Kanzlei Weidner & Kollegen

No overtime for the first time in 15 years — how a tax firm survived tax season with AI

-52%no-show rate

14 hsaved per week

0overtime hours in March

“Mandu handled the entire AI integration — we didn't have to configure anything. Since the phone assistant, my team can finally work in peace. In March, no overtime for the first time in 15 years.”

Dr. Markus Weidner

Tax Advisor, 7-Person Firm

About the Company

Tax advisory firm with 2 tax advisors and 5 tax clerks. 380 active mandates, specializing in income tax and financial statements for freelancers and SMBs.

Quick Jump

Challenge Solution Results

Sector

Tax Consulting

Solución

AI Phone AssistantClient ChatbotEmail Automation

Tamaño del equipo

7 employees

Challenge

Tax marathon: January through May

During tax season, the team regularly worked 55+ hours per week. Client calls about status updates — 'When will my assessment arrive?', 'What documents are still missing?' — consumed an estimated 3 hours daily. Each call meant a tax clerk had to interrupt a complex case, lose context, and needed 15 minutes to get back on track.

380 mandates, 5 tax clerks

The ratio made personal availability simply impossible. Clients felt neglected — some openly threatened to switch firms. Two tax clerks had already signaled they might resign due to chronic overwork. In a market where 58% of firms can't fill open positions, an existential risk.

Paper mountains instead of digitization

Physical receipts, tax assessments, and payslips arrived daily — manually sorted, scanned, and filed. One tax clerk spent roughly 6 hours per week on document processing alone. Time that was missing for actual client work.

Solution

AI phone assistant: status updates without disruption

The AI was trained on case statuses, DATEV deadlines, and typical client questions. It provides real-time updates on processing status, reminds clients about missing documents, and takes callback requests — 24/7, even after office hours. The team only gets connected for complex technical questions.

Client chatbot on the website

A chatbot answers 80% of standard questions automatically: filing deadlines, missing receipts, appointment scheduling, directions. Integrated with the firm's calendar. Clients find answers instantly — no call, no waiting.

Automated appointment reminders

Personalized SMS and email reminders 48 hours and 2 hours before each appointment. When cancelled, the slot is automatically released and waitlisted clients are notified.

Results

First March without overtime since 2011

For the first time in 15 years, not a single team member worked overtime in March — historically the most stressful month. Dr. Weidner: 'I thought that was simply impossible in our industry. Now I wonder why we didn't do this years ago.'

The team stays — and works better

Both tax clerks who had considered resigning stayed. Daily workload dropped to normal levels. Error rates in tax returns decreased noticeably — fewer interruptions mean better concentration.

-52%

no-show rate for client appointments

14 h

saved per week across the team

30%

fewer incoming client calls

Sound like your firm?

In a short conversation, we look at where you're losing the most time — and whether a solution makes sense.

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