before forwarding its phone?
Use a new-client enquiry, an existing client changing an appointment, a caller asking for a fee outside the configured list and someone asking about another person's tax affairs. Compare the captured scope, requested deadline and handover with your office policy. Keep requests for professional advice with the qualified team, and use sample information rather than real client records during evaluation.
Will it answer a tax question?
No, and it does not hedge toward one either. Deductibility, entity elections, what a notice means and what someone might owe are all professional advice, and it routes every one of them to a consultation.
Can it quote our fees?
It states what you have configured: a consultation fee, published rates for standard filings. It will not price an engagement, because the fee depends on the state of records nobody has seen yet.
Does it screen out price-shoppers?
It qualifies rather than screens. Entity type, employees, bookkeeping and deadlines establish scope, and a caller who is outside what you take on is told so on the call. What it will not do is decide somebody is not worth your time.
How does it handle the February volume?
Vandial’s paid plans start with Standard at $150 a month for 1,000 AI conversations, Pro at $350 for 2,000, and custom Enterprise plans. Contact us to discuss your workflow and setup; free trials and self-service testing are not available. Standard includes one AI channel, Pro three and Enterprise five. Additional AI conversations cost $0.40 each on paid plans. Voice minutes, phone numbers, paid messaging and implementation are quoted separately. See the pricing page for the conversation definition and plan details.
Can it confirm whether someone is a client?
No. Confirming a client relationship is itself a disclosure, and it makes none, to spouses, partners, lenders or bookkeepers. Where a caller is a client, it can arrange a callback on the number already on file.
What does it cost?
Vandial’s paid plans start with Standard at $150 a month for 1,000 AI conversations, Pro at $350 for 2,000, and custom Enterprise plans. Contact us to discuss your workflow and setup; free trials and self-service testing are not available. Standard includes one AI channel, Pro three and Enterprise five. Additional AI conversations cost $0.40 each on paid plans. Voice minutes, phone numbers, paid messaging and implementation are quoted separately. See the pricing page for the conversation definition and plan details.
“Our clients expect to speak to their accountant.”
And they still will. The agent's job is to get them booked with the right person rather than to answer for them. What it removes is the reception work that lands on a partner in March: the price-shopper, the wrong-scope enquiry and the caller who wanted the office hours.
“Anything it says could be taken as advice.”
Which is precisely why the refusal is the loudest thing configured on this page. It gives no opinion on deductibility, elections, notices or liability, and it does not soften the refusal into a hint. There is no partial answer available to it.
“Most of our new work is referral. We don't need the phone.”
Referred clients arrive by telephone, in February, while everyone is billable. An unanswered referral is the most expensive missed call a practice takes, because somebody spent their own credibility to generate it.