Tax Services — New Client Intake
Inbound tax-services intake. Flags IRS notices and approaching deadlines, captures entity type and state coverage.
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 they've received an IRS or state notice — if yes, get the notice number; deadline-sensitive.
urgentField: IRS or state notice received
Ask if a filing or extension deadline is approaching — drives queue priority.
urgentField: Approaching filing or extension deadline
Get exact entity type — Sole Prop vs LLC vs S-Corp changes scope and fee.
importantField: Entity type (Sole / LLC / S-Corp / C-Corp)
Ask how many states they file in — affects fee and software.
importantField: States filed in
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.
Quote a final fee before reviewing prior-year return.
Predict refund or balance-due amounts.
Provide specific tax advice before engagement letter is signed.
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
- Send engagement letter
- Send secure portal link
- Schedule advisor call
Then creates a service request with:
- Caller name
- Callback number
- Personal / business / both
- Tax years to file
- IRS or state notice received
- Prior preparer
- Entity type (Sole / LLC / S-Corp / C-Corp)
- States filed in
- Complexity (W2 / K-1 / rental / crypto)
- Approaching filing or extension deadline
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