Every hour your firm spends on adminis an hour not billed.
“When will my assessment arrive?”, “Do you have my documents?” – simple questions that tie up qualified staff. We automate status information, receipts, deadlines and appointments: confidential, on EU servers, integrated with your practice software.
No change of practice software Confidentiality secured technically First relief in 6–8 weeks
… I wanted to ask whether my tax return has been submitted yet and when I can expect the assessment …
AI actions during the call
Submitted on 14 March – client informed
Assessment time of 6–10 weeks given
Documents complete – no callback needed
Call log filed in the client record
−70%phone volume thanks to the AI assistant
24/7reachable for clients
−60%administrative hours per week
100%EU data storage
Measured in law and tax firm projects.
Already trusted by
In short
InnovationLAB GmbH from Wörgl in Tyrol digitalises tax advisory, law, audit and notary firms in Austria and the DACH region: an AI phone assistant for status and appointment enquiries, a digital client portal for receipts and documents, automatic deadline and appointment reminders and AI-supported document processing. All data stays on EU servers; the solutions integrate with existing practice software such as BMD, RZL, DATEV, ADVOKAT or RA-MICRO. Our clients include Gaun und Partner Steuerberatung.
What really happens
Excellent advice.Analogue processes.
Firms invest in expertise – and at the same time lose time to processes that could long have been automated. That costs money and client satisfaction.
01
Status enquiries eat billable hours
“When will my assessment arrive?”, “What happens next?” – questions that tie up specialists and that nobody can bill.
02
Receipts arrive by email, post and WhatsApp
Every client sends documents differently: photo, scan, phone call. Collecting them costs hours per engagement and season.
03
Deadlines depend on one person
Filing and appeal deadlines sit in a single case handler's calendar. No system reminds automatically – neither client nor firm.
04
Confidential matters run over private WhatsApp
Clients write wherever it's convenient. Firms tolerate it – and carry a professional and data protection risk nobody has priced in.
Solutions at a glance
From first contact toan audit-proof file.
Every module can be used on its own and integrates with your existing practice software – no system switch.
Multi-stage reminders 48 h, 24 h and 2 h before the appointment
Usable on its own – connected to your practice software (BMD, RZL, ADVOKAT …)
06 / GDPR · confidentiality · EU data storage
Data protection, professional law & traceability
Infrastructure on EU servers – no US services without safeguards
Encrypted transfer and storage, access for authorised staff only
Log of all client interactions: who communicated what and when
AI processing only under a data processing agreement, no training on your data
Usable on its own – connected to your practice software (BMD, RZL, ADVOKAT …)
Products
AI telephony & client communication –confidential and integrated.
Callana takes the phone, Conversations all client communication. Both run on their own or together, on EU servers, integrated with your practice software.
Callana · phone
Your clients always get an answer.
Assessment and file status given directly – no callback from the case handler
Appointments with calendar integration, confirmation automatic
New clients' initial concerns captured in a structured way – you arrive prepared
Call log filed automatically in the client record
Conversations
No client waits. Nobody forgets.
Deadline reminders to client and case handler at the same time
Document requests via portal or secure messenger – no email ping-pong
Assessment received: client informed, next steps explained
No private WhatsApp – all channels GDPR-compliant in one interface
The search for a firm increasingly starts with an AI assistant too: who specialises in my topic, who has an appointment soon? If the assistant can read your website, the enquiry lands with you.
Simplified example · request to an AI assistant“Tax adviser near Wörgl for an employee tax assessment with rental income – who has an appointment free next week? Book it.”
Without agent-ready
Website found – practice areas only as text inside an image
No online appointment, only phone during office hours
On to the next firm with clear details
Enquiry at another firmYour expertise was never found
With agent-ready
Practice areas, services & free initial consultations read
Focus on employee tax assessments & rental income · Tue 14:00 free
Initial consultation booked via the AI assistant
Appointment confirmedMatter and document list captured in advance
Practice areas, services and free initial consultations machine-readable
Initial consultations directly bookable – whether the client calls, writes or their assistant asks
Structured data for Google and AI search – without revealing anything confidential
How do enquiries come in today, who answers which questions how often – and where are billable hours lost?
02Concept & architecturePrioritisation
AI phone first or client portal? What relieves your team fastest – measured in hours per week.
03Development & integrationIntegration
Connection to your practice software – no system switch, no data migration, no interruption.
04Development & integrationImplementation
First automations within weeks. Fewer calls and emails before the overall project is finished.
05Handover & operationsProfessional law review
Every module checked against GDPR and confidentiality obligations – before go-live.
06Handover & operationsTeam onboarding
Reception, case handlers and partners actively involved – no system that gets bypassed by phone after two weeks.
07Handover & operationsOngoing optimisation
Monthly evaluation of the relief – and targeted further development.
Compliance
Compliance is not an add-on.It is built in.
Data protection, industry regulation and accessibility are part of the build from day one – whichever modules you use.
Client data & GDPR
All data on EU servers, encrypted in transit and at rest, access for authorised staff only.
Professional confidentiality
Processes follow the confidentiality duties of the Austrian RAO, WTBG 2017 and Notary Code – in Germany BRAO and StBerG. No third party gets access to content.
Audit-proof archiving
Retention under the Austrian BAO and UGB, in Germany under GoBD – with a full log for audits and internal reviews.
AI with clear limits
AI services only under a data processing agreement with EU data storage and no training on client data. Legal advice stays with you.
FAQ
Common questions.Clear answers.
Do we have to change our practice software?
No. We integrate with BMD, RZL, DATEV, ADVOKAT, RA-MICRO or your own solution – via interface, export or direct integration. We check the options in the systems review.
Is this compatible with professional confidentiality?
Yes, if it's built properly: data on EU servers, encrypted transfer, access for authorised staff only, a log of all interactions and AI services only under a data processing agreement – with no training on client data.
What does the AI assistant answer – and what not?
Status, appointment and organisational questions: has the return been filed, are documents missing, when is the next appointment? It gives no professional or legal advice – such matters go to your team with a log.
How will receipts reach the firm in future?
Via the client portal: clients photograph receipts with their smartphone, the system categorises them and shows what's still missing. Reminders go out automatically.
What about clients who write via WhatsApp?
We move them to a GDPR-compliant channel – just as convenient, but without private phones and with filing in the client record.
How quickly will we feel the relief?
First automations run in 6–8 weeks; fewer status calls are usually the first thing you notice.
What does it cost?
That depends on where you start – every module runs on its own. In the free initial consultation we work out your potential; afterwards you receive a concrete quote.
In 30 minutes we show you where your biggest time sinks are – status enquiries, receipts or appointment coordination. Your practice software stays where it is.
