Steuerbüro Brinkmann

Tax clerk position unfilled for 6 months — the firm still runs smoothly

80%client questions automated

6 mo.open position compensated

10 hsaved per week

“The client chatbot answers 80% of standard questions on its own. My tax clerk position has been unfilled for 6 months — we barely notice anymore because the AI picks up so much slack.”

Jan Brinkmann

Firm Owner, Steuerbüro Brinkmann

About the Company

Owner-operated tax firm specializing in small businesses and freelancers. 3 employees, over 200 mandates. One tax clerk position unfilled for 6 months.

Quick Jump

Challenge Solution Results

Industry

Tax Consulting

Solution

Client ChatbotAI Phone Assistant

Team Size

3 employees (1 position open)

Challenge

The position stays empty.

For six months, Jan Brinkmann has been searching for a tax clerk. 4 applications, not a single fit. The remaining team works at capacity — client requests pile up, callbacks take days instead of hours. Two clients have already switched to competitors.

200 mandates on 3 shoulders

Every day brings the same standard questions: filing deadlines, missing receipts, appointment changes. Questions that are easy to answer — but still cost 5 to 10 minutes per call. With 15 to 20 such calls a day, that adds up to 2 to 3 lost hours.

Solution

Client chatbot as first point of contact

The chatbot was trained on the most common client questions: filing deadlines, receipt checklists, appointment booking, account details. It answers 80% of inquiries immediately — evenings, weekends, and holidays included. Clients with complex matters are seamlessly handed off to the team.

Phone assistant for the rest

Calls the chatbot doesn't cover are handled by the AI phone assistant. It takes callback requests, confirms appointments, and provides processing status — all in natural language, no hold queues.

Results

The open position barely hurts anymore

Jan Brinkmann: 'Of course I'm still hiring. But the pressure is gone. My team now handles what was barely manageable with four people — because the AI takes care of all the routine stuff. We barely notice the gap anymore.'

Clients happier than before the resignation

Reachability is better than when the position was still filled. Clients get faster answers, appointments are kept more reliably. One client who had switched came back — because their new firm was harder to reach.

80%

standard questions automated

10 h

saved per week

client losses since launch

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