Your AI receptionist answers every client, even in tax season
“Did you get my invoice?”, “Where's my VAT return?”, “Am I missing a document?”: your clients call all day long, and your team picks up the phone instead of doing client work. NoviaMind identifies the caller and their assigned accountant, books the appointment for the right length of time, logs the request and passes it on, without ever sharing a figure or the status of a file.
24/7
even in tax season
0
calls on hold
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languages
7 days
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A hard-to-reach firm
is a team that can't get work done
The same questions, by phone, at the same moments: right when the tax returns are being prepared and nobody has time to pick up.
“Where's my VAT return?” twenty times a day
Invoice received or not, tax return filed or not, document missing: the same question, asked at reception, transferred to the accountant, who stops what they're doing to repeat what they already wrote by email.
Call peaks land right on your deadlines
VAT deadlines, tax returns, annual accounts, payroll filings, tax season and the year-end rush: the phone jams exactly when the firm has the least time to answer it.
Appointments that take three calls to set
Year-end accounts meeting, business setup, quarterly review: finding a slot with the right accountant, for the right length of time, ties up your front desk while the other line keeps ringing.
Prospects sign with the first firm that picks up
Starting a business, taking one over, switching accountants: the owner calls three firms at lunchtime or at 7 p.m. Whoever answers gets the first meeting.
What the agent handles,
and what it will never say
Client confidentiality is non-negotiable. The agent applies your rules on every call and never shares a figure or the status of a file.
It handles on its own
- Identifies the caller: client, prospect, partner, government agency, and finds the client's assigned accountant
- Qualifies the reason for the call: appointment, question about a file, document to send, plans to start or take over a business, or to switch firms
- Books the appointment with the right accountant, for the right length of time: year-end accounts meeting, business setup, quarterly review, phone appointment
- Logs document requests and replies to your reminders about missing documents, with the company name
- Shares the essentials you've approved: hours, address, how to submit documents, access to the client portal
- Qualifies the prospect: legal structure, business activity, needs, and books them a first meeting
It transfers right away
- Bank, tax or payroll authority, other government agency or partner calling about an ongoing file
- Client in an urgent situation as defined by your instructions: tax audit, formal notice, deadline today
- Caller who explicitly asks for their accountant or their assigned staff member during office hours
- Any request outside its scope, with the call summary already written
It never
- Shares the status or contents of a file, or any figure, whatever the request
- Gives tax, payroll or legal advice, even in general terms
- Commits to a deadline or to fees, unless you've chosen to share your service packages
- Pretends to be human: callers know they're speaking to the firm's assistant
Tuesday, May 19, 9:10 a.m., VAT deadline week
Firm assistant
Incoming call · Firm client
Hartley Accounting, good morning. I'm the firm's AI assistant. How can I help you?
Good morning, it's Tom Fletcher from Fletcher Carpentry Ltd. I wanted to check whether my April VAT return has been filed.
Good morning, Mr. Fletcher. I can't share the status of a file over the phone, but I'll pass your request on to your assigned accountant. Just to confirm: Fletcher Carpentry Ltd, April VAT return?
That's right. I'd like someone to call me back to confirm.
Of course. Your accountant can call you back today at 11:30 a.m. or 2 p.m. Which time works for you? You'll receive a confirmation by SMS.
Your clients get an answer.
Your team gets time to do the work.
An AI voice agent for accountants is a phone assistant that answers every call to the firm, identifies the caller and their assigned accountant, books the appointment, logs the request and passes it on, without ever sharing a figure. NoviaMind is set up with your staff, your appointment types and your rules.
Picks up every call, even on deadline day
Several calls at once, at lunchtime, in the evening or in the middle of VAT deadline week: every caller gets an answer. No more voicemail, no more busy line.
Routes to the assigned accountant
Partner, engagement manager, staff accountant, payroll team, legal team: the agent knows who handles which client and sends each request to the right person.
Books appointments for the right length
Year-end accounts meeting, business setup, quarterly review, phone appointment: each type has its own length and its own accountant. The agent books in the right calendar and confirms by SMS.
Protects client confidentiality
No figures, no file status shared over the phone, ever. The agent logs the request with the company name and lets the accountant call back.
Handles the missing-document back-and-forth
A client calls back to say they've submitted their document or to ask which one is missing: the agent logs the answer, reminds them how to submit documents and shares the client portal link, then passes it on.
Qualifies prospects and books the first meeting
Legal structure, business activity, approximate revenue if you wish, needs: the owner comparing three firms hangs up with a meeting at yours.
Live in minutes
No new number, no hardware, nothing to install. Three steps with our team.
- 1
You describe your firm
Your staff and their client portfolios, appointment types and lengths, hours, how clients submit documents, transfer rules, what the agent may and may not say. Your clients and their assigned accountants live in a Google Sheets spreadsheet that the agent reads in real time and that you update yourself.
- 2
We connect your calendars
Google Calendar, Outlook or iCloud: one calendar per staff member or a team link with round-robin assignment. Call summaries arrive by email, export or webhook. Your team doesn't change tools.
- 3
You turn on call forwarding
After hours first, then as overflow during deadlines, then for all calls if you wish. You listen, you fine-tune, you expand.
Three ways to answer,
only one that always picks up
Front desk, outsourced answering service or AI voice agent: what changes for an accounting firm, criterion by criterion.
Scroll to see all columns
| Criterion | NoviaMind AI voice agent | Front desk | Outsourced answering service |
|---|---|---|---|
| Availability (deadlines, lunch, evening) | 24/7, even in tax season | Office hours, swamped at deadlines | Contracted hours |
| Simultaneous calls | All answered, around thirty at once | One per line | Limited to the shared team |
| Routing to the right accountant | Configured: one contact per client | Yes | Generic message to re-route |
| Right-length appointment, in the right calendar | Yes, with SMS confirmation | Yes, after hunting for a slot | Varies by provider |
| Client confidentiality | Strict rule: never a figure or a file status | Varies with person and workload | Varies by script |
| Prospect qualification | Legal structure, activity, needs, first meeting booked | Depends on who's free at the time | Contact details taken |
| Cost | From €39/month billed annually, €49 no commitment | Fully loaded salary of a receptionist | Subscription plus per-call billing |
Indicative comparison based on the usual features of each solution. The cost of a front desk or an outsourced answering service depends on your organization and your contracts.
Built for a firm
bound by professional secrecy
An agent that never shares a figure or the status of a file, data stored in France, and a firm that stays in control of everything.
Professional secrecy, applied on every call
Your duty of confidentiality, upheld on every call: no figures, no file status, no tax or payroll advice. The agent only knows what you entrust to it.
Your data is stored in France
Servers and database in Paris, TLS encryption in transit and AES-256 at rest, strict isolation between firms. Nothing is sold or rented to third parties.
Your calls don't train any third-party AI
Our AI providers are configured with no audio retention and no training on your calls. Only our own models improve from your conversations, and you can choose, as an option, to have this data anonymized or pseudonymized.
Transparent with callers, and the firm decides
Callers know from the very first second that they're speaking to the firm's AI assistant (AI Act, Art. 50). No automated decision-making (GDPR, Art. 22): answering about a file or accepting an engagement remains the firm's choice.
NoviaMind acts as a data processor: your firm remains the data controller. The DPA, annexed to our Terms of Service, lists our sub-processors and details each of these commitments.
They talk about us
Discover press articles mentioning NoviaMind
Clear pricing,from month one
Choose your plan, try it free for 7 days, cancel anytime.
Everything you need to get started
€
excl. VAT / month
100 min / month (~65 calls)
Included features:
For a higher call volume
€
excl. VAT / month
280 min / month (~185 calls)
Everything in Starter, plus:
For a firm with several accountants
€
excl. VAT / month
600 min / month (~400 calls)
Everything in Discovery, plus:
For a multi-office firm
€
excl. VAT / month
1400 min / month (~930 calls)
Everything in Growth, plus:
You try it,
you decide
7 free days, on your real calls
Turn the agent on after hours for a week and read the summaries the next morning.
Up and running in minutes
Call forwarding and your instructions. No hardware, no change of number.
GDPR, AI Act and confidentiality
Database hosted in France, callers told they're speaking to an AI, no figures or file status shared.
No commitment
Monthly subscription, cancel in one click from your account.
Always a human
Your team is only ever one transfer away, on every call.
A team that gets the work done
Fewer interruptions, appointments already booked, document requests already logged, prospects already qualified.
Looking for another profession?
Never leave a client unanswered again
Book your demo: we set the agent up for your firm and you listen to it route a call.
7-day free trial. No commitment. Keep your number.