Intake competes with filings
New-client enquiries arrive exactly when everyone is heads-down on returns.
Industries · Professional Services
Fill the Engagement, Chase the Documents, Never Miss a Deadline
Accounting firms lose hours to intake, engagement letters and document chasing — and clients to missed deadlines. The AI handles the coordination while your accountants handle the numbers.
Illustrative: a busy season run properly
- RoleClient engagement and document workflow
- IntakeNew client enquiry captured and engagement details collected
- EngagementLetter drafted for partner approval, then sent
- DocumentsChecklist delivered; missing items chased automatically
- DeadlineReminder at your approved milestone — 14 days before filing
- StatusClient gets updates without calling the office
How accounting firms win clients
Busy season punishes manual admin
Every enquiry, engagement letter and document request competes with filing work that has a hard deadline.
Engagement letters slow onboarding
Waiting on signatures and details delays the work you have already sold.
Document chasing drains hours
The same ‘still need your statements’ emails, sent by hand, week after week.
Praktivo connects the front and back of the engagement: the enquiry, the intake, the engagement letter, the document chase, the deadline reminders and the follow-up when a client goes quiet.
Client intakeEngagement letters1040 season10-K supportDocument chaseDeadline remindersAdvisory upsellQuarterly check-ins
Deadline-season leaks
Where accounting firms lose clients and hours
Four leaks that show up every filing season.
Enquiry leak
New-client enquiries sit while the team is filing; by the time someone replies, the client has signed elsewhere.
Engagement leak
Unsigned engagement letters and missing details delay work you have already won.
Document leak
Manual chasing of statements and records consumes the hours you would rather spend on advisory.
Deadline leak
Clients miss the information deadline, compressing the file and putting the filing date at risk.
The exact AI system
Intake, engagement, documents and deadlines
Built to protect your deadline calendar and your staff’s focus.
What the system handles
- Answers client enquiries and captures the engagement type and details.
- Drafts engagement-letter details for partner approval before sending.
- Sends a document checklist and chases missing items on a cadence.
- Tracks your approved deadline calendar and reminds clients ahead of milestones.
- Sends status updates so clients stop calling the office for progress.
- Flags at-risk files to a human rather than guessing at a solution.
Engagement to filing-ready
- t0Enquiry captured; engagement type and entity identified
- Day 0Engagement-letter details drafted for partner review
- Day 1Approved letter sent; onboarding checklist delivered
- OngoingMissing-document chases until the file is complete
- −14 daysDeadline reminder at your approved milestone
- At riskFile flagged to a manager for human follow-up
What the AI handles end-to-end
The admin that eats busy season
Nothing here touches the numbers — it clears the path to them.
Client enquiry intake
New-client and new-engagement enquiries answered promptly, year-round.
Engagement-letter prep
Details collected and drafts staged for partner approval.
Document collection
Checklists with tracked, polite chases for statements and records.
Deadline reminders
Milestone reminders against your approved calendar.
Status updates
Clients informed without a staff call, freeing the phones.
Advisory follow-up
Post-return check-ins that surface advisory conversations.
Seasonal campaigns
Year-end and extension reminders to the right client segments.
CRM updates
Every engagement and touch logged with source and next action.
Internal assistant
Staff get answers from approved process docs, not a partner’s inbox.
Reporting
Engagements by source, document completion and deadline risk.
Sample follow-up sequence
A client who has gone quiet on documents
A sample cadence for the all-too-familiar missing documents.
Missing documents — Day 0 to Day 12
- Day 0Friendly reminder of what is still outstanding, with the exact list.
- Day 2Offer help: ‘Would a secure upload link or a quick call be easier?’
- Day 5Deadline context: what the missing item puts at risk, information only.
- Day 9Option to book a 10-minute call to sort it out together.
- Day 12Final reminder; then the file is flagged to a manager.
Between chasing, the agent also keeps the client updated so they know the file is moving.
Human in control
What stays with your accountants
The agent coordinates; your team decides.
- All tax, accounting and advisory judgement.
- Final approval of engagement letters and scope.
- Filing decisions and anything submitted on the client’s behalf.
- The deadline calendar it is allowed to reference.
- Any client who asks for their accountant directly.
Approval before anything sends
Engagement letters and outbound client communication are drafted and staged, then released only after your review. The agent works from your approved process and pricing rules — never invented ones.
No fabricated deadlines, fees or advice. A person owns the numbers and the filings.
Partner visibility
Engagements, documents and deadline risk
See the pipeline and the files at risk in one place.
Engagement dashboard
Every new client with source, letter status, documents and next action.
Document tracker
Which files are complete, partial or blocking a deadline.
Source reporting
Which referral or campaign produced retained engagements.
The questions a partner asks
- How many enquiries went unanswered during peak season?
- Which files are at risk of missing the information deadline?
- How much advisory follow-up is the system generating from existing clients?
Attribution on the engagement
- SourceReferral / existing client / website form
- LeadNew S-corp client — 2025 returns
- Agent actionLetter staged and approved; checklist sent
- OutcomeDocuments complete → returns in progress
- ReportingEngagements and outcomes rolled up by source
FAQ
Questions, answered
Does the AI file returns or give tax advice?
No. It handles intake, document collection, deadline reminders and status updates. It never prepares or files a return and never gives tax advice — that stays with your licensed accountants.
How do engagement letters work?
The agent captures the client and engagement details, then drafts the engagement-letter details for your review. Nothing is sent until a partner approves it.
Can it chase documents at deadline time?
That is its strongest use. It sends the document checklist, tracks what is missing and politely chases on a cadence until the file is complete — so your team is not the bottleneck.
Will it work with QuickBooks, Xero or Karbon?
We build around common accounting stacks — QuickBooks, Xero, Karbon, TaxDome, Ignition and general CRMs — and are honest where a native connection is unavailable.
Does it handle deadline reminders for 1040s, 10-Ks and filings?
Yes. It tracks your approved deadline calendar and reminds clients ahead of time, escalating anything at risk to a human.
What about confidential financial data?
Access is scoped to your approved systems, sensitive fields can be limited, and outbound communication is held for human approval. We never store client data where you have not approved.
Get your plan
Put this to work on your pipeline
Tell us how leads come in today. On the call we map the fastest fix — usually response time or follow-through.
- A free 15-minute AI strategy call — no obligation.
- A scoped blueprint: your biggest leak and the first automation to fix it.
- Honest fit check — if automation is not your fastest win, we say so.
The fastest way in: answer six short questions and we will map your lead journey, find the biggest leak and show the fastest automation win — before we ever get on a call.
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Ready to stop losing busy season to admin?
Book a free AI strategy call and we will map your intake, engagement and document chase against this system.