A CA firm WhatsApp bot for client intake: GST, ITR, consultation booking
A CA firm WhatsApp bot presents a service menu — GST filing, ITR, audit, company registration — then shares the document checklist for the client's selection and books a consultation slot. It never gives tax or legal advice itself; every substantive question and every deadline reminder routes to the right associate, with the client's details already captured.
- A service menu upfront routes each client to the right document checklist without a phone call.
- Document checklists from a knowledge base save partners from repeating the same list to every new client.
- The bot should only inform and book — never answer a specific tax or legal question itself.
- Deadline reminders (GST return dates, ITR due date) work well as a scheduled broadcast to tagged client groups.
Why intake calls waste billable time
For a CA or law firm in a city like Surat or Jaipur, a good chunk of partner and associate time goes into intake calls that are really just "what documents do you need" and "when can I come in", questions a WhatsApp flow answers instantly, any hour a client happens to message.
This matters most around deadline season: the weeks before GST return dates or the ITR due date, when the same handful of questions arrive from dozens of clients within a few days of each other. A firm fielding these one phone call at a time during peak season loses far more billable hours than the rest of the year combined.
The interruption cost is real too. A partner mid-review pulled awayto answer "what documents for GST" for the fifth time that day loses more than the two minutes the call itself takes, since returning to focused work after an interruption rarely happens instantly.
The service menu and document checklist
A List Menu block presents your core services: GST filing, ITR filing, company registration, audit, or general consultation. Based on the selection, an AI Reply block grounded in your knowledge base shares the exact document list, saving a first call entirely.
- GST filing: GSTIN, sales/purchase register, bank statement
- ITR filing: PAN, Form 16, investment proofs,bank statements
- Company registration: director ID proofs, address proof, MOA/AOA draft if any
New clients and existing clients often need different first steps. A new client typically needs a quick engagement letter and fee discussion before documents matter, while an existing client renewing an annual service can go straight to the checklist. A simple "New client / Existing client" branch at the very start of the menu keeps both journeys short instead of forcing everyone through the same sequence.
For law firm intake specifically, the service menu might instead list matter types: contract review, property dispute, family matter, corporate compliance, with the same principle applying: share what's needed for the initial consultation, not a full case-specific checklist that only a lawyer reviewing the actual matter could accurately provide.
Consultation booking without a call
Once the client knows what's needed, an Ask a Question block offers available consultation slots, and the flow confirms the booking directly in chat, no back-and-forth call needed just to find a common time.
Keep the confirmation message specific about what to bring, not just the time: "Booked for Thursday 4 PM with CA Mehta. Please have your PAN, Form 16 and bank statements ready. Bringing these upfront means we can complete more in a single sitting." This alone cuts down the number of clients who show up needing a second visit purely because they didn't know what to carry.
What the bot must never do
The flow should never answer a specific tax computation, legal interpretation, or advice question, even a simple-sounding one like "can I claim this deduction?". Every such question routes to "I'll have our associate call you to discuss this specifically", keeping the firm on the right side of professional advice boundaries.
It's worth setting the AI agent's system prompt to recognise even indirect advice requests, not just direct ones. A question phrased as "is it better to file under the old or new regime" is still an advice question in disguise, and should route to a human just as reliably as a direct "what should I claim" would.
Building it on Convo360
- On Convo360, upload your service list and document checklists as an AI agent knowledge base, kept strictly factual, no advice content.
- In Flow Builder, start with a List Menu for service selection.
- Use AI Reply for document checklist questions, and route anything advice-related straight to live chat.
- Add an Ask a Question block for consultation slot booking.
- Set up a recurring deadline-reminder broadcast to tagged client groups ahead of GST or ITR due dates.
See AI agents docs and campaigns docs.
Tag clients by the services they use, GST-only, ITR-only, both, audit clients, as they're onboarded, so the deadline broadcast in the final step reaches exactly the right group rather than every client receiving every reminder regardless of relevance to them.
Deadline season: what to watch
During peak filing weeks, watch two things in Analytics: how many conversations get correctly routed to "talk to an associate" versus handled fully by the checklist bot, and whether that ratio changes as the deadline gets closer. A rising share of advice-type questions near the deadline is normal. Clients get anxious and ask more nuanced questions, and the flow should route these faster during that window, not try to absorb more of them into the AI Reply.
Consider temporarily widening your live chat staffing or response-time expectations for the final week before a major deadline, since this is exactly when clients most need a quick human response and when the volume of advice-type escalations naturally peaks.
What it costs
This intake flow runs on the Starter plan (₹999/month, ex-GST) for the flow builder and knowledge base. Adding voice reminder calls ahead of major filing deadlines needs the Pro plan (₹2,999/month, ex-GST).
Example conversation
Industry guide: AI agents for Professional Services — Client intake, appointments & document reminders.
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Frequently asked questions
Can the bot file GST returns or ITR itself?
No, it only handles intake — service selection, document checklists and consultation booking. Actual filing work is done by your team, as with any client engagement.
How does the bot avoid giving tax advice by accident?
By keeping its knowledge base strictly factual — service descriptions, document lists, deadlines — and routing any question that requires judgement to a human associate instead of attempting an answer.
Can deadline reminders be sent to specific client groups only?
Yes, using contact groups and tags, you can send a GST deadline reminder only to clients tagged for GST filing, rather than your entire client base.
Does this work for law firms too, not just CA firms?
Yes, the same structure — service menu, document checklist, consultation booking, advice routed to a human — applies to law firm client intake as well.
Related reading
Available across India — see WhatsApp & AI calling automation by state and city.