For accountancy practices
Book the consultation, chase the records, sign the client
A small practice's year is consultations, deadlines and a phone that rings while you are with a client. PromoPilot lets new clients book a free consultation at a time you are free, reminds them what to have ready, keeps every enquiry in one pipeline from first contact to signed client, and sends each group of clients its own deadline reminder.
- Free consultations booked by your rules
- Reminders that say what to have ready
- Every new client in one pipeline, from enquiry to signed
This stack: CRM + Automations, Conversations, Social Scheduling. $81 a month per brand.
Watch it work
Watch a new client book a consultation
A real test call to the AI receptionist at Cedarline Accountants, a demo practice with demo fees. Tom has just gone self-employed and has never done a tax return. It gives him the practice's fixed fee, texts a written quote, turns down his UTR on the phone, books a free consultation and texts the practice. Then the contact, the deal, the reminders and the calendar follow.
1. Booking pages
Free consultations, booked online
Make a booking page for a free 15-minute consultation, by phone, at your office or on a video link you paste in, and put the link on your website, in your email signature and under your posts. People pick one of the times you are free, answer your questions, such as whether they are a sole trader, a landlord or a limited company, and arrive as a contact with a deal at Consultation booked in your pipeline. They get a calendar invite with a link to move or cancel.
2. Playbooks
Reminders that say what to bring
Start from the Appointment Reminder template in the playbook library and word it for your practice: an email the day before, such as "Have your last tax return to hand", and a text an hour before. Both move with the consultation if it moves. Emails go from your own email domain, and texts from your PromoPilot phone number, only to clients who agreed to text reminders; the rest are skipped.
3. CRM, pipelines and email
Every enquiry on one board, through to client
Consultations, website forms and Facebook lead ads land as contacts in one pipeline, such as New enquiry, Consultation booked, Proposal sent and Client. Each contact keeps its meetings, notes and tags together. Tag clients by the work you do for them, such as self-assessment, landlord or limited company, and send each group its own email before its deadline, from your own email domain, to the clients who agreed to hear from you.
4. Availability and calendar
Consultations that fit around client work
Set the length of a consultation, the notice you need, a gap after each one and a daily limit, and people are offered only the times that fit around your working hours, time off and bank holidays. Two people can never book the same slot. Every consultation shows in CRM > Calendar beside your scheduled posts, with who booked, their answers and their deal, and each of you can follow the week on your phone with a private subscribe link.
Included in the CRM + Automations module and every paid plan. Each kind of meeting gets its own link, and only free times are offered.
5. AI Receptionist
Quoted and booked while you are with a client
You cannot answer the phone in the middle of a client meeting. The AI receptionist answers the practice number, says it is an AI assistant and answers what it can from your services and opening hours. When a caller asks about fees, it gives the fixed fee from your Services, such as your price for a sole trader's self-assessment return, and offers to text a written quote; a service without a price is never quoted. It books a free consultation during the call at a time your booking page allows, by its hours, length, notice and daily limit. Its instructions are yours to write, for example never to take a UTR, a National Insurance number, bank details or an HMRC login on the phone. A caller who books becomes a contact with the deal at the booking page's stage, and a playbook texts you each new consultation.
A separate module. Calls use credits, from 10 a minute, and every call shows in the CRM with a summary and the full transcript.
Run it from Claude
What the MCP server does for accountancy practices
Connect Claude Code to your PromoPilot account with one key and the repetitive part of the week becomes a sentence. The transcript is a worked example for accountancy practices; the tool names are the real ones.
Included with every account. Keys are created in Settings, can be limited to one brand, and can be revoked at any time. How to connect your assistant
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What it costs
The modules accountancy practices usually switch on
Prices are per brand per month, in dollars. Add or remove a module whenever you like; yearly billing saves about 17 percent.
Every module, bundle and credit packCRM + Automations
Contacts, pipelines and playbooks that follow up for you
$37/mo
Conversations
Every DM, comment and email in one inbox
$20/mo
Social Scheduling
One calendar for Instagram, Facebook, TikTok, YouTube and LinkedIn
$24/mo
This stack, one brand
$81/mo
Add the AI Receptionist
1 AI agent and 300 credits a month included. Calls from 10 credits a minute, and the phone number from $5 a month.
+$29/mo
Questions
Asked by accountancy practices
Can new clients book a free consultation online?
Yes. Make a booking page with the length, notice and daily limit you want, by phone, in person or on a video link you paste in, and share its link. Only free times are offered, around your working hours, time off and bank holidays, and each booking becomes a contact with a deal in your pipeline.
Can my team share the consultations?
Yes. Invite them to the brand and set the booking page to round robin, and consultations are shared across the team. Each person can follow their own week on their phone with a private subscribe link for iPhone, Outlook or Google Calendar.
Is PromoPilot a practice management system?
No. It handles enquiries, consultations, reminders and follow-up. Keep client records, engagement letters and filings in your practice software.
Can the receptionist quote my fees?
Only the ones you have priced. It reads out the price from your Services and texts a written quote to the number the caller rings from, and a service without a price is never quoted. The fees on the film are a demo practice's, not a guide to what to charge.
Will it take a UTR or bank details over the phone?
Write what it must never take into its instructions, as the demo practice did: no UTR, National Insurance number, bank details or HMRC login on the phone. On the film it turns down the caller's UTR and says the team will collect what they need after the consultation. Every call is transcribed, so you can read what was said.
Set up your brand this afternoon
Connect your accounts, switch on a module, schedule the first week. Billed in dollars, cancel any time.
