Case study · CPAs & accountants
TS CPA is a Houston-based accounting practice. The partners were spending billable hours on triage calls that should have been on paying clients. We built a custom AI intake and scheduling agent that handles the first contact, qualifies by service need, and books discovery calls into the partner's calendar — without adding headcount.
The situation
TS CPA's growth model is the partners themselves — every prospect call is a partner's time, and every partner hour spent on a wrong-fit prospect is an hour off a paying client. During tax season, that math gets brutal. New-client inquiries come in at all hours, slow callbacks lose them to the next firm in the search, and the partner has to do the same triage call over and over: tax or bookkeeping, individual or business, current-year or prior-year cleanup.
Inquiries arriving at all hours — weekends and evenings during tax season — with no after-hours coverage.
Same triage questions on every prospect call (service type, entity, complexity), eating partner hours that should be billable.
Slow response times costing them prospects who picked the firm that called back first.
No way to scale intake without hiring — and hiring during tax season isn't feasible.
What we built
We didn't drop a templated bot on their site. We mapped TS CPA's intake flow, identified the exact qualification criteria the partners needed before booking a discovery call, and built an agent designed around how their practice actually triages a new client. The agent lives at the front of the funnel — website, email, and inbound channels — and handles every inquiry the moment it lands.
Picks up website form submissions, inbound emails, and other first-contact channels in the practice's voice. Asks the qualification questions a partner would ask: service type (tax, bookkeeping, advisory), entity (individual vs. business), complexity, urgency.
Once qualified, the agent books the discovery call directly into the right partner's calendar based on service need and availability — without the partner involved in scheduling.
Operates 24/7. Inquiries on a Saturday at 11 p.m. get the same response time as one at 10 a.m. on Tuesday. Tax-season weekends are no longer a coverage gap.
We tune the agent weekly based on the inquiries it's handling, monitor for drift, and roll in new qualification criteria as the practice's service mix evolves.
The outcome
The headline outcome at TS CPA is response time. Every inbound inquiry — regardless of when it arrives — gets a qualified, on-brand response within minutes. The partner walks into discovery calls already knowing the prospect's situation instead of using the first 15 minutes to gather basics. Tax season runs without the intake bottleneck that used to define it.
< 5 min
Response time on every inquiry, day or night
24/7
Coverage including weekends and tax-season evenings
0
New headcount added to handle intake
40–60%
Typical intake-time reduction we see on builds of this shape
Industry typical
Still in flight
The intake and scheduling agent is live and tuned. We're now scoping a content / advisory agent that drafts client-facing communication — extension reminders, document requests, advisory follow-ups — in the partner's voice from real client situations. Same operate model: drafted by the agent, approved by the partner, sent on schedule.
Same playbook. Scoped to you.
Same model — audit, build, operate. Scoped to your operation, your toolchain, and the bottleneck the audit surfaces.
Floor
Builds start at $7,500.
Retainers start at $1,500/mo.