Phone Systems for Accounting Firms
Keep client calls under control through BAS deadlines, tax time and EOFY, without piling more pressure on reception.
Industry Challenges
Most accounting practices can predict their busiest weeks to the day, yet the phones still catch them out every quarter. A hosted phone system lets you plan for those peaks, so clients reach the right person and no call gets lost in the pile.
- Reception swamped in the weeks around BAS lodgement and EOFY
- Clients ringing the main number to reach one particular accountant
- Callbacks slipping through while the team is head down on lodgements
- Partners and staff working from home part of the week
How Smart Phone Systems Helps
Peak season queues: A call queue holds callers in order with a short message, instead of ringing out. Extra staff can join the queue for the busy weeks and leave it when things settle.
Direct lines for each accountant: Each accountant can have a direct number, so regular clients skip reception. Missed calls go to their own voicemail and arrive by email with a transcript.
Missed call follow-up: Lost call alert emails flag anyone who hung up in the queue, with their number and time. Call reporting, included at no extra cost, shows your busiest hours.
Hybrid working: The desktop and mobile apps run the same extension as the office phone, so clients see the practice number wherever you work, and your personal mobile stays private.
Common Setup for Accounting Firms
Example setup: A 10-person accounting practice with two partners, five accountants, a bookkeeper, a payroll officer and a receptionist.
Typical call flow: Main number → Reception → if reception is busy, Press 1 for Tax and Accounting, Press 2 for Bookkeeping and Payroll, Press 3 for Accounts. From July to October, two extra staff join the tax queue.
Useful features: Call queue, direct numbers, voicemail to email with transcription, lost call alerts, mobile and desktop apps, call reporting.
The Australian Taxation Office sets the lodgement calendar most practices work to, so a phone system built around those dates means the rush is planned for.
Why Choose Smart Phone Systems
We’re a small team based in Pakenham, and we design your call flow around how the practice runs, peak weeks included. Setup, number porting, training and local support are included, and our phones are answered 8am-10pm, 7 days. No lock-in contracts, no licence fees, unlimited national landline and mobile calls with each extension, and the first month free for new customers.
FAQs for Accounting Firms
Can we add extra people to the queue just for tax time?
Yes. Staff can join or leave a queue at any time, from their phone or the app. With no lock-in contract, your number of extensions can change as the team does.
Can we keep our existing practice number?
In most cases, yes. Number porting is included in setup, and we plan the changeover so your phones keep working while the number moves.
Do client calls have to be recorded?
No. Call recording is available on request and can be switched on for selected extensions or queues only. If you do turn it on, we can add a short notice to your greeting so callers know.
Will it work with our practice management software?
It runs alongside your practice software, so nothing changes there. Some CRM tools can connect for click-to-call or caller lookup. Tell us what you use and we’ll check before you sign up.
Ready for a Calmer Tax Time?
Call us or send an enquiry and we’ll talk through what would make your next peak easier.
Learn more about our business phone system features or view our pricing. You can bundle a Business NBN plan with the phones, and our guide to phone systems for working from anywhere covers hybrid teams. To get started, call us on 03 9100 1234 or book a 15-minute chat using the link below.
