During tax season, new client enquiries arrive alongside return status calls and corrected slips. Your receptionist follows your current intake availability and records the tax year involved. Your team can see the specific request before calling back or reviewing the file.
$49 CAD / month · 50 Standard calls · 1 local number
If your intake is closed, she says so honestly instead of holding someone for nothing, and offers the waiting list. If intake is open, she records the kind of file, the year targeted and the deadline reported, then books the meeting.
She verifies identity, reads back the status your team updated — in preparation, in review, filing confirmed — and takes a message when the status has not moved. She guesses at nothing and reassures on nobody's behalf.
An amended T4 lands once the return has gone in. She records the year, the slip and the date received, opens an urgent review request, and promises neither a refiling nor a change in outcome.
She steadies the caller, records the authority, the kind of notice and the deadline printed on it, tells them to answer nothing before speaking to your team, and asks for the letter through your secure channel. The call is flagged as a priority.
An authorisation to sign — T183, MR-69 — the client reports it did not arrive. She confirms identity, records which document is meant, and the re-send request goes to the team. No tax data passes through her.
The preparer gets an alert: taxpayer, taxation year, authority, kind of notice and printed deadline. The letter arrives through the secure channel, no figure travelled by text, and the client answered nothing to the tax authority in the meantime.
April 2nd, 4:15 p.m. The team is in production. A client calls back after opening a brown envelope that arrived in the morning.
ReceptionistGood afternoon. Let me take your name and a callback number. Which taxation year is this about?
ClientGeneviève Sauvé, 418 555-0164. It is for last year. A letter came this morning, I understand none of it, and there is a date on it.
ReceptionistWe will take care of it. I cannot interpret the letter, but let me record what counts: which authority sent it, and what deadline is printed on it?
ClientIt is Revenu Québec. The deadline written on it is the 30th.
ReceptionistRecorded, and your call is flagged as a priority. One instruction from the practice: answer nothing before speaking to the team. Send the letter through the practice's secure channel — no texting, and please do not read me any amounts. You will get a call back.
What she takes on between a queue of status enquiries and a tax letter with a deadline, then the line she does not cross. Every line is a call your practice gets at the peak of the season.
She takes the name and a callback number, then the tax year in question and the taxpayer or entity concerned.
This double identification keeps a request from landing under the wrong file.
She establishes whether this is an existing client or a new file, and whether your intake is open at the time of the call.
The state of the intake changes the rest of the conversation.
When intake is closed, she says so plainly instead of making someone wait for nothing, and offers the waiting list.
A clearly stated no beats an appointment no one will honour.
A tax letter with a deadline gets her calming the caller, recording the agency and the date, and flagging the call as a priority.
The deadline is recorded exactly as printed on the document, with no interpretation.
She tells the person to respond to nothing before speaking with your team, and asks for the letter through your secure channel.
The document does not travel through an ordinary message.
A corrected slip received after filing creates a review request, with no promise of a new filing or a changed outcome.
That decision belongs to the preparer, not the front desk.
She verifies identity, then reads the status your team recorded — preparation, review, filing confirmed.
She guesses nothing and reassures no one in your place.
With no status change, she takes a message rather than guessing an answer.
The message waits for a real update rather than an improvisation.
She books the filing, review or signing appointment within the windows you open.
Confirmation and the reminder go out before the date.
With Documents and deadlines, the document list adapts to the kind of file and follow-up stops at verified receipt.
A corrected slip received after filing creates a review request instead of getting lost. Documents and deadlines
With Recurring engagements, each file picks up its year and its owner without being rebuilt by hand.
The season restarts on its own the following year. Recurring engagements
She tells apart status enquiries, new clients and notices received by email, keeping tax documents on your authorised channel.
A notice received is not handled like an ordinary status enquiry.
With Karbon, knowing who is tracking which file stays useful, but proves no access to tax systems.
The gap between task tracking and real tax-system access stays open until something is demonstrated. Karbon
With ProNotaire or JurisConcept, the authentication contract still has to be established before any promise of live status.
The need is documented at large practices, without any external interface being demonstrated. ProNotaire and JurisConcept
She answers from the calls and files of your practice you are allowed to access. A question about an option only applies once you have switched it on.
The questionWho reported a corrected slip after filing?
She retrieves the year and reported slip. She confirms neither a new filing nor a refund change.
Which documents are still missing for a file in preparation?
Add-onWith Documents and deadlines: the list adapted to the kind of file and its real status. Without the add-on she reports the request without tracking its documents.
Which tax letters were reported this week?
She rereads calls flagged priority for a notice. She does not interpret the letter’s content.
Which files from last year restart this season?
Add-onWith Recurring engagements: every file picks up its year and owner. Without the add-on every season starts from zero.
Intake open or closed, document lists by kind of file, drop-off and signature windows, who to alert for a tax letter, and what the receptionist may not ask for. You flip intake from one state to the other in the app as your capacity changes.
Name and callback number, then the tax year and the taxpayer or entity. After that: existing client or new one, kind of return, documents in hand and documents outstanding, and the tax letter with its printed deadline where there is one.
Status requests arrive grouped, outstanding items are logged by file, and a call carrying a deadline triggers an immediate alert. Drop-off and signature appointments land in your windows, with confirmation and reminder.
A receptionist who answers for you in both languages, places every call on a year and a taxpayer, and sends you a written record. No setup fee, and you keep your number.
She does not say a return has been filed until your team has updated the status.
This is included in your base plan. She answers using the calls, requests and business information you are allowed to access.
Talk to your receptionistA question you can ask
Who reported a corrected slip after filing?
She retrieves the year and reported slip. She confirms neither a new filing nor a refund change.
Beyond the base plan. Each one is added on purpose, separately from the base. None is switched on unless you choose it.
You can add a channel so she can continue the conversation with your customers. Any action she takes follows the same rules and the options you have chosen.
Optional customer channel
Separate status enquiries, new clients and reported notices; tax documents use your authorized channel.
The transactional messages provided by your base plan and your own questions to the receptionist remain included.
Check the actions supported, connection requirements and how to work when your software cannot perform the requested action.
Work items and owners are exposed by the vendor's interface, which helps establish who is following which file. It proves no access to tax systems, and no authenticated trial has been run yet.
File status, filing and documents are the objects in scope. The need is documented at large firms, but no external interface has been demonstrated: the authentication contract is still to be established.
A seasonal practice lives through a compression few trades know: from February to the end of April, production, review, filing and phone calls all land at once, with a team assembled for the occasion. It is also the stretch where hiring an assistant costs a lot for a short run, and where the person hired leaves at the exact moment you would start benefiting from the training.
Your receptionist absorbs the repetitive half. She answers in French or in English, places every call on a tax year and a taxpayer, reads back the status your team updated, and recalls which documents are still outstanding. She is there on day one of the season, and she is still there in July.
Above all she does the one thing volume makes hard: she recognises the call that is not ordinary. A tax letter carrying a deadline does not blend into the stream of status requests; it is flagged, the caller is told to answer nothing before speaking to you, and you are alerted.
The other lines of work in this section run on the same engine, with their own requests and their own rules.
Legal & accountingShe says so honestly. Intake has two states, open or closed, and you flip it in the app as your capacity changes. Closed, she offers no appointment: she explains the situation and offers the waiting list, with the name and the kind of file so you can call back at the right moment.
She records the year, the slip and the date received, and opens an urgent review request. She does not say a refiling will happen, or that the outcome will change: that decision belongs to the preparer.
No. The accounting preset rules it out on every channel. What reaches you is the kind of request, the year, the taxpayer and what is outstanding — no amount, and no sensitive identifier.
No, and she does not imply it either. That kind of question turns on the person's situation and belongs to the professional. She records the question, attaches it to the file, and offers a callback or a meeting.
She steadies the caller, records the authority, the kind of notice and the deadline printed on the document, and asks them to answer nothing before speaking to your team. The letter travels through your secure channel, not by text, and the call triggers an immediate alert.
The base holds all year, and that is exactly what makes it work here: you hire and train nobody for the peak, and the line stays answered in July as in March. What changes is what you ask of her: out of season the status queue disappears and what remains is new files and notices.
Start your free trial with your email. Your website can help prepare your business information, but it is optional. Confirm the facts, choose a first task and test your receptionist. You can try options too, starting with the ones you need.
Keep my phone numberTax preparers and seasonal practices
