Less time sorting client emails, more time for the cases themselves
Last updated: 23 July 2026
Your firm is drowning in routine enquiries, deadline reminders and document requests. routinefrei pre-sorts everything and drafts the replies. The professional judgement and every approval stay with you.
Launch availability: The public customer-workspace demo currently covers Gmail triage with human approval, Google Calendar booking and an activity trail. Phone, Microsoft, CRM, accounting and industry-software connections described below are scoped pilot modules, not pre-connected features. Open the customer-workspace demo (German interface).
Sound familiar?
- Every morning, 60 or more client emails, from the urgent deadline case to a simple status question, all sitting in the same inbox.
- Always the same questions: where do I upload my receipts, when is the filing deadline, has my return already gone out, where do things stand right now.
- Chasing missing documents for the tax return or the legal brief, sending reminder after reminder, following up by hand.
- The phone rings mid-task, and important appointments and callback requests get lost among the notes.
One day, two versions
Without routinefrei
The day starts with the inbox. 60 new emails, three of them genuine deadline matters, the rest are status questions, receipt queries and appointment requests that you have to read one by one just to sort them. Meanwhile the phone rings: a client simply wants to know whether her return has already been filed. The receipt you requested two days ago still has not arrived, so you type out the same reminder for the third time. By the evening the inbox is cleared, but the actual professional work started far too late.
With routinefrei
In the morning you open a pre-sorted overview: deadline matters and urgent items at the top, routine questions below, each with a ready reply draft. You read, adjust where needed, and approve. The recurring question about the receipt upload is answered by a draft you only need to review. Missing documents are politely requested by the system, which schedules the follow-up, and the client automatically receives a reminder. Calls about routine questions are handled by the phone assistant, which notes down the rest. You keep making the professional decisions, just without the sorting work beforehand.
How much time does client communication really take?
According to industry surveys, tax advisors spend one to two hours a day on client emails alone. Structured email triage with reviewed reply drafts cuts that effort by 40 to 60 percent according to industry analyses, because the sorting, matching and typing of standard replies fall away. At the same time, around 65 percent of firms report an acute shortage of qualified staff, with more than 10,000 positions unfilled. Automation replaces no one: it gives your existing team back the hours that currently disappear into the inbox.
How inbox and calendar work together is described on the service page Email automation + time management, included in the €990 package.
What we automate for you
Email triage with reply drafts
Client emails are pre-sorted by urgency and topic, with deadline matters first. For routine questions, a ready draft is already waiting. You review and approve. The AI never sends anything on its own and never gives legal or tax advice.
Document and follow-up automation
Missing receipts and documents are requested and followed up automatically, with a polite reminder to the client. You can see at any time what is still outstanding, instead of chasing it yourself.
AI phone assistant
Answers calls, handles routine questions such as filing deadlines or receipt uploads, and records callback requests cleanly. Complex or confidential matters are passed on to you rather than being advised on.
Knowledge base for the team
Answers to recurring client questions, internal processes and checklists all in one place. New team members find the standards faster, without constantly interrupting experienced colleagues.
What you get out of it
- The inbox is pre-sorted in the morning, so deadline matters stand out and your team can start with urgent work instead of sorting first.
- Routine questions and receipt queries run through reviewed drafts, so clients often get a response faster.
- Less manual chasing after documents, because the follow-up happens automatically and on schedule. The professional approval remains entirely with you.
How the rollout works
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1. Analysis
In a free initial consultation we look at your inbox, the recurring client questions and your systems, and pick the one routine that is worth automating first.
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2. Setup
We build the automation, test it with real example cases from your firm's day-to-day work and train your team. The Pilot Automation is then live in 14 days.
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3. Ongoing care
After launch we monitor the workflows, fine-tune rules and drafts, and remain your point of contact, on request as ongoing Automation operations.
Fixed-price packages
Pilot Automation, €990
One automation, live in 14 days. The low-risk way to see, on a real workflow, exactly what it delivers.
Including time management + email system.
Automation Sprint, from €4,900
Several workflows cleanly connected, once the pilot has proven itself and you want to automate more.
These are the core automations for law and tax firms. routinefrei automates email, appointments and your knowledge base in just the same way, builds your website and manages your advertising on Meta, Google and TikTok. We take on the day-to-day operation as your AI partner. See all services and prices. All six packages with fixed prices are listed on the pricing page.
Frequently asked questions from firms
Does routinefrei work with DATEV, beA and our firm's software?
Your software stays. The customer workspace starts today with Gmail and Google Calendar, including reply drafts, approvals and audit trails. Connections to DATEV, beA or your firm's software are possible pilot projects, reviewed in advance from a technical, data protection and professional-law perspective. We do not replace your firm's software, we connect what you already use.
Is a data processing agreement enough for our firm to use AI?
A data processing agreement under Art. 28 GDPR is the foundation, but for professions bound by statutory confidentiality it is not everything. The German Federal Chamber of Tax Advisers states in its FAQ (as of January 2026) that a DPA alone does not satisfy the requirements of Section 203 of the German Criminal Code; the provider must additionally be bound to professional secrecy. Both are part of our project start, and hosting, model region and data flows are agreed and documented in advance.
Does the AI write to our clients directly?
No. The AI pre-sorts and prepares drafts, but never sends anything on its own. Every reply only goes out once someone in your firm has reviewed and approved it. The AI does not give legal or tax advice; the professional judgement stays entirely with you.
How does the pre-sorting recognise a deadline matter?
Through rules we define together with you: senders such as courts and tax offices, keywords, document types and subject-line patterns. Such messages sit at the top of the overview and are never answered automatically. The triage is a pre-sort and does not replace your deadline management; professional responsibility remains with the firm.
In a free initial consultation, let's take a calm look at which routine in your firm is worth tackling first, with no obligation at all.
Book a Free Initial Consultation