AI intake agent for Hamilton accounting firms.
Onboarding, document chasing, and deadline reminders that run themselves — through busy season.
Nobody has measured what happens when a Hamilton accounting firm misses a call after six, so we are not going to tell you. What we can show you is the figure below, its source, and the build that answers instead. Read the speed-to-lead playbook →
This describes the season, not a measurement. We are running a GTA accounting callback study in February, when the pressure is real rather than simulated; until it is done there is no number here worth printing.
In Hamilton
Hamilton's housing is old, and old housing generates a different kind of call. Roughly 61% of the city's dwellings were built before 1980, and 15.8% before 1945. That means emergency repair rather than scheduled maintenance, retrofits rather than replacements, and callers who need somebody today.
A base of long-running small businesses whose books have been kept the same way for twenty years. Onboarding one is largely an exercise in getting documents out of a filing cabinet, which is a chase problem rather than an accounting one.
About 61% of Hamilton dwellings were built before 1980, including 15.8% before 1945. — Statistics Canada census dwelling data, construction period
Busy season doesn't scale by working later.
From January to April, Hamilton firms lose their best hours to the same three tasks: onboarding new clients, chasing documents that never arrive, and reminding people about deadlines they agreed to.
All three are rule-based, which means they automate cleanly. New clients get a structured onboarding flow instead of email ping-pong. Missing documents chase themselves on a schedule. Deadlines fire reminders without anyone maintaining a list — and enquiries that arrive at 9pm get answered and booked instead of queued.
How it runs
What it handles
Voice and SMS are built on Twilio and Vapi, in accounts opened in your name — we assemble and configure them rather than reselling a product of our own, and we will tell you the monthly carrier cost before you approve anything. We have not yet run one of these for a client, so you would be the first, and the scope and price say so plainly.
Onboarding autopilot for an accounting firm
Client onboarding, document collection, and deadline reminders that chase themselves — built in autumn so it is load-tested before February.
See the work →How it starts.
Scope first, price second — you approve a fixed price with the written plan before anything is built. How pricing works →
Onboarding and document collection that follow up on their own schedule instead of a staff member's memory.
Intake, onboarding, chasing, deadline reminders, and reporting — the whole client-facing layer, owned by the firm.
Hamilton questions.
No — and that's deliberate. It handles logistics: what you need, when it's due, how to send it, and booking time with the right person. Anything requiring professional judgment routes to you with the context attached.
Each engagement gets a checklist. Anything still outstanding triggers a reminder on a schedule you set — polite, in your firm's voice, with a secure upload link. Staff see a dashboard of who's outstanding rather than a mental list.
Minimal collection, business-grade accounts that don't train on your data, Canadian residency where available, 2FA everywhere, and a written data map at handover. We build PIPEDA-conscious by default.
That's the point of building it before January. We scope against your actual peak volume, not your average, and the live test in week five runs on real traffic.
Tell us what’s slipping through.
A real person reads this — usually the same business day. Or skip ahead and book twenty minutes.