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AIMention Toolbox › CPA firms › Phones and new clients

Screen new-client inquiries before the first call

A smarter intake form asks the questions you'd ask on a discovery call, so poor fits drop out and good fits arrive ready to talk.

Last verified October 11, 2026We may help you set these up. Tools don’t pay us for placement.

Hours back

1 to 2 hrs a week

Monthly cost

$0 to $20 a month

Setup

Moderate

Evidence

Seen in the field

FitsCPA firms

Worth it if

You spend discovery calls on prospects who were never a fit.

Skip it if

You rarely take new clients or get most of them by referral.

What gets set up

You build an intake form that asks what a partner would: business owner or individual, industry, size, revenue, whether they've had a CPA before and why they're switching. Answers flow into your practice management system. A six-person firm in Atlanta built theirs with Claude and other AI tools and reported conversions up about 25%.

Who’s done it

Real exampleTrade press

A six-person firm builds an intake form that screens out poor fits

Agate CPA, with offices in Atlanta and Rogers, Arkansas, rebuilt its website form with AI tools so prospects answer the screening questions up front.

Use case estimate: 1 to 2 hrs a week ours, not theirs

Time savings More customers

What they did. Built a form asking whether prospects own a business, their industry, size, revenue and CPA history, with answers flowing into their project management system.

How it went. The cofounder says the old form brought lots of sales calls but few conversions.

Worth knowing. They used Lovable to build the form and Claude to embed it in the website.

Their number. Conversion rate up about 25% (firm-reported).

Source: Journal of Accountancy · Aug 2026Read the original

Tools mentioned here

Listed alphabetically. Lowest plan that does this job, checked on each vendor’s own pricing page.

Tool	What it does here	Starts at	Price checked
Claude Pro	Helps build and word the form, and sorts responses	$17 a monthBilled annually ($20 billed monthly). Includes Projects.	Oct 11, 2026

You’ll need

A clear picture of your ideal client
A website form you can change
A practice management system to send responses to

Try it

I run [firm name], a [size]-person accounting firm. Our ideal clients are [describe]. Write the questions for a website intake form (8 or fewer) that tell us whether a prospect is a fit before we book a call: services needed, entity type, industry, size, current accountant and why they're switching. Use plain language and multiple choice where possible.

Read what it gives you before you send or use it. You know your clients; it doesn’t.

Don't paste anything that identifies a client into a personal AI account. Tax preparers have extra rules on using and sharing return information (IRC section 7216), so check before you share.

Run your own numbers

Count discovery calls with prospects who turn out not to fit.

Your numbers

Use your own numbers. Nothing you type is saved or sent.

Poor-fit calls a weekMinutes eachShare a good form would screen out (%)What an hour of your time is worth ($)Tool cost a month ($)

Hours back

–

Worth a month

–

After the tool

–

Why it matters

Most firms are at capacity, yet the website form brings in prospects who aren't a fit, and each one costs a sales call.

How I estimated the hours

1 to 2 hrs a week: 3 to 6 poor-fit discovery calls a week at 20 to 30 minutes each, mostly screened out by the form. Rounded down.

Sources (2)

Sources

Claude Pro pricing, https://claude.com/pricing (accessed 2026-10-11)
Journal of Accountancy, https://www.journalofaccountancy.com/issues/2026/aug/real-life-ways-small-firms-use-ai/ (accessed 2026-10-11)

Questions

The Atlanta firm told the Journal of Accountancy its conversion rate rose about 25% and its old form had led to lots of sales calls but few conversions.

No. Most form builders work without code. AI helps with the questions and wiring the answers into your systems.

Related use cases

All CPA firms use cases · AIMention Toolbox · How to get your accounting firm found by ChatGPT and AI search

Have this set up for you

Book a free 30-minute call. I’ll tell you straight whether this one is worth it for your accounting firm, what it would take, and what it would cost.

Book a free intro call How consulting works

We may help you set these up. Tools don’t pay us for placement.