Clients forward tax authority letters as a photo or PDF to a WhatsApp number or email address. AI reads the notice type, tax year, amount and deadline, assigns a task to the responsible advisor and alerts a partner when time is short.
Typical results
5 days
Task due date ahead of the authority's deadline
≈3 hrs/wk
Notice data entry saved across the firm
Same day
Partner alert on urgent or collection notices
Figures reflect typical results for this kind of automation.
The challenge
Tax authority notices reach the firm by every route: a blurry photo on an advisor's phone, an email attachment, a letter handed over at a meeting. Some sit unread for a week, response deadlines are tracked in personal calendars, and the firm learns about an urgent collection notice only when the client calls in a panic.
Before and after
Hours from notice arrival to advisor assignment
−99%Admin minutes per notice logged
−87%Missed response deadlines per year
−83%The automation
Clients send notices to a dedicated WhatsApp number or email address. OpenAI reads each photo or PDF and extracts the notice type, reference number, tax year, amount demanded and response deadline. The automation matches the client, creates a task for the responsible advisor due five days before the deadline and confirms receipt to the client. Notices with fewer than ten days to respond, or with collection action, are posted to a partner in Slack right away.
How it works
- 01
Client forwards the notice
A photo or PDF arrives on the firm's dedicated WhatsApp number or its notices email address.
- 02
AI reads the letter
Notice type, reference number, tax year, amount demanded and response deadline are extracted from the document.
- 03
Task for the right advisor
The client is matched, and the responsible advisor gets a task due five days before the deadline.
- 04
Receipt confirmed to the client
The client gets a short reply saying the notice was received and who is handling it.
- 05
Urgent cases escalated
Fewer than ten days to respond, or any collection action, posts an alert to a partner in Slack right away.
Starts from
- Notices via WhatsApp
- Notices via email
Delivers
- Advisor task with due date
- Receipt sent to client
- Partner alert in Slack
The impact
Every notice is logged and assigned within an hour of arrival, with the deadline already on the advisor's task. Missed response deadlines become rare, partners see urgent collection notices the same day, and advisors stop retyping notice details, saving about 3 hours a week across the firm.
Questions about this automation
What if the photo is unclear or the AI cannot read the deadline?
A notice with a missing or low-confidence key field is still logged and assigned, but marked for checking, and the advisor sees the original image next to the extracted fields. If the image is unreadable, the client gets an automatic request to send a clearer photo or a scan.
How is the right client and advisor found?
The automation matches the sender's phone number or email and the tax ID on the notice against the firm's client list, which also holds the responsible advisor. When the two do not agree, or the sender is unknown, the notice goes to an intake queue for a staff member to assign.
Which systems does it connect to?
A WhatsApp business number and a shared email inbox for intake, OpenAI for reading the documents, the firm's client list or CRM, its task tool and Slack for partner alerts. It is a multi-step build, usually rolled out in stages, starting with email intake.