Survive BAS Quarter Without a Phone Glued to Your Ear
Bookkeeping practices are quiet for ten weeks, then absolutely slammed for two — the BAS-quarter call surge. Our AI receptionist handles your client document chases, fee questions, and ATO-related enquiries 24/7 so your registered BAS agents can stay in the reconciliations instead of fielding the same five questions all day.
Where Bookkeeping Practices Lose Their Quarter
A registered BAS agent who is interrupted every 15 minutes during the last week of October cannot lodge accurately. A bookkeeper who is chasing missing receipts and missing rent ledgers from clients does not have time to also answer "have you lodged my BAS yet" twelve times a day. The AI does the talking and the chasing so your team can stay heads-down in the numbers.
The BAS-Quarter Surge Is Predictable but Brutal
The last fortnight of each BAS quarter is a known event — clients suddenly remember they have a BAS due, your inbox fills with last-minute documents, and the phone does not stop. Hiring a temp for two weeks every three months is impractical and the temp does not know your clients. The AI handles the surge instantly, every quarter, with full context on which clients are due.
Document Chasing Is a Full-Time Job You Should Not Be Paying For
Every quarter you chase the same clients for the same documents — bank feeds with missing line items, vehicle log books, fuel receipts, rental property statements, super clearing house confirmations. The AI does proactive outbound document chasing on your schedule, accepts the documents via secure upload, and logs them into Hubdoc or Dext on arrival, so your bookkeeper sees a complete folder before they open the file.
Fee Enquiries Need Fast, Honest Answers
A small business owner pricing a new bookkeeper does not wait three days for a callback — they call the next firm on Google. The AI handles fee enquiries with your published packages (monthly bookkeeping bands, BAS-only, year-end financials), captures the business type, employee count, software stack, and approximate transaction volume, then books a discovery call with your senior bookkeeper for properly scoped clients.
ATO Notices Make Clients Panic
A client who receives an ATO statement of account, PAYG variation notice, or director penalty notice will phone the moment they read it. They are anxious and want reassurance immediately. The AI handles the first contact calmly, captures the notice number and key dates, schedules a callback with your BAS agent inside your published SLA, and lets the client get back to running their business instead of stewing.
Built for How Bookkeeping Firms Actually Run
The AI knows your software stack, your fee schedule, your BAS lodgement workflow, and your typical client questions — so calls feel like reaching a knowledgeable team member, not a generic answering service.
Document Chasing on Your Schedule
Proactive outbound calls and messages to clients with outstanding documents, on a schedule you control by client and by quarter.
- Configurable per-client chase schedule (e.g. 14 days before BAS due, 7 days, 2 days)
- Lists the exact missing items: bank statements, vehicle log book, super confirmations, rental statements
- Accepts documents via secure upload link and confirms receipt immediately
- Pushes uploaded documents into Hubdoc or Dext with the correct client folder tagged
Software Stack Awareness
Recognises the cloud accounting software each client uses and gives answers grounded in that specific stack, not generic accounting jargon.
- Knows whether each client is on Xero, MYOB AccountRight, MYOB Business, QuickBooks Online, or Reckon
- Refers to bank-feed issues with the correct terminology for the client's stack
- Captures support questions about Xero Practice Manager, MYOB Practice, or Karbon for your firm-side team
- Hands off to the right bookkeeper based on which stack the client uses
BAS-Quarter Mode
A dedicated high-volume mode for BAS lodgement weeks, with stricter triage rules and more aggressive document chasing.
- Switches on automatically two weeks before each BAS due date
- Provides accurate lodgement status from your practice management system
- Confirms the exact date the BAS was lodged and the refund or payment amount where appropriate
- Books overflow appointments into your senior BAS agent's diary only when a real decision is needed
Fee Enquiries and Discovery Calls
Converts inbound fee enquiries into properly scoped discovery calls with the qualifying information already captured.
- Asks for entity type, industry, employee count, software, transaction volume, and BAS frequency
- Quotes your published packages where they fit and books a scoping call where they do not
- Captures the trigger event (existing bookkeeper retired, new business, fired previous bookkeeper, etc.)
- Sends a pre-call brief to your senior bookkeeper before the discovery call
ATO Correspondence Triage
Handles the wave of panicked client calls that follow ATO communications without your BAS agent being interrupted from a reconciliation.
- Calmly captures the type of ATO notice (statement of account, PAYG variation, audit letter, etc.)
- Records the notice number, key dates, and amounts involved
- Reassures clients with general timing on when your BAS agent will return the call
- Flags any urgent matters (audit response deadlines, garnishee notices, director penalty notices) for immediate callback
Engagement and Practice Ignition Workflow
Handles new-client engagement calls and the routine follow-ups that come from a Practice Ignition proposal being sent.
- Walks new clients through what to expect from the onboarding process
- Confirms acceptance and signature of Practice Ignition proposals
- Captures ATO authorisation paperwork and ABN/TFN details for client setup
- Books an onboarding call once paperwork is complete
Live Before the Next BAS Quarter
Bookkeeping firms typically go from sign-up to BAS-quarter ready in 10 business days, including integration with their cloud accounting and practice management stack.
Capture Your Practice Stack
We document which cloud accounting software each client uses, your published fee packages, your BAS lodgement workflow, and your standard client correspondence templates. This becomes the AI knowledge base for your firm.
Integrate Your Practice Management
We connect to Xero Practice Manager, MYOB Practice, Karbon, or your preferred practice management system via API. The AI can read client status, write call notes, and create tasks for your bookkeepers.
Forward Your Practice Number
You decide whether the AI takes all calls, only overflow during BAS weeks, or only calls outside business hours. We can switch BAS-quarter mode on and off from a simple portal.
Roll Out Document Chasing
In the second week, we turn on the proactive document chasing for your client list, starting with your messier or most chronically late clients. By the third week, your team is seeing complete document folders by the time they open a BAS.
BAS Agent Discipline and Data Security
Bookkeeping practices handle highly sensitive client financial data and operate under the Tax Practitioners Board code of conduct. The AI is configured to respect both.
TPB Code of Conduct Compliance
The AI is positioned as administrative support for your registered BAS agents, not as a BAS agent itself. It never offers tax advice or interprets ATO rulings.
- Does not offer tax advice or interpret ATO rulings, even when asked directly
- Refuses to confirm whether a deduction is allowable — refers to your registered BAS agent
- Does not quote specific BAS or income tax outcomes — only general timing and process
- Caller-by-caller verification before discussing specific client financial details
Client Data Privacy
Bookkeeping practices handle bank statements, payroll, super contributions, and director details — material that requires serious data handling.
- Australian data residency for all call recordings and intake records
- AES-256 encryption for all stored client information
- Never reads bank account numbers, BSBs, or tax file numbers back to callers
- Document uploads go through encrypted upload links, not call audio
ATO Online Services Integration Boundaries
Your ATO Online Services for Agents access is the keys to the kingdom — it never touches the AI. The AI works from the data your bookkeepers have already recorded in your practice management system.
- No direct access to ATO Online Services for Agents from the AI
- Lodgement status is taken from your practice management system, not from the ATO portal
- Reduces the cybersecurity surface area of your most sensitive credentials
- Audit trail of every status disclosure is held in your practice management system
Capacity Without Permanent Headcount
A bookkeeping practice grows in fits and starts — a quiet year, then a sudden EOFY surge, then steady growth. Headcount is sticky; the AI is elastic.
- Handles unlimited concurrent calls during BAS-quarter peaks
- Costs the same in January as it does in late October
- No risk of receptionist turnover taking client knowledge with them
- Lets you grow the practice without doubling reception headcount
Related Solutions for Finance and Advisory Firms
AI Receptionist for Accounting Firms
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See accounting solution →AI Receptionist for Financial Advisors
For financial advisory firms that refer accounting work to your practice. Helps your referral partners hold up their end of the client experience.
Explore advisor solution →AI Receptionist for Mortgage Brokers
For the mortgage brokers who depend on your BAS lodgements for client serviceability submissions. Great cross-referral for joint client work.
See broker solution →Frequently Asked Questions
Get Your BAS Quarters Back Under Control
Set up before the next BAS deadline. Cloud accounting and practice management integration included. Your existing number keeps working. Try it for a full quarter.