Peak-season intake overload
Hundreds of new and returning clients, each with forms, IDs and documents to collect.
For Tax preparation firms
Tax season, minus the chaos.
Custom AI automation for tax preparation firms — intake that fills itself in, documents that arrive without chasing, and clients who get status updates before they call. You own the system.
- Google Workspace
- Microsoft 365
- Calendly
- SMS
- Claude
Sound familiar?
“Where’s my return?” calls
Your front desk spends hours answering status questions instead of moving returns forward.
Missing documents
Returns sit incomplete waiting for one W-2 or a 1098.
AI automation for tax preparation firms, onboarding first.
Every workflow is shaped around how your team already works — and a person approves anything that matters.
Client onboarding
- Intake forms that create the client record automatically
- Document upload links with text and email reminders
- Appointment booking with prep checklists
- Consent and engagement forms via e-sign
Leads & follow-up
- Instant replies to website and phone enquiries
- Returning-client reminders before the season opens
- Review requests after filing
- Referral asks with a simple tracking link
Operations
- Automatic status updates by text and email
- Review-ready packets assembled for preparers
- Payment collection before release
- Extension tracking and deadline alerts
Built on your stack — or instead of it.
Way 01 · Keep your toolsWe add the custom layer to what you already run.Google WorkspaceMicrosoft 365CalendlySMSClaude
Way 02 · Replace what’s overpricedPaying for a client-portal product just to collect files? A custom intake flow on tools you already own can do the job for less.Either way, you own the code — and can change it with Claude, ChatGPT or any AI tool.
Map. Build. Run.
- 01Workflow audit1 week, fixed fee. We map how your team works today and find where the hours go.
- 02Build sprint2–4 weeks. We build 2–4 custom workflows on your stack, tested and documented.
- 03Run & improveMonthly, optional. We monitor, tune and add workflows. Cancel anytime — it stays yours.
Questions from tax preparation firms
How can tax preparers use AI?
For intake, document reminders, status updates and review-ready packets. The preparer still prepares and signs every return.
Is AI safe for client tax data?
Built properly, yes: data stays in your own accounts, access is least-privilege and every action is logged. Nothing moves into a TribeHQ system.
Can clients upload documents from their phone?
Yes. Upload links work on any phone, and reminders go out by text or email — whichever the client answers.
Does it work with our preparation software?
We connect where your software allows it, and otherwise prepare review-ready packets your preparers drop in. The audit maps this for your exact stack.
Is it ready before the season?
Most intake builds take 2–4 weeks, so start a month or two ahead of filing season.
Find out where your team’s hours go.
A 30-minute call. We’ll walk through your onboarding, leads and busywork, and tell you what’s worth automating — and what isn’t.