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Client Email Draft Assistant

AI reads incoming client emails, pulls relevant context from your systems, and drafts a personalised response in your voice. Your accountants review and send.

hrs/week saved

1-2 hours per accountant per day

Book a discovery call

The Problem

Client emails eat your accountants' day.

Each accountant gets 30-100 emails a day. 'Can I claim this?' 'What's my BAS balance?' 'When's my tax due?' 'What did we agree on for the trust distribution?' Most are repetitive, and the answers exist somewhere - prior emails, the practice management system, standard ATO guidance. But every email has to be read, context checked, and responded to. That's 1-2 hours a day per accountant, across your whole team.

How It Works

Step-by-step.

Email arrives

Incoming client email is detected in your accountant's inbox via Microsoft Graph or Gmail API. The workflow processes it before the accountant even opens it.

Client identified and context loaded

AI matches the sender to a client and pulls relevant context: prior conversations, current BAS position, upcoming deadlines, recent invoices, anything tagged as ongoing in your practice management system.

Intent classified

AI categorises the email: factual question, status request, document attached, scheduling request, strategic question. Different categories get different draft treatments.

Draft written in your voice

AI drafts a response using prior accountant emails as a style reference. Includes relevant ATO references where applicable. Tone matches your firm: warm-professional, no robotic templates.

Confidence flagged

Drafts include a confidence indicator. Routine questions are high confidence. Anything strategic, ambiguous, or requiring tax advice is flagged as 'needs your full attention' rather than 'just review and send.'

Draft sits in your outbox

Draft appears in the accountant's mail client as a draft response. They review, tweak if needed, and send. Most responses go from 5-minute composition to 30-second review.

hrs/week saved

1-2 hours per accountant per day

What's Included

Integration with Microsoft 365 or Google Workspace
Context loading from Xero Practice Manager, Karbon, or FYI Docs
Custom voice and tone matching your firm's style
ATO reference library integration
Confidence flagging system
Team training (each accountant set up individually)
30 days of post-launch refinement

What's Not Included

Sending emails without human review (we draft, you send)
Tax advice or strategic recommendations
Email composition for new outbound client communication
Ongoing AI API costs (typically $30-80/month per accountant)

Timeline

Three weeks, start to launch.

Week 1

Discovery and voice calibration

We review a sample of recent client emails from your team, calibrate the AI to your firm's voice, and map the context sources we'll pull from. You sign off.

Week 2

Build and individual setup

Workflow built and integrated with your email and practice management system. Each accountant gets their own setup so the AI learns their individual style.

Week 3

Live use with feedback loop

Accountants start using draft responses for real client emails, providing feedback that refines the AI's output. By end of week, drafts should be ready-to-send 80%+ of the time.

Best Fit For

Is this the right workflow for you?

Accounting or bookkeeping firms with 3+ accountants handling client emails
Practices on Microsoft 365 or Google Workspace
Firms using Xero Practice Manager, Karbon, or FYI Docs
Teams where email volume is a known bottleneck

Questions

Specific to this workflow.

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Want to talk about this workflow?

30-minute discovery call. We'll figure out if this workflow fits your business, what the actual ROI would look like for you, and whether there's a better starting point.