Client Query Assistant Agent
The Client Query Assistant Agent drafts answers to routine client questions about their accounts, VAT, PAYE, provisional tax and SARS letters, drawing on the client file, the ledger and SARS correspondence. Every draft cites its sources, so a practice staff member can check it quickly, adjust it and send it.
Ideal forClient service teams
The difference
From 20-30 minutes per query to 8-12 minutes
Your staff answer more client questions each day, and clients feel the difference in responsiveness.
Done by hand
20-30 minutes per query
With the Vanine agent
8-12 minutes
Time returned to your team
60%
Indicative figures. We measure your own baseline in the first fortnight so the numbers you see are yours.
Faster responses to clients
Clients expect quick answers on WhatsApp and email, but staff must dig through files and ledgers for each one. The agent prepares the draft, so replies go out the same day.
SARS letters explained clearly
Clients forward SARS statements of account, verification letters and penalty notices with little context. The agent explains what the letter means for that client and what is needed next.
Answers you can check
Every draft shows which ledger entries, returns or documents it relied on, so your reviewer verifies it in minutes and nothing goes out unchecked.
Capabilities
Accurate first-draft answers to client questions, with the sources attached.
Built for accountants, tax consultants, bookkeepers and client service staff at South African accounting and tax practices.
Account and ledger queries
Answers questions about balances, payments, debtors and creditors from the client's ledger, with the relevant transactions listed.
VAT and PAYE questions
Explains VAT201 and EMP201 positions, payments due and recent submissions, based on the client's filed returns and statements.
SARS letter interpretation
Summarises SARS letters such as verification requests, statements of account and administrative penalties, and lists the documents or actions needed.
Provisional tax and individual tax
Explains IRP6 payments, ITR12 outcomes and auto-assessments using the client's returns and assessments on file.
Source citations
Attaches the source for each statement in the draft, so the reviewer can confirm facts before sending.
Practice tone and templates
Writes in your practice's tone and standard wording, and flags questions that need a partner's advice rather than a routine answer.
How it works
From your systems to a result you sign off
A practice staff member reviews and edits every draft before it is sent, and questions that call for advice are routed to a partner.
Connect the places your client queries already live.
Client queries from email, WhatsApp or your practice tool, the client's ledger in Xero or Sage, filed returns and SARS correspondence in the client file. Already use something else? We connect that too.
- OpenAI Frontier
- Your own AI platform or models
- Microsoft 365 (Teams, SharePoint, Outlook, Excel)
- Copilot Studio
- Xero, Sage Business Cloud Accounting, Sage Pastel
- Karbon
- SARS eFiling correspondence saved to the client file
- WhatsApp Business
Runs on request in Outlook, Teams or OpenAI Frontier as queries arrive, using the models your practice approves.
A draft reply with sources in Outlook or your practice tool, ready for review.
Step by step
- 01
A client sends a question by email or WhatsApp.
- 02
The agent identifies the client and the topic of the query.
- 03
It gathers the relevant ledger entries, returns and SARS correspondence.
- 04
It drafts a reply with sources and flags anything that needs advice.
- 05
A staff member reviews, edits and sends the reply.
Deployment
Runs inside the tools your team already uses
The same agent and the same cited output, delivered three ways: through the AI assistant you have rolled out, on a model you host yourself, or inside your own software.
In the frontier assistant you already pay for
We publish the agent as an MCP server. Add it as a connector and your team calls it from the chat they use every day, with no new tool to learn.
"Load today’s client queries"
- practice
- Accounting firm
- queue
- Client inbox
On a model you host yourself
Run the agent on open-weight models in your data centre or private cloud. Your client queries never leave your network, which keeps POPIA and data residency straightforward.
- Llama
- Mistral
- Ollama
- or any OpenAI-compatible endpoint
Inside your own software
Trigger a run from your own workflows, and push the finished output into your ERP, GRC or reporting systems. We build the integration with your team.
- REST API
- Webhooks
- Batch jobs
- Embeddable review panel
Governed the same way, every route
Whichever way your team reaches the agent, identity, permissions and audit stay with your existing controls.
- Single sign-on through Entra ID, Okta or Google Workspace
- Reads only the documents each user is already allowed to open
- Every tool call written to an audit log you can export
How we deliver it
One agent, three ways to hold it
Start where your team already works, then take it as far into your systems as the value justifies.
DATA SECURITY & PRIVACY
Your client queries stay yours.
The agent runs inside your tenancy, reads only what each task needs, and never trains on your client queries. Every step is logged so your auditors can see exactly what it touched.
Built for regulated work.
+YOUR CLIENT QUERIES NEVER LEAVE YOUR ENVIRONMENT
More agents
More agents we build for South African enterprises
Each one is built on the same foundation: your documents, your rules, and your people signing off.
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