Accounting / Bookkeeping — New Client Intake
Inbound new client inquiry for accounting, bookkeeping, or payroll services. Captures business type and service needs.
When this runs
classifies this work type when the caller says things like:
How the call goes
4 surface rules tied to missing field definitions. Urgent first.
Ask if there's an upcoming deadline or IRS notice — these are time-critical and jump the queue.
urgent“Is there an upcoming tax deadline or an IRS notice you're dealing with right now?”
Field: Upcoming tax deadline or IRS issue
Clarify exactly what they need — tax prep is seasonal, bookkeeping is ongoing, advisory is a different engagement.
important“What are you looking for — tax preparation, ongoing bookkeeping, payroll services, or financial advisory?”
Field: Services needed (tax prep / bookkeeping / payroll / advisory)
Ask about entity type — drives which tax forms and compliance requirements apply.
important“How is your business set up — LLC, S-Corp, C-Corp, sole proprietorship?”
Field: Entity type (LLC / S-Corp / C-Corp / sole prop)
Ask if they're switching from another firm — we may need prior-year returns for continuity.
important“Are you currently working with another accountant or CPA, or is this a fresh start?”
Field: Currently working with another CPA/accountant
Extracted without a dedicated prompt
extracts these from the transcript in real time. If the caller does not mention them naturally, staff can confirm them during wrap-up.
Guardrail signals
If staff says anything matching one of these examples, an urgent warning surface is created.
Give specific tax advice before engagement and review of financials.
Guarantee a specific tax refund or savings amount.
Quote fixed fees before understanding the full scope.
Advise on IRS audit responses without attorney/CPA review.
When the call ends
Before staff can end the call, walks them through a wrap-up checklist, then prepares the captured fields for the work record.
Wrap-up checklist
- Confirm callback number
- Schedule discovery meeting
- Send new client onboarding packet
- List documents to bring
Then creates a service request with:
- Caller name
- Callback number
- Business name
- Entity type (LLC / S-Corp / C-Corp / sole prop)
- Services needed (tax prep / bookkeeping / payroll / advisory)
- Approximate annual revenue
- Number of employees
- Current accounting software
- Currently working with another CPA/accountant
- Upcoming tax deadline or IRS issue
- State(s) where business operates
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