An AI receptionist for accountancy firms that answers through January and every other month
New client enquiries, tax deadline panics and clients chasing their accounts all ring the same line. OptiFlow answers every call to your practice, books new client meetings, routes existing client calls to the right person and takes accurate messages, from £49 a month.
Why accountancy practices miss the calls that grow the firm
An accountancy practice has a phone that gets busier precisely when the team is least able to answer it. January brings self assessment, the months around year ends bring accounts and VAT quarters bring the same questions four times a year. New business enquiries arrive in the middle of all this. A contractor setting up a limited company, a shop owner unhappy with their current accountant, a landlord with a tax question. If the call rings out while everyone is heads down, that new client goes to the practice that answered.
An AI receptionist answers every call in your firm’s name. It works out whether the caller is a new enquiry or an existing client. New enquiries get the questions you set, such as business type, turnover band and the services they need, then a meeting booked with a partner or a call back. Existing clients are routed to the person who looks after them with an accurate message. The receptionist stays calm and consistent at 5pm on 31 January, which is more than can be said for most of us.
OptiFlow Lite starts at £49 a month with unlimited calls answered around the clock, built for sole practitioners and small firms. Larger practices with a central switchboard can step up to the OptiFlow Voice Agent, which handles more complex routing and takes payment on the call.
What it handles for an accountancy practice
New client enquiries
It captures the business type, size and services needed, explains how you work and books a discovery meeting with a partner or manager.
Existing client calls
Clients asking about their accounts, tax return or payroll are routed to the person who handles them with an accurate message, not a voicemail.
Deadline season overflow
When January or year end has everyone on the phone, it takes every call your team cannot, so nobody hears an engaged tone.
Document and information requests
Clients ringing to ask what you need from them get the answer you have approved and a note is sent to the person handling their file.
Meeting bookings and changes
It books, moves and confirms meetings in the right person’s diary, including video calls if that is how you work.
Fee and service questions
It explains your services and, where you have authorised specific figures, your fees, and books a conversation for anything bespoke.
Set up around your team, your services and your deadlines
We start with a short set up call to learn your partners and managers, who looks after which clients, the services you offer and the questions you ask new enquiries. The receptionist then routes each call correctly and says only what you have approved. It does not give tax or accounting advice, and it does not discuss a client’s affairs with anyone other than that client.
Client information is handled securely and the firm controls what is recorded and where it goes. Every call ends with a message to the right person containing the caller’s name, number, what they needed and what was agreed. Partners can see how many enquiries came in and how many were booked.
You keep your number and forward it, all the time or only when reception cannot answer. Many firms start with overflow and lunchtimes, then extend it to evenings when they see how many business owners ring after their own working day.
Calls it answers in an accountancy practice
The contractor at 6pm
Someone has just been offered a contract and needs a limited company set up. The receptionist asks your enquiry questions, explains your onboarding and books a call with a manager for the next morning.
The client chasing a tax return
A client wants to know if their return has been filed. It identifies them, takes the message and sends it to the person handling their file.
The 31 January panic
Forty calls in an afternoon. It answers all of them, routes the existing clients, books the new enquiries for February and keeps your team working.
Questions people ask
Does it give tax or accounting advice?
No. It captures the enquiry, says only what you have approved and books the caller with the right person. Advice always comes from your team.
Can it route calls to the right person?
Yes. You tell us who looks after which clients and services and it routes accordingly, with an accurate message.
Is client information handled securely?
Yes. Caller details are handled securely and the firm controls what is recorded and who receives it.
What does it cost?
OptiFlow Lite starts at £49 a month with unlimited calls answered. The Voice Agent for larger practices starts at £1,500 a month. See the pricing page for the full detail.
Hear it answer for your practice
Book a ten minute demo and we will ring your phone with the receptionist live so you can hear how it handles a new enquiry, an existing client and a deadline day.
Related reading: AI receptionist UK, AI receptionist for law firms, AI receptionist for estate agents, AI receptionist use cases by industry.