Phone system for accountants
The best phone system for an accountancy firm is a cloud (VoIP) one, because client calls need to reach the right team fast and call volumes spike hard around self-assessment and year-end. A call menu points each caller to accounts, payroll or tax, ring groups make sure the call reaches a team rather than one desk, and queues absorb the busy-season rush. You can record calls for accuracy, keep your existing number, and it is unaffected by the 2027 switch-off, with no new phone lines or hardware.
Incoming call
0161 496 0118
A client call routed to the right team, even in the year-end rush.
The calls an accountancy firm can't afford to miss
Busy-season spikes
The January self-assessment rush and year-end deadlines bring a wall of calls. The phones need to absorb a sudden burst without callers hitting an engaged tone or giving up.
Reaching the right team
A payroll query, a tax question and a bookkeeping call all need different people. Bouncing clients around reception wastes their time and yours, so calls should land in the right place first time.
New enquiries
A prospective client comparing firms will move on if the call goes unanswered. In busy season especially, new enquiries are easy to lose when everyone is heads-down on deadlines.
Confidentiality
Client financial matters are sensitive. Calls should reach the right adviser cleanly, and any recording kept for accuracy must be handled properly and in line with GDPR.
Hybrid and remote teams
Partners and staff split their week between the office, home and client sites. The same firm number needs to find them wherever they are working that day.
Accuracy of advice
When a client queries what was agreed about figures, a deadline or a fee, a recording of the call removes the doubt and protects both sides.
Recommended setup for an accountancy firm
A clean, well-routed setup keeps clients reaching the right adviser and stops calls slipping through the cracks in busy season. These building blocks switch on without new lines or an engineer visit, and here is the reason each one earns its place.
- Auto attendant - a call menu lets callers self-select accounts, payroll or tax so they reach the right team without going through reception.
- Ring groups - each option rings the whole team behind it, so a call is answered by whoever is free rather than one busy desk.
- Call queues - in busy season, overflow callers hold in order with a short message instead of an engaged tone.
- Voicemail to email - any unanswered call lands in an inbox so a fee earner can call the client back the same day.
- Call recording - GDPR-aware recording keeps an accurate record of figures, deadlines and fees agreed on a call.
- Business-hours routing - calls follow your opening times, switching to an after-hours message when the office closes.
- Number porting - keep your existing firm number so clients carry on dialling exactly as they do today.
Partners and staff answer on a web browser or the mobile app as well as a desk phone, which suits a hybrid firm split between office, home and client sites. If you log calls against client records, see CRM integration, and browse the full feature set for everything included.
An example client call, step by step
An illustrative call flow for a typical firm. Yours is set up to match how your teams actually work.
They ring the main firm number with a payroll question during the busy run-up to a deadline.
A short menu - "press 1 for accounts, 2 for payroll, 3 for tax" - lets the caller choose the team they need.
A ring group means the call reaches whoever is free rather than landing on one engaged desk.
In busy season they hold with a brief message and are answered in turn, instead of getting a busy tone.
They deal with the query, and the call can be recorded so the figures and dates agreed are on file if there is ever a question.
The caller leaves their name, number and reason - to voicemail to email, or to the AI receptionist if enabled - so a fee earner calls back when the office reopens.
AI receptionist for accountants
When the office is closed or every line is busy in peak season, the optional AI receptionist answers in a natural voice, takes the caller's name, number and reason for calling, and emails it to the firm so the right adviser can ring back. It is there to cover out-of-hours and overflow - a safety net so an after-hours enquiry or a busy-season overflow call is captured rather than lost, not a replacement for your team. You decide when it picks up: only when you are closed, only when all your lines are busy, or both.
Frequently asked questions
What is the best phone system for an accountancy firm?
The best phone system for an accountancy firm is a cloud (VoIP) one. A call menu points each caller to accounts, payroll or tax, ring groups make sure a call reaches the right team rather than one desk, and queues absorb the January and year-end spikes. You can record calls for accuracy, keep your existing number and run it for hybrid and remote staff with no new phone lines.
How do we stop missing client calls in busy season?
Put an auto attendant on the front so callers self-select the team they need, back each team with a ring group so the call reaches whoever is free, and add a call queue so overflow callers hold in order rather than hitting a busy tone. Anything still unanswered drops to voicemail to email or an AI receptionist, which captures the caller name, number and reason so a fee earner can call back the same day.
Can we keep our existing firm phone number?
Yes. You move your existing number to Voxora through number porting and keep it exactly as it is. Porting is normally free, your number does not change, and your calls simply start ringing on the new system once the transfer completes. Clients carry on dialling the same number.
Can it route calls to the right partner or department?
Yes. A call menu can split callers by department, such as accounts, payroll and tax, and route each option to the relevant team or named partner. You can also route by time of day and share calls between offices, and staff answer on a desk phone, the mobile app or a web browser whether they are in the office or working from home.
How much does an accountancy phone system cost?
Voxora is priced per user per month, so you only pay for the people who need a phone. The Standard plan is £6.95 per user per month and Pro is £9.95 per user per month, both before VAT, with UK call handling included. The AI receptionist is an optional add-on for out-of-hours and overflow cover. See the pricing page for what each plan includes.
Sort your firm's phones
Keep your number, go live in minutes, real UK support.