The week before the deadline, every client still gets an answer.
The appointment agent, set up in the words of a CA or audit practice. It books filing consultations and review meetings, asks which year and whether it is GST or income tax, sends the document checklist and reminds until it is complete. When the week before a due date fills up, it keeps a waitlist with your existing clients first.
From a message on Monday to a complete file before the due date.
A sample week at a CA practice in the run-up to a GST due date, followed through one existing client.
A filing consultation requested
Daniel R., an existing client, writes on WhatsApp that he needs help with his return. The agent opens a filing consultation for him.
Which year, and GST or income tax
Two questions come before any slot is offered: the period, and whether it is GST or income tax (IT). The answers set the meeting length and the checklist.
The document checklist, with reminders until it is complete
The checklist goes out with the booking. Each reminder names only what is still missing, until every item is in.
The deadline nudge
Ahead of the due date, a client with an open checklist or no meeting yet gets a short nudge with the date and what remains.
Four kinds of booking, each with the right person.
Partners, associates and the front office share one diary; the agent books each client with the person who has the file.
Filing consultations
For a GST return, an income tax return or a first meeting on the books, with the length your practice sets for each kind.
Review meetings
The sit-down before a return is signed, or the review at the end of a quarter, booked with the partner or associate who has the file.
Document hand-ins
A short slot for a client to bring papers to the office, or a date by which the scanned set is due, tracked against the checklist.
Per partner, per associate
Each person’s hours, holidays and days at client sites are set once, in the same form every profession uses. The agent books only what is open.
Other professions: Dental clinics · every profession on the appointment agent
Four rules for the week before a due date.
When every slot is taken and every client writes at once, the agent keeps order and passes the serious messages to a partner.
Full days
A waitlist, not a refusal. The client is told the week is full, placed on the waitlist and offered the first slot that opens.
Existing clients
First call on freed slots. When a meeting is cancelled, the slot goes to your existing clients on the waitlist before anyone new.
A notice from a tax department
A person at once, with the whole thread. The agent gives no view on the notice and leaves the next step to a partner.
Fees and engagement terms
Passed to a partner. The agent talks about the time of a meeting, never about the fee or the scope of the work.
From one message to a complete checklist before the due date.
The agent asks the year and the tax, books the consultation or places the client on the waitlist, and chases the checklist until it is complete. A notice or a question about fees goes to a partner at once, and every booking and reminder is written down.
Four things you always get.
Whatever the size of the work, these come with it.
A written brief
What we agreed to build, in one document.
A fixed price
Set in the proposal, before work starts.
Staging + approval
You see it and approve it before it goes live.
Documentation
How it works and how to change it, handed over.
Before it answers your clients.
Send any other question in writing; a written answer follows within one business day.
How does it know which documents to ask for?
From the checklists you give it, one for each kind of work: GST returns, income tax returns, audits and the rest. The client receives the right list when the meeting is booked, and each reminder names only what is still missing.
What happens when the week is full?
The client is told the week is full and placed on the waitlist. Existing clients go to the front of it, and a freed slot is offered to them before anyone new. Nobody is left without a next step.
Can a partner take over a conversation?
At any point. CA practices run on the same engine, the same inbox and the same take-over as the appointment agent: a partner or associate opens the thread, replies in person and hands it back when they are done.
Which channels does it answer on?
WhatsApp, Instagram messages and your website chat, all arriving in one inbox. Clients write where they already do, and every booking lands in the same diary.
Not sure what you need? Ask in writing.
Send your partners, the kinds of filing you take and one document checklist. The reply shows, in writing, how the week before a due date would run through the agent.