Three assistants in your accounting firm’s daily work.

An email arrives, a document is missing, a client needs a callback. Amélie, Ava and Zoé handle specific tasks around your files and your team’s working methods.

Callbacks and appointments

Amélie

Amélie

She reconnects with the clients and prospects you assign to her and organizes the next step.

  • Calls contacts from your approved list.
  • Confirms the requested service and relevant period.
  • Books an appointment or schedules a callback.
  • Records the outcome in your CRM.

A practical example

A returning client has not confirmed their annual appointment. Amélie calls and offers a time according to your instructions.

What your team receives

A confirmed meeting or follow-up action, with a summary of the call.

Reception and new inquiries

Ava

Ava

She responds while your team works on files and gathers context before the first meeting.

  • Answers connected calls, emails and messages.
  • Collects contact details, the service and stated deadline.
  • Sends your approved intake questionnaire.
  • Books meetings and routes priority inquiries.

A practical example

A self-employed client asks about bookkeeping. Ava gathers their needs, books a meeting and sends the initial questionnaire.

What your team receives

A structured inquiry and a prepared appointment, without searching multiple email threads.

Documents and accounting preparation

Zoé

Zoé

She gathers documents and prepares information for review using your firm’s checklist.

  • Collects and files statements, invoices and supporting documents.
  • Extracts relevant fields from PDFs and scans.
  • Identifies missing items and triggers follow-ups.
  • Prefills compatible spreadsheets and templates.

A practical example

A client sends their T4, Relevé 1 and receipts. Zoé organizes them, flags expected items that are missing and prepares the data for review.

What your team receives

Organized documents, collection status and a table of data ready for your firm to review.

An example workflow to configure with you

Imagine preparing a year-end file.

“I want to prepare my year-end. My statements are in PDFs, but my invoices are still scattered.”

  1. 1Ava

    An inquiry becomes a file

    Ava gathers the service, relevant year and contact details, then organizes the first conversation.

  2. 2Your team

    You define what is needed

    Your team confirms the engagement and required documents before starting collection.

  3. 3Zoé

    Documents and data come together

    Zoé files documents, extracts the configured fields and follows up on missing items.

  4. 4Your team

    You open a prepared file

    You check documents and data, perform the accounting work and approve the deliverables.

At the end, your team has

  • Received and outstanding documents
  • Extracted data with its sources
  • Follow-up history
  • The team member’s next action

A defined place in your accounting tools.

We start with one file type and a checklist. Possible connections are confirmed with you before defining the workflow.

Email and calendar
Ava receives inquiries and prepares appointments in the connected tools.
Document workspace
Zoé files documents by client, period and category using your structure.
Accounting software and spreadsheets
Fields are prepared in a compatible template or export for review before import.
File owner
Your team receives the status, missing documents and items to check.

You approve collection rules and messages. A pilot on a representative file checks extraction, access and handoffs before broader use. Accounting analysis and approval of returns remain with your firm.

Explore this workflow with my team

Your firm isn't just short on time. It loses time in document chaos.

A client emails a T4, sends a Relevé 1 as a photo, drops a pile of receipts, fills out an incomplete form and asks a question in another thread. Your team has to follow up, sort, rename, file, verify, copy-paste and re-enter the same information.

Before the accounting work even begins, your team has already lost time rebuilding the file.

Missing documents

The file stays stuck waiting for a piece that never arrives.

Incomplete questionnaires

You have to chase the client for the answers left blank.

Poorly named or filed PDFs

You waste time finding the right piece in the right file.

Repetitive data entry

The same amounts are retyped by hand, with the risk of error.

Scattered emails

A question here, a document there: the information is everywhere.

Forgotten follow-ups

A forgotten client, and the file falls behind in peak season.

Pending signatures or payments

The file is ready but blocked by an administrative step.

Files opened too early

You start an incomplete file, then have to come back to it several times.

Before Tonexera: scattered pieces.
After Tonexera: a workable file.

Before

“Julie sent some documents for her taxes. Some pieces may be missing. Someone has to dig through the emails.”

After
  • Julie Gagnon — 2025 personal return
  • T4 and Relevé 1 received
  • Rental income declared
  • Mortgage statement and rental expenses missing
  • Follow-up sent
  • File 72% complete
  • Clear next action

An AI system that prepares the file before your team opens it.

Tonexera builds a workflow tailored to your firm. The system can identify the type of request, send a personalized document list, collect the pieces, file the PDFs, extract the important information, flag missing documents, prefill certain fields or forms, update the client file and notify your team when the file is ready to review.

Your team stays in control: extracted data, prepared forms and next steps are always verified by someone at the firm.
Book my free AI audit

Book and get a direct call from our AI assistant.

From the client request to a file ready to review.

1

First request

The client calls, writes, fills out a form or sends documents.

2

File type identified

Individual, self-employed, corporation, bookkeeping, payroll, GST/QST, taxes, CRA or Revenu Québec notice.

3

Document list sent

The system sends a personalized list of required pieces.

4

Pieces collected and filed

Received documents are renamed, filed and linked to the right file.

5

Missing documents flagged

Missing pieces are identified and follow-ups go out automatically.

6

Data extracted

The AI extracts the important information from received PDFs and documents.

7

Forms prefilled

Forms, tables or internal fields are prefilled per your rules.

8

File updated

The CRM or client file is updated with the collected information.

9

File ready to review

Your team receives an organized file: pieces received, pieces missing, next action.

What we can automate in your accounting firm.

Client document collection

The client sends their pieces, the system receives and files them properly.

Personalized lists per file

Each file type receives the right list of required documents.

Follow-ups for missing pieces

Missing documents are flagged and the client is reminded per your rules.

PDF filing

Supporting documents renamed and filed in the right client file.

Data extraction

Extracted data is prepared to speed up review. Final validation always stays human.

Form prefilling

Forms and internal tables prefilled from the collected information.

Client file updates

The CRM or client record is kept up to date, with no re-entry between tools.

Signature and payment tracking

Pending administrative steps are tracked and followed up.

File summaries

A clear summary so the team knows where each file stands.

Web chatbot for new requests

An assistant on your site that qualifies clients and opens the file.

Next-step emails

The client automatically receives what to do next, in your name.

“Ready to review” notification

Your team is notified as soon as a file is complete and ready.

It's not just a chatbot. It's a complete workflow for your client files.

A simple chatbot answers a few questions. Tonexera connects the steps: client request, checklist, documents, follow-ups, extraction, filing, CRM, forms, validation and next action.

Client
Documents
Extraction
CRM
Forms
Follow-ups
Accounting team

The AI prepares. Your team keeps the professional judgment.

  • The AI does not give tax or accounting advice.
  • The AI does not replace the CPA.
  • The AI does not file any return without validation.
  • The AI makes no financial or tax decision.
  • The AI does not guarantee a file is accurate without human review.
  • The AI structures information and automates repetitive tasks.
  • Your team verifies the data, forms, calculations and documents before use.

What your team receives.

After each prepared file, your team can receive a complete file.

File — ready to reviewOrganized
  • Clear summary of the request
  • Client type
  • Service requested
  • Year or period concerned
  • Documents received
  • Documents missing
  • Extracted data to verify
  • Prefilled forms or tables
  • File status
  • Follow-ups sent
  • Pending payments or signatures
  • Proposed next actions
  • Link to the client file

For which types of files?

The workflow adapts to your firm's services and processes.

Personal returnsSelf-employedCorporationsBookkeepingGST/QSTPayrollCRA / Revenu Québec noticesYear-end filesSupporting document collectionFirms in peak seasonOverloaded admin team

How Tonexera sets up the system.

01

Audit of your current process

We look at how your requests and documents arrive today.

02

Identifying friction

We target repetitive tasks and where time is lost.

03

Building the custom system

We build the workflow tailored to your services and file types.

04

Connecting compatible tools

We link your emails, calendar and tools, when possible.

05

Testing with your real scenarios

Real documents, real files: we validate on your reality.

06

Progressive rollout

We deploy step by step, without disrupting your team.

07

Adjustments from your feedback

We refine the system until it fits your firm.

Frequently asked questions from accounting firms

No. The AI prepares, files, extracts and automates repetitive tasks. The CPA or accounting team keeps the review, analysis and professional judgment.

See what Tonexera can automate in your accounting firm.

Book your free AI audit. We look together at how your client requests arrive today, where documents get lost, which tasks are repetitive and what a system tailored to your firm could look like.

  • 30-minute audit
  • No commitment
  • Demo with your process
  • Our AI assistant calls you after booking
Free AI audit + instant call

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Pick a time slot. Within seconds, our AI assistant calls you to prepare your free audit — a live demo of what Tonexera builds inside your firm.

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  • 30-minute audit, no commitment
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