AI Receptionist for Tax & Accounting Firms

How It Works

Five things happen on every inbound call to Aria — without your team picking up the phone.

• Reads your schedule live Aria connects to the scheduling and CRM stack you already use and reads availability in real time. No double-booking, no callback-to-confirm, no “let me check and get back to you.”
• Answers every question until they’re ready to book Clients call with questions before they commit — insurance, pricing, parking, what to expect, who they’ll see. Aria handles all of it on one call, for as long as the caller needs to feel comfortable, without rushing them or putting other calls on hold.
• Routes the right CPA to the right matter Multi-partner firms get correct routing automatically — the right CPA gets the right entity work, the right bookkeeper gets the right monthly close, the right partner handles the right planning call.
• Writes the booking directly into your scheduling system Every appointment lands in the scheduling and CRM stack your staff already uses, with the caller’s name, the service type, the duration, and the notes. No second system to log into. No reconciliation work the next morning.
• Frees your front desk to do the work that requires a person While Aria handles inbound volume — including the tax-question call that used to block three other inbound at once — your team is free to greet clients in person, walk engagement letters and scope conversations, and close the work in front of them.

The tax season front-desk problem

From January through April 15 — and again around extensions in September and October — a tax or accounting firm operates under conditions a normal business would call an emergency. Call volume can be 5x baseline. Every prospect who calls is at the peak of their willingness to engage a new accountant. Every existing client is calling about their documents, their estimate, their refund. Meanwhile, your team is deep in returns and shouldn't be on the phone. The classic solution is a seasonal receptionist — expensive, hard to find, and trained right around the time the season ends.

Aria works the seasonal spike without flinching. She handles the same 80% of calls that are predictable, repeatable, and time-consuming — and frees your team to actually file.

Real call types Aria handles

What deployment looks like for a tax or accounting firm

Most accounting firms start the conversation in late summer or early fall — the calm before the storm. A Velzyx deployment kicked off then goes live well before the January call surge. What you get when the system goes live: Aria configured to your service menu (1040, 1065, 1120, 1120-S, payroll, bookkeeping, planning), your engagement letter workflow, your client onboarding sequence, your partner availability rules, and your document checklist — connected to your scheduling and CRM. Aria's tone matches your firm: the way you talk about extensions, the way you frame engagement letters and retainer terms. Aria starts on a defined call slice while operator-side trust builds, then expands to the full front desk as your team gets comfortable monitoring the call log.

Where Aria most often pays for herself is the document collection nudge cycle. Mid-February to mid-March, half your administrative time is spent chasing missing W-2s, 1099s, and K-1s. A consistent outbound nudge call from Aria — polite, specific, with a re-sent secure upload link — typically recovers more documents in a week than the partners would recover in a month of trying to fit it into their schedule. That's hours of partner time returned to billable work.

We don't pretend Aria can replace your professional judgment. Anything substantive — engagement scope, fee disputes, complex planning, audit response, partnership agreements — routes to the right partner. Aria is the front door and the document nudge engine. Your team is still doing the work.

Frequently asked questions