AI client document intake for Orlando bookkeepers and tax preparers
For bookkeeping and tax practices in Orlando, Winter Park and across Central Florida, a large share of the week goes into getting documents in: W-2s and 1099s, bank statements, receipts, prior returns and engagement paperwork. Clients send them in pieces, by email and photo, often in more than one language.
hello kai runs AI agents that take over that intake. They identify and file each document by client and period, check it against what you expect from that client and draft reminders for what is still missing. Your preparers review the result and stay in charge of every client conversation.
How client intake works with an agent
By email or shared folder, as they do today.
Each document is identified, renamed and filed under the right client and year.
It compares what arrived with your checklist for that client and lists the gaps.
Preparers check the file, approve reminders and do the professional work.
What the agent does
- Identifies tax forms, statements, receipts and invoices
- Files them by client, year and type
- Extracts key fields into a review table
- Builds a per-client missing-documents list
- Drafts reminders in English, Spanish or Portuguese
What your team approves
- All tax and accounting judgment
- Every message sent to a client
- How unusual or unclear documents are treated
- Which clients are included in the pilot
Typical inputs
- Client emails and uploads
- Your per-client document checklists
- Folder and naming conventions
Typical outputs
- Organized client folders
- A review table of extracted fields
- Missing-documents lists and draft reminders
Frequently asked questions
Does the AI prepare returns or give tax advice?
No. It organizes documents and prepares checklists. All tax and accounting work, and every client conversation, stays with your team.
Can it handle clients who write in Spanish or Portuguese?
Yes. The agent reads documents and drafts reminders in English, Spanish and Portuguese, and your team decides what to send.
How is client data protected?
In the diagnosis we agree on exactly which inboxes and folders the agent can access. Access stays limited to that process and every action is logged.
Is this only for tax season?
No. The same intake applies to monthly bookkeeping. For example, a firm might start with monthly bank statements and receipts, then extend to tax season if the pilot works.
Do you need to meet us in person?
No. We are based in Orlando but work remotely, with firms in Central Florida and elsewhere in the United States.
Which bottleneck should
we solve first?
Tell us what is slowing your team down today. We start with one process.