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One of the most time-consuming yet critical tasks for tax and accounting professionals is responding to client inquiries. Whether through email, voicemail, or ClientHub messages, delays in responses can negatively impact client relationships. CountingWorks PRO makes it easy to generate well-structured responses quickly.
Below, we’ll walk you through how to use AI-powered tools in CountingWorks PRO to efficiently handle client inquiries.
Step 1: Structuring Your AI Prompt
To get the best response from the AI, follow these steps:
- Clearly define the task – What do you want the AI to do? Example: "Write a detailed response to a tax client's question."
- Provide context – Give background details such as tax topics, research references, or response tone.
- Specify the action – If the response should include a Call-to-Action (CTA), mention it explicitly (e.g., "Call me for an appointment").
Example 1: Responding to an IRS Notice Inquiry
Client Question:
"I received a notice from the IRS about a discrepancy. What should I do?"
AI Prompt:
"Write a detailed response to this client's question. Include steps for reviewing the notice, necessary documents, and action items. End with a call to action instructing them to call my office for an appointment."
Generated Response:
"I understand your concerns. First, let's review the IRS notice together. Please bring the notice, along with any supporting documents, to our meeting. We need to determine the type of notice, the tax year in question, and any required actions. Next, we’ll go over potential resolutions and necessary steps. To get started, please call my office to schedule an appointment."
Tip: If you have saved details in CountingWorks PRO (such as office contact information), the system can automatically personalize responses. If not, you'll want to edit the content to make sure the details and next steps are clear.
Example 2: Advising on Tax-Smart Education Savings
Client Question:
"We're excited about the birth of our first child! Should we do anything for taxes or savings to help with education? Can grandparents contribute?"
AI Prompt:
"Write a response to this client question. Mention tax-advantaged accounts, time value of money, and the benefits of starting early. Congratulate them on their new child."
Generated Response:
*"Congratulations on your new child! There are a few tax-related steps to consider, such as obtaining a Social Security number and adjusting your tax withholding if eligible for the Child Tax Credit.
For education savings, starting early is ideal. You may want to consider a 529 plan or Coverdell ESA, both of which provide tax advantages. Automated contributions help maximize growth over time. Grandparents can also contribute—up to $18,000 per year (2024 limit) without triggering gift taxes.
Let me know if you'd like to discuss these options further!"*
Key Takeaways
- Be clear and specific in your AI prompts – Define what you want, include context, and specify any required actions.
- Provide additional details for better accuracy – Including tax codes, publications, or bullet points can improve the AI's response.
- Personalize responses – If you save your office details in CountingWorks PRO, the system can tailor responses automatically.
By using AI-powered responses, you can efficiently handle client inquiries, saving valuable time while maintaining strong client relationships.