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AI agent for tax advisors

Engagement Letter and New Client Setup Agent

A complete, signed client file with scope, fee, ID and prior-year documents before work starts

AdministrationFinance
See how it worksGet access
Engagement Letter and New Client Setup Agent: what goes in, what the agent does and what you get

What it does

New clients are eager and the paperwork lags, so work begins on an incomplete file. When a client signs up, this agent builds a checklist for that client type. It drafts the engagement letter with the right scope and fee, and prepares requests for prior returns and ID documents. After the advisor approves the letter, it is sent and the agent tracks what arrives. Every few days it rechecks the checklist against the folder and sends reminders for missing pieces. It also checks that received documents are readable and belong to the right tax year. Work is marked ready to start only when every required item is in. The advisor approves the letter and confirms the file is complete. Edge case: a client with a business and a personal return gets two scopes and two fee lines.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
ApprovedYes, continueYes, continueApprovedNoNo 1 STARTS WHEN New client completes the intake form 2 DOES Build a checklist from the services requested 3 USES A TOOL Draft the engagement letter with scope and fee 4 YOU APPROVE Advisor approves the engagement letter 5 USES A TOOL Send the letter and document requests to the client 6 USES A TOOL Check the client folder for new documents 7 CHECKS THE RESULT Is every checklist item received, readable and forthe right year? If not: send a reminder naming the missing items andcheck again in three days. Back to step 6. 8 CHECKS THE RESULT Is the signed letter on file? If not: send a signature reminder to the client. Back tostep 5. 9 YOU APPROVE Advisor confirms the file is complete 10 RESULT Client marked ready to start work
Read the steps as a list
  1. New client completes the intake form
  2. Build a checklist from the services requested
  3. Draft the engagement letter with scope and fee
  4. Advisor approves the engagement letterThe agent waits here for your OK.
  5. Send the letter and document requests to the client
  6. Check the client folder for new documents
  7. Is every checklist item received, readable and for the right year?If not: send a reminder naming the missing items and check again in three days. Back to step 6.
  8. Is the signed letter on file?If not: send a signature reminder to the client. Back to step 5.
  9. Advisor confirms the file is completeThe agent waits here for your OK.
  10. Client marked ready to start work

How it decides

The checklist is chosen from the services requested. A document counts as received only when it is readable, matches the year and name, and is saved in the client folder.

  • Add a second scope and fee line for a client with both personal and business returns
  • Treat an unreadable or wrong-year document as missing
  • Send a reminder every 3 days, up to 4 times, then tell the advisor
  • Do not mark ready while the signed letter is missing

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Checklist items by service type
  • Fee schedule lines
  • Reminder interval and limit (default every 3 days, 4 times)
  • Letter template wording

What keeps you in control

It always asks you first

  • Sending the engagement letter
  • Confirming the file is complete

Hard limits

  • Never sends a letter without advisor approval
  • Never begins preparing the return

It stops when

  • Done: signed letter and all documents are in and the advisor confirms
  • Stop: the client does not respond after four reminders

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensA new client, Marta Reyes, signed up on January 20 for a personal return and a rental schedule. The agent drafted a letter with two fee lines, $450 and $300. By January 27 six of eight items were in, but the 2024 return was a blurry scan, so the check failed and the agent asked for a new copy. The advisor approved the letter on January 21 and confirmed the file on February 2.

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