How does a CPA firm set up an AI receptionist?

Setting up an AI receptionist for a CPA firm takes most practices less than a day, and the process centers on three things: configuring how the AI answers calls, building a knowledge base of common questions, and deciding how calls get routed or escalated to staff.

The first step is choosing a platform and connecting it to your existing phone number. Most AI receptionist services let you either forward your main business line to the AI or port the number directly. Once that's done, you train the system on your firm's specifics — your hours, your services (tax prep, bookkeeping, audit, advisory), which staff handle which client types, and any seasonal details like extended hours during tax season. A good platform lets you enter this information conversationally or through a setup form, and the AI will use it to answer caller questions accurately without sounding generic.

The more time you invest in the knowledge base, the better the experience. For a CPA firm, that means writing out answers to questions your front desk handles constantly: what documents clients need to bring, how to schedule an appointment, what your fees look like, whether you're accepting new clients, and how to reach someone urgently. You also set escalation rules — for example, if a caller says they've received an IRS notice, the AI can flag it as urgent and either transfer to a live person or send an immediate text alert to a staff member. Most platforms also integrate with scheduling tools like Calendly or Google Calendar, so the AI can book consultations directly without human intervention.

After setup, the real work is refining. You'll review call logs, identify questions the AI handled awkwardly, and update the responses. Most firms find the system handles 70–80% of inbound calls fully on its own within the first few weeks. For businesses ready to stop missing calls, My AI Front Desk offers 24/7 AI receptionist coverage starting at $65/month. Learn more at myaifrontdesk.com.