Save 15-25 Hours/Week
Automate data entry, follow-ups, and routine client communications.
Clean CRM Data
AI keeps your client records accurate, enriched, and up-to-date.
FCA-Ready Audit Trails
Complete logging of all automated decisions for compliance.
UK Data Security
All data processed and stored in UK data centres.
Automation that fits your workflow
We integrate with your existing CRM and build automation around how you actually work, not how software companies think you should work.
Works with your existing tools
An AI receptionist that keeps advisers with clients, not on the switchboard
Most of the calls into an advice firm are not about advice. They are a client asking whether their review is booked, a request for a valuation before a mortgage appointment, a form that needs re-sending, a new enquiry from someone a client recommended, a provider chasing a signature. Each one takes a few minutes, and between them they take an administrator’s morning or, in a smaller firm, the adviser’s.
An AI receptionist answers every call at once, books review and first meetings into the adviser’s diary, captures the details a new client needs to give before a first meeting, turns routine requests into tasks in your CRM, and sends the confirmations and checklists your administrator would send. AIEngine builds and runs it for your firm, connected to your existing number, with the adviser one transfer away for anything that touches advice.
Where the time goes in an advice firm
Advisers are paid for the hours they spend with clients and for the quality of the advice they give. Neither improves when the adviser is also taking calls about paperwork. Firms hire administrators and paraplanners to protect that time, but a two-adviser firm with one administrator has no cover on the days that person is off, and every call that reaches an adviser mid-report costs more than the minutes it takes.
The Consumer Duty raised the bar on how firms treat clients across the whole relationship, including the ordinary contact points. A client who cannot get through to confirm a review, or who is left waiting for a document before a deadline, is not receiving the outcome the Duty describes. Firms also have to identify clients who may be vulnerable, and the first sign is often something said on the phone that a busy receptionist does not have time to note.
For accountancy practices the pattern is the same with a different calendar: quarterly deadlines under Making Tax Digital, January self-assessment, year-end. The calls spike when the team is least able to take them.
What the AI receptionist handles, call by call
These are the call types we configure for a typical advice or accountancy firm. Every path follows the questions you set, and every call is transcribed and logged for the client file.
| Call type | What the AI receptionist does |
|---|---|
| New client enquiry | Captures who is calling, how they heard about the firm, what they want help with in their own words, and the basic facts you need before a first meeting. Books a discovery meeting into the right adviser’s diary and sends a confirmation with what to bring. It never discusses products or suitability. |
| Annual review booking | Confirms the client by name and a second identifier, offers review slots from the adviser’s diary, books the meeting and sends the pre-meeting checklist. Reschedules on request and frees the slot for another client. |
| Existing client with a query about their plan or a payment | Verifies identity, records the question, and creates a task for the adviser or administrator with the client reference. Anything that would need a view on the client’s circumstances is routed to the adviser, not answered. |
| Document or form chasing | Takes the request, for example a valuation, a copy of a policy document or a letter of authority, creates a task in the CRM and tells the client the usual turnaround. Sends links to secure forms where you use them. |
| Provider or paraplanner call | Recognises product providers, platforms and outsourced paraplanners, takes the reference and the reason for calling, and routes to the right person or logs a structured callback. |
| Complaint or possibly vulnerable client | Records a complaint in the client’s words and routes it to your complaints handler without arguing or offering a remedy. Flags signs of vulnerability using the indicators you specify and passes the call to a person. The firm decides; the receptionist only flags. |
| Out of hours | Reviews and first meetings are booked overnight and at weekends against the diary. Messages and tasks are waiting for the team when the office opens. |
Integrations with the systems your firm already runs
The receptionist is only useful if a call ends as a booked meeting or a task in the system your team already works from.
- Xplan
- Review and meeting bookings against adviser availability, with tasks created for document requests and callbacks.
- Intelliflo
- Client lookup for identity checks, diary booking and task creation with the client reference attached.
- Salesforce
- New enquiries created as leads with the call summary, and tasks for existing-client requests.
- Your phone system
- Answers on every ring, on overflow only, or out of hours only. No number change.
- Email and SMS
- Meeting confirmations, pre-meeting checklists and reminders sent from the firm’s name.
- Call recording and reporting
- Every call transcribed and searchable for the client file. Weekly reports on enquiries, meetings booked and tasks created.
Consumer Duty, UK GDPR and what the receptionist will not do
Client financial information is sensitive and, where health or circumstances come up, may be special category data. All call audio, transcripts and booking data are processed and stored in UK data centres, encrypted in transit and at rest, and retained only for the period in your data processing agreement. AIEngine acts as your data processor. AIEngine is not authorised by the FCA and does not need to be, because the receptionist does not carry on any regulated activity.
The receptionist does not give financial advice, does not discuss whether a product or plan is suitable, does not talk about performance or markets, and does not take instructions to buy, sell or switch. Every one of those is routed to the adviser. The scripts are written so the boundary is clear to the client, and your compliance function reviews them before launch.
- Identity verified with at least two identifiers before any client information is discussed.
- Vulnerability indicators flagged to a person; the firm makes the assessment.
- Full transcript and audio of every call retained for the client file and for complaints.
- Scripts reviewed with your compliance oversight before launch.
When a person takes over
We agree the handoff rules with the principal or operations manager before launch. Anything that touches advice, a complaint once recorded, a client who may be vulnerable, a distressed caller, and anyone who asks for a person are transferred to your team with a written summary of the call so far. If nobody is free, the client is offered a callback at a time they choose and the task is logged with a deadline.
The result is that the calls reaching your advisers are the ones that need an adviser, and they arrive with the client already identified and the question already written down.
How we set it up
Most firms are live within two to three weeks. You keep your phone number, your CRM and your compliance procedures.
- 1
Discovery call
We map your call types, meeting rules, identity checks and vulnerability indicators with the principal and your administrator.
- 2
Scripts and compliance review
We write the conversation flows, agree exactly what the receptionist may and may not say, and review them with your compliance oversight.
- 3
Integration
We connect the receptionist to your phone system and to Xplan, Intelliflo or Salesforce, and sign the data processing agreement.
- 4
Test calls
Your team rings the test line as new clients, existing clients, providers and awkward callers until every path works.
- 5
Soft launch and tuning
The receptionist starts on overflow or out of hours, then takes the front line. We review transcripts with you weekly for the first month.
Frequently asked questions
How is the service priced for an advice firm?
We quote a flat monthly fee per site after the discovery call, so a busy week never costs more. The fee depends on your call volumes, the integrations you need and how many sites you run, and it always includes setup, integration, script writing, staff training and ongoing changes to your scripts. There are no per-call or per-minute charges. Call 07340 891928 or email contact@aiengineltd.com for a quote.
Does it give financial advice?
No. It books meetings, captures enquiries and creates tasks. It does not discuss suitability, performance or products, and it does not take instructions to buy, sell or switch. Anything that touches advice is routed to the adviser. AIEngine is not FCA authorised and the receptionist does not carry on regulated activities.
Does it integrate with Xplan, Intelliflo and Salesforce?
Yes. Meetings are booked against the adviser’s diary, tasks are created for document and callback requests with the client reference attached, and new enquiries are created as leads. Integration is part of setup and included in the monthly price.
How does it support the Consumer Duty?
Clients can always get through, meetings are confirmed with a checklist, and requests are logged with a turnaround rather than lost. Vulnerability indicators you specify are flagged to a person on the call, and every conversation is transcribed so the firm can evidence how the client was treated.
Is it UK GDPR compliant for client financial data?
Call audio, transcripts and booking data are stored in UK data centres, encrypted in transit and at rest, and processed under a written data processing agreement with AIEngine as your processor. Identity is verified with at least two identifiers before any client information is discussed.
Can it handle existing client queries about their plan?
It verifies the client, records the question and creates a task for the adviser or administrator. It does not answer questions that would need a view on the client’s circumstances; those go to the adviser with the query already written down.
Is it suitable for accountancy practices?
Yes. The same service books meetings, chases and logs document requests, and handles the deadline-driven call spikes around Making Tax Digital quarters, self-assessment in January and year-end. Scripts are written for your practice’s services.
How quickly can it be live?
Most firms are live within two to three weeks: discovery and scripts in the first week, CRM and phone integration with a compliance review in the second, then a soft launch on overflow or out of hours before the receptionist takes front-line calls.