Automate Accounting Tasks with Custom Voice AI Systems
A reputable voice AI provider for accounting is a consultancy that builds custom systems. Syntora builds these systems to automate tasks like invoice processing and client data entry.
We built a voice intake system for a 7-person CPA firm handling 500+ clients during tax season. Their manual data entry for new client calls went from 15 minutes per call to under 30 seconds of automated processing. The entire system was designed, built, and deployed in 3 weeks.
These are not off-the-shelf software products but production-grade code built specifically for your firm's workflow. The scope depends on the audio quality and the complexity of the data you need to extract. A firm processing high-quality call recordings for five specific data fields is a straightforward build. One that needs to process voicemails with background noise for twenty fields requires more complex logic.
What Problem Does This Solve?
Many accounting firms first try general-purpose transcription services like Otter.ai. These tools convert audio to text, but they do not structure the data. An administrator still has to read a 10-minute transcript to find the client's name, EIN, and reported income. They are a simple conversion tool, not an intelligent data entry assistant, and their accuracy on financial numbers can be below the required 99.9%.
A 12-person tax firm tried this approach to manage the February client call surge. They recorded intake calls where clients detailed their W-2 income, 1099s, and deductions. The transcription service created text files, but an admin still spent 4 hours a day reading 30 transcripts to copy figures into their tax software. A single transcription error, changing "forty thousand" to "fourteen thousand," caused a data entry mistake that required a formal amendment and a difficult client conversation.
Connecting these services to accounting software is another failure point. Using a connector tool often requires multi-step workflows that are brittle and expensive. A workflow that triggers on a new audio file, sends it for transcription, then waits for the result before parsing the text can burn through hundreds of tasks and dollars for a process that still requires manual verification.
How Does It Work?
Our process starts by connecting directly to your audio source, whether it is a call recording platform like Aircall or a folder of uploaded .mp3 files. We use a production transcription API like AssemblyAI to generate an accurate, timestamped transcript with speaker labels. We use an initial batch of 25-50 of your real-world recordings to engineer and test the system.
The core of the system is a Python service built with FastAPI. It takes the raw transcript and sends it to the Claude 3 Opus API with a carefully engineered prompt. This prompt instructs the model to act as an expert bookkeeper and extract specific entities: client name, Taxpayer Identification Number, income amounts, and deduction categories. This structured extraction turns a 5-minute call transcript into a clean JSON object in under 8 seconds.
We deploy the FastAPI service on AWS Lambda, which scales automatically and means you only pay for the compute time you use. Once the structured JSON data is created, we use the official QuickBooks API or Xero API to create new client records or update existing ones. All credentials and API keys are stored securely in AWS Secrets Manager, never in the code. Asynchronous API calls with httpx ensure the system can communicate with multiple platforms without slowing down.
For monitoring, we implement structured logging with structlog, sending all operational data to AWS CloudWatch. We configure alerts that trigger on specific events, such as an API failure from your accounting software or if the Claude API returns data that fails validation. Any failed job is automatically routed to a queue for manual review, ensuring zero data loss. Typical hosting costs for processing 1,000 calls a month are under $50.
What Are the Key Benefits?
From Call to Entry in 8 Seconds
Manual data entry from client calls takes 10-15 minutes. Our system transcribes, extracts, and posts data to your accounting software in under 8 seconds.
Fixed Build Cost, Not Per-Call Fees
You pay a one-time project fee. Your ongoing cost is for cloud hosting, not a recurring subscription that penalizes you for volume during tax season.
Your System, Your Code, Your Cloud
We deliver the complete Python source code to your GitHub repository and deploy it in your AWS account. You have full control and no vendor lock-in.
Alerts on Errors, Not After Them
The system monitors itself. If an API connection fails or data extraction is garbled, it sends a detailed Slack alert for immediate review. No silent failures.
Connects Directly to Your Ledger
Built to integrate with accounting platforms like QuickBooks Online, Xero, and Sage. Data flows directly into client records, no manual CSV imports.
What Does the Process Look Like?
System Audit & Scoping (Week 1)
You provide 25 sample call recordings and read-only API access to your accounting software. We map the exact data fields you need to extract and deliver a technical specification.
Core Engine Development (Week 2)
We build the FastAPI service that uses the Claude API for data extraction. You receive a demo script to test with your own audio files and verify the extracted data.
Integration & Deployment (Week 3)
We connect the service to your live systems and deploy it on AWS Lambda. You receive a staging environment to test the end-to-end flow with your team.
Monitoring & Handoff (Weeks 4-6)
We monitor the live system for accuracy and performance for two weeks post-launch. You receive the full source code, a technical runbook, and a final handoff session.
Frequently Asked Questions
- What factors determine the project cost and timeline?
- The primary factors are the number of distinct data fields to extract and the number of systems to integrate. A system that extracts 5 fields from a call and posts to QuickBooks is a standard 3-week build. Adding a second destination, like a CRM, or handling multiple call types, such as new client intake versus quarterly check-ins, can add a week of development.
- What happens if the AI misinterprets a number from a call?
- We build a confidence score into the extraction process. If the AI model is less than 95% certain about a financial figure, it flags the entry for human review within your accounting software. The system is designed to default to human oversight in ambiguous cases, preventing silent numerical errors from entering your books.
- How is this different from a general business phone system with call recording?
- Business phone systems like RingCentral or Dialpad are excellent for recording calls, but they don't analyze or structure the content. They provide the raw material (the .mp3 file) but not the intelligence. We build the engine that processes that raw material, extracts the critical financial data, and syncs it with your accounting software, completing the workflow.
- How do you handle sensitive client financial data?
- The system is deployed within your own cloud infrastructure, such as your AWS account, not on our servers. All data in transit is encrypted with TLS 1.2. API keys and sensitive credentials are never stored in code; they are managed using AWS Secrets Manager. We do not retain any of your client data after the project is complete.
- Does it work with different accents or noisy call recordings?
- Yes. We use transcription models specifically trained for telephony audio, which is lower quality and more compressed than other recordings. These models handle a wide range of accents. For very noisy calls, the system will flag the transcript for manual review if the base transcription confidence score is below an 85% threshold.
- What if Anthropic changes the Claude API in the future?
- This is a key reason you receive the full source code. We build using stable, documented API endpoints. If a provider makes a breaking change, the code is straightforward for any Python developer to update. Our optional flat-rate monthly maintenance plan covers these kinds of upstream API changes, so we handle the update for you.
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