AI FOR ACCOUNTING FIRMS · DONE FOR YOU BY ASTRA AI Your firm’s back office, running while you prepare returns.
Astra AI designs, installs and runs a team of 19 AI agents built for accounting firms. You review and sign. They do the chasing, the follow-up and the reports.
It is February. Here is where the hours go.
- Missed calls. Three people called while you were with a client.
- Slow replies. A new inquiry waits in the inbox while you work a return.
- Chasing documents. Twelve clients still owe you a 1099.
- Silent proposals. A proposal went out nine days ago and nobody has asked about it.
- No year-round offer. Last year’s lapsed clients never heard from you.
You know what to do. There are just not enough hours.
Why we built it like a team
We build memory software. It is called MIND. Its job is to make sure software never forgets a person, a file or a decision.
Then we looked at how business owners use AI agents. They set up one agent, give it every password, and hope. It forgets things. It does one job and ignores the rest. And one agent with every key is not safe.
So we draw the team the way a good firm is built: one agent per job, its own account and its own permissions, all sharing one memory. Then a person reviews the work that matters.
That design is what you are paying for. It works with the AI agent you already use. We design it. We run it.
Meet your AI team
Get New Clients
- Speed-to-Lead Agent: Answers every web form, text and email inquiry in minutes and asks three scoping questions. Works in: Your website form, firm text line, TaxDome, Karbon, Canopy, Google Business Profile messages. You approve: You approve the reply template once. Any fee talk goes to you.
- Fit and Scope Qualifier: Sorts personal vs business, entity type, states, bookkeeping state and complexity. Flags work the firm does not take. Works in: TaxDome, Karbon, Canopy, QuickBooks Online, Xero. You approve: You set the fit rules. Every flagged lead goes to you.
- Referral Partner Agent: Keeps the list of attorneys, bankers and advisors who send work, logs who referred whom, and drafts thank-yous and quarterly check-ins. Works in: The CRM in TaxDome or Karbon, Gmail, Outlook. You approve: You approve each message template. Messages go to a review queue.
- Reviews and Local Presence Agent: Asks every client for a review after delivery, drafts replies to reviews, and keeps the business profile current. Works in: Google Business Profile, email, text. You approve: You approve every public reply.
Win the Deal
- Booking Agent: Books the consult, sends reminders and rebooks no-shows. Works in: Google Calendar, Outlook calendar, TaxDome scheduling. You approve: You set hours and meeting types.
- Proposal and Engagement Letter Agent: Drafts the scope, the fee from your own fee schedule, and the engagement letter. Works in: Ignition, TaxDome, Karbon, Word or Google Docs. You approve: You read and release every proposal.
- Proposal Follow-Up Agent: Checks back on unsigned proposals on a schedule you set and stops when signed or declined. Works in: Ignition, TaxDome, email. You approve: You set the schedule and the wording.
- Onboarding Agent: Sends the welcome, e-sign request, portal invite, organizer and a list of prior-year items to upload. Works in: TaxDome, Karbon, Liscio, SmartVault, Ignition. You approve: You approve the onboarding checklist for each service.
Serve and Keep Clients
- Document Chase Agent: Chases missing W-2s, 1099s, K-1s and receipts by text, email and portal, and stops when the item arrives. Works in: TaxDome, Liscio, SmartVault, email, text. You approve: Staff takes over after three tries. You set the tone.
- Intake Review Agent: Compares the organizer and uploads to last year’s return and lists what looks missing or new. Works in: Drake, Lacerte, ProConnect and CCH Axcess exports, PDFs in SmartVault. You approve: Your preparer reviews every flag. The agent never enters return data.
- Client Question Agent: Answers "what do you still need" and "what is my status" from the firm’s own notes in MIND, day or night. Works in: Text, email, portal chat, TaxDome, Karbon, MIND. You approve: Any tax-advice question goes to staff. You review transcripts weekly.
- Deadline and Extension Watch Agent: Tracks filing and estimate dates for each client and drafts reminders. Works in: Karbon, TaxDome, Canopy work calendars. You approve: Staff confirms the extension list before any extension message goes out.
- Return Delivery and Signature Agent: After the preparer signs off, sends the return for review, chases the e-file authorization form and sends the invoice link. Works in: TaxDome, SmartVault, Liscio, Ignition. You approve: Your preparer releases the return. The agent never e-files.
- Renewal and Advisory Offer Agent: Lists clients who may want bookkeeping, payroll or planning and drafts a short offer. Works in: TaxDome, Karbon, QuickBooks Online. You approve: You approve each offer and list. Written consent is checked before any use of return information.
- Reactivation Agent: Writes to clients who did not return and to prospects who went quiet. Works in: TaxDome, Karbon, email. You approve: You approve the list and the note.
Back Office and Owner
- Bookkeeping Prep Agent: Suggests categories for bank-feed lines, lists what is uncategorized and prepares reconciliation notes. Works in: QuickBooks Online, Xero. You approve: Your bookkeeper approves every posting. The agent only suggests.
- Billing and Collections Agent: Sends invoice reminders and payment links on your rules. Works in: Ignition, QuickBooks Online, TaxDome billing. You approve: You set the rules. Past-due accounts above your limit go to you.
- Compliance and Security Agent: Keeps the written security plan checklist, the consent log and the AI review log current, and reminds staff of due items. Works in: TaxDome, Karbon, MIND, email. You approve: You sign the plan and every change to it.
- Owner Briefing Agent: One page each Monday: new leads, proposals out, work in progress, documents missing, overdue invoices. Works in: TaxDome, Karbon, QuickBooks Online, MIND. You approve: You read it. No action happens without you.
How the agents work together
- Missed call to booked consult: Missed call → Speed-to-Lead Agent texts in minutes → Fit and Scope Qualifier → Booking Agent → Your calendar → Proposal and Engagement Letter Agent drafts for your review
- Signed to ready to file: Proposal signed → Onboarding Agent → Document Chase Agent → Intake Review Agent flags to your preparer → Your preparer works the return → Return Delivery and Signature Agent
- Filing done to year-round revenue: Return delivered → Reviews and Local Presence Agent → Renewal and Advisory Offer Agent, after the Compliance and Security Agent checks consent → You approve → Billing and Collections Agent
- Referral loop: New client names a referrer → Referral Partner Agent logs it and drafts a thank-you → You approve → Owner Briefing Agent shows which partners send work
- Everything remembered: Every agent reads and writes the same client record in MIND → Client Question Agent knows what the Document Chase Agent already asked
A day with your team
- 7:00 am Owner Briefing Agent leaves your Monday page: new leads, proposals out, documents missing.
- 8:30 am Speed-to-Lead Agent has already answered two overnight inquiries.
- 10:00 am Document Chase Agent texts four clients about missing 1099s.
- 12:00 pm Fit and Scope Qualifier flags one lead as out of scope and sends it to you.
- 2:00 pm Intake Review Agent lists three items that look missing from a client’s upload. Your preparer checks them.
- 4:00 pm Proposal Follow-Up Agent checks in on two unsigned proposals.
- 6:00 pm Billing and Collections Agent sends two invoice reminders on your rules.
- 8:00 pm Client Question Agent answers "did you get my files" for a client in the evening.
- 9:00 pm Compliance and Security Agent logs the day’s reviews.
Works with what you use
TaxDome, Karbon, Canopy, Liscio, SmartVault, Ignition, QuickBooks Online, Xero, Drake, Lacerte, ProConnect, CCH Axcess. Runs on the AI you already use: Grok Bot, Muse, Dots, Hermes, OpenClaw or Claude.
You do not have to switch software. We confirm how each tool connects when we scope your team.
Built for accounting firm rules
- Review before it goes out: a licensed person reviews all AI-created documents before they reach a client or the IRS. The Compliance and Security Agent keeps a log of who reviewed what. This follows the IRS Office of Professional Responsibility guidance on responsible AI use.
- Consent for return information: the Renewal and Advisory Offer Agent does not use return information for non-preparation offers unless a valid written consent is on file. Consent must be given before the return is handed over for signature.
- Written security plan: the firm keeps a written information security plan. Each agent gets separate accounts, credentials and permissions for its job. The Compliance and Security Agent tracks plan items and reminders. We describe what we set up. We do not promise security outcomes.
- Breach reminders: if a notification event is suspected, the Compliance and Security Agent starts a clock reminder and alerts you. A person decides and files.
- Texts: follow-up to prospects and clients goes out only with the consent the firm has on file. Opt-outs stop all agents at once.
- Claims: the agents never make "guaranteed refund" or "we beat the IRS" claims. Your state CPA board rules are checked before launch.
- People decide: the agents prepare, draft, chase, flag and report. A licensed person signs, files, advises and approves. No agent e-files a return or gives tax advice.
- This is not legal advice. Your counsel makes the final call on your rules.
What it is worth, and what it costs
- Front Desk and Intake Team ($5,023.06/mo): Answers every lead and client question, day or night. Receptionists $18.27/hr x 173 hrs x 100% = $3,160.71. Customer service representatives $21.53/hr x 173 hrs x 50% = $1,862.35.
- Admin and Document Chase Team ($4,018.79/mo): Chases documents, signatures and onboarding paperwork. Secretaries and administrative assistants $23.23/hr x 173 hrs x 100% = $4,018.79.
- Bookkeeping Prep Desk ($3,160.71/mo): Sorts, matches and chases so books are ready for review. Bookkeeping, accounting and auditing clerks $24.36/hr x 173 hrs x 75% = $3,160.71.
- Marketing and Referral Desk ($3,108.81/mo): Works referral partners, renewals and past clients. Public relations specialists $35.94/hr x 173 hrs x 50% = $3,108.81.
- Practice Analyst and Owner Briefing ($4,235.91/mo): Tracks every deadline and briefs the owner. Management analysts $48.97/hr x 173 hrs x 50% = $4,235.91.
- Compliance and Security Watch ($1,678.53/mo): Watches for rule and security gaps and flags them. Compliance officers $38.81/hr x 173 hrs x 25% = $1,678.53.
- Industry Architecture and Agent Design ($1,958.80 one-time): Choosing the 19 roles, the handoffs and the approval points for your firm. Management analysts, 40 hrs x $48.97.
- Integration and MIND Memory Build ($5,155.20 one-time): Connecting your software, phone, calendar, forms and email, and loading your contacts and history into MIND. Software developers, 60 hrs x $64.44 = $3,866.40, plus 20 hrs x $64.44 = $1,288.80 for the memory load.
- Prompt and Routine Library ($1,738.40 one-time): The scripts, message sets and daily routines every agent runs. Technical writers, 40 hrs x $43.46.
- Compliance Guardrail Build ($931.44 one-time): Consent logging, opt-out handling, data-handling rules and review steps. Not legal advice. Compliance officers, 24 hrs x $38.81.
Total value: $31,009.65. $2,500/month · AI running costs billed at cost · cancel any time
Value is what it would cost to hire the closest roles at national median pay (U.S. Bureau of Labor Statistics, May 2025), at the share of a full-time role the agents cover. One-time lines use the same wages as a low stand-in for consultant time. It is not a promise of results.
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Who it is for
- Firms with a steady flow of leads and returns and a real backlog of follow-up.
- Owners who want to review and approve, not micromanage.
- Firms that will say yes to a short weekly review.
Who it is not for
- Firms looking for an AI to prepare and file returns without a licensed person.
- Anyone who wants a promise of results.
- Anyone who will not read the Monday page.
Frequently asked questions
What AI tools do accounting firms use?
Most accounting and CPA firms start with one AI tool, like a chatbot or a writing assistant. The bigger gain comes from a team: 19 agents that each own one job, such as answering new client inquiries, chasing documents, sending deadline reminders and building reports. They share one memory in MIND, so nothing restarts from zero. Astra AI designs that team for your office, installs it on the AI you already use and runs it every month. A licensed person on your team approves tax positions and filings.
What does the AI cost to run?
The $2,500 a month is our management fee for designing and running your team. What the AI itself costs to run is billed separately, at what the provider charges. We show you the figure before you start.
Do I have to switch software?
No. Your team works in what you already use. We confirm access to each tool when we scope your team.
Is this allowed under IRS rules?
A licensed person reviews all AI-created work before it goes to a client or the IRS, as the IRS Office of Professional Responsibility says it should. Agents prepare and draft. They do not sign or file. Your counsel makes the final call on your rules.
What about client privacy and security?
Each agent gets its own account and only the access its job needs. The firm keeps a written security plan, and we help you keep it current. We do not promise that any system is unbreakable.
Will it send marketing texts to my clients?
Only where you have the right consent on file. Opt-outs stop every agent.
Which AI agent do you use?
We work with any AI agent you already use, including Grok Bot, Muse, Dots, Hermes, OpenClaw and Claude. We pick the right setup for your firm.
Does it replace my staff?
No. It takes the chasing, the follow-up and the reports so your people spend their time on review and clients.
Is there a free trial, a guarantee or a refund?
No. We scope your team on a call first so you know what you are buying. You can cancel any time.
See the team we would build for your firm.
Enter your email and pick a time. We will show you which of the 19 roles fit your firm.
$2,500 a month management fee. What the AI itself costs to run is billed separately.