A WhatsApp AI agent for your CA firm: what it does and where it stops

Start with what customers ask. Clients ask about filing deadlines, which documents are needed, whether their return is filed, and what a notice from the department means. An agent answers all of that from your own information. Then give it the work CA and finance firms repeat every day:

1. Compliance calendar → automated reminders — Pre-set GST, ITR, TDS, ROC deadlines. Reminders go to relevant clients 15, 7, and 3 days before.
2. Document collection checklist on WhatsApp — Client receives document checklist via WhatsApp. Sends documents in the same chat. Auto-acknowledged.
3. Filing confirmation with ARN/acknowledgement — Once filed, client receives WhatsApp with filing confirmation, ARN, and date for their records.
4. Tax advisory and regulatory update broadcasts — New budget changes, section amendments, and GST rate changes broadcast to affected clients instantly.

The agent runs these on WhatsApp in the customer's language, day and night, and writes what it did back to the contact record so staff see the full history.

1. Services and fees.
2. Filing checklists by filing type.
3. Client records — obligations, due dates, status.
4. Process — how documents are collected and stored, approvals, timelines.

An AI agent is only as accurate as what you give it. On Reputoo it answers from your knowledge base — pages crawled from your website, documents and price lists you upload, and policies you write down — rather than from general knowledge. Two rules keep it right:

• If it is not in the knowledge base, the agent says it will check and hands over, rather than guessing.
• Prices, timings and policies live in one place. Update the source and the agent's answers change with it.

It also needs to see the records your CA firm already keeps — what to connect: practice or compliance software, or a client sheet with due dates; reminders should come from the same list.

Tax law depends on facts the agent does not fully know and changes every year. The agent's instructions must be explicit: it explains processes and documents, and routes every question of interpretation, planning or notices to the CA. That keeps the firm's professional responsibility where it belongs.

These are the moments customers remember, and they are worth a human:

• Compliance deadline reminders done manually. Calling 200 clients for GST 3B every month. WhatsApp reminders reach all of them in 2 minutes.
• Document collection chaotic and delayed. "Please send bank statements, TDS certificates, and purchase invoices" — chased over calls for 2 weeks. WhatsApp checklist collects in 3 days.
• New tax notices and advisory not shared proactively.

The agent can open each of these conversations and collect the details; a person should close anything involving a complaint, an exception to policy, or money that has not been agreed. Handover goes to the shared inbox with the full conversation attached.

The same agent that answers on WhatsApp can answer your CA firm's phone line as Vajra, Reputoo's voice agent, so a customer who calls gets the same answers as one who messages. It speaks 36 languages and switches to the caller's.

When a client sends a notice, the agent acknowledges it, notes the response deadline from the notice, attaches it to the client's file and alerts the CA as urgent, telling the client when to expect a call.

The agent sends invoices and payment links and confirms payments. It never asks for card numbers, PINs, OTPs or net-banking passwords — and should say so, since clients are targets of tax-refund scams.

The agent shares a client's information only with the client's registered number and authorised contacts, and never confirms to anyone whether someone is a client.

The agent replies in the client's language across 36 languages.

1. Load checklists, services and client calendars.
2. Start with due-date and document questions.
3. Add status and acknowledgements once the practice system is connected.
4. Review conversations weekly with the partners.

For monthly bookkeeping, the agent sends the request, receives bills and invoices, confirms what arrived, and tells the client when the month's books are closed.

The agent answers refund and filing status from what the firm recorded, and makes clear that department timelines are outside the firm's control.

The agent explains the general steps and documents for incorporation, GST registration and similar, and books the CA for the decisions — structure, regime, timing.

For NRIs, the agent handles document collection and status across time zones and routes residential-status and treaty questions to the CA.

The agent reminds clients of DSC expiry, sends the renewal list and books the renewal.

A season of conversations shows which documents clients struggle to find, which deadlines catch them out, and what they ask about most — improvements for checklists and client education.

Calm, precise and reassuring. Clients anxious about deadlines or notices need clear next steps, not jargon.

For salaried clients, the agent explains which proofs are usually needed for deductions they have claimed before, collects the files, and confirms receipt. Advice on new deductions goes to the CA.

E-invoice rejections, e-way bill problems and blocked GST credit are urgent. The agent collects the details and error screenshots and flags them for the team immediately.

The agent handles several family members' filings for one contact where authorised, asking whose return each question concerns.

Clients receive fake refund messages and calls. The agent can tell clients plainly that the firm never asks for OTPs, PINs or passwords, and that genuine department communication comes through official channels — and forward suspicious messages to the CA.

Partners review the agent's handovers weekly: notices received, advice questions routed, documents missing. It shows which clients need attention before the next deadline.

The agent takes requests for ITR copies and CA certificates, explains timelines, and passes them to the team; certificates are issued only after the CA verifies.

For audit clients, the agent shares the audit schedule and document list, collects files, and passes audit queries and responses between the client and the audit team.

The agent tells clients current hours and that documents can be sent any time, and answers status questions at night during deadline weeks.

Tell the agent the firm's tone — formal and precise, or friendly and plain — and read its conversations with a partner in the first season.

The agent runs onboarding: engagement letter, KYC documents and compliance calendar. For portal credentials, it explains the firm's secure process and never asks clients to type passwords in the chat.

When a return is ready, the agent sends the summary for approval, answers "what does this line mean?" in general terms from the summary, and routes substantive questions to the CA before filing.

Every handover to the CA includes the client, the filing, the documents on file and the client's exact question, so the CA replies without a back-and-forth.

For company clients, the agent answers ROC due dates, shares document lists for annual filings, and routes questions about directors, shareholding and board decisions to the CA or company secretary.

Before ITR season, the agent can ask salaried clients to send Form 16 and other documents as soon as they arrive, and confirms each document received, spreading the workload before the deadline rush.

The agent explains the firm's fee for each service as published, sends invoices and payment links, and passes fee negotiations to the partner.

In the final days before a deadline, the agent tells clients plainly what is still missing for their filing and whether it can be filed in time, and flags clients at risk to the team, so the CA calls the right people first.

For payroll clients, the agent collects monthly attendance and changes, confirms when salary registers and TDS workings are ready, and routes employee-specific questions to the payroll team.

The agent replies in the client's language across 36 languages and explains filing steps in plain words, keeping form names as clients know them.