The phone
In filing season, the phone rings during your meetings. The client calls back later, or does not call back.
For accounting and bookkeeping firms of 2 to 15 people in Belgium
Your calls answered. Your fee notes chased. By an AI assistant.
It answers the phone in the firm's name, even at the height of filing season, and sends polite reminders for unpaid fee notes. You keep your number. Live within 5 business days.
Book a free 30-minute assessment
Free, 30 minutes, no commitment.
Call received
message passed on within 15 min
Unpaid fee note
reminder sent by email
- 3 d
- 10 d
- 20 d
Today, at the firm
Fee notes
Chasing a fee note with a client you see every quarter: nobody likes doing it. So it waits.
What we set up
An AI assistant on the phone
It answers during the agreed hours, says it is an AI, notes the file, the urgency or the missing document, and passes the message on to you within 15 minutes. It gives no tax advice.
Reminders for unpaid fee notes
By email, in the firm's name, 3, 10 and 20 days after the due date. You approve the wording before the first one goes out. Polite, no added fees, never a formal notice (the official letter sent before legal action).
Invoices come from your invoicing software or from an exported file you send us. For your private clients, we set in writing with you what we take on.
Your data
We only process the caller's name and contact details, the file and the message; for reminders, the client's name, the amount and the status of the invoice. Never accounting documents, tax returns or health data.
A GDPR data processing agreement is signed before go-live, with a confidentiality undertaking tailored to your professional secrecy.
What happens while you work.
A client calls
1. You are with a client.
A client calls the firm, on the usual number.
2. The assistant answers and says it is an AI.
It notes who is calling, which file, how urgent, and when to call back. It gives no tax advice.
3. You call back when you are free.
The message is waiting for you, passed on within 15 minutes.
A client pays late
1. A first polite reminder, 3 days after the due date.
By email, in the firm's name, with the wording you approved.
2. A second reminder, 10 days after the due date.
Reminders stop as soon as the client pays.
3. A final reminder 20 days after the due date, then you decide.
No call to your client, no formal notice: what happens next stays in your hands.
See a reminder before it goes out (demo in French, nothing is sent) ↗
Pricing
Essential Reception
Calls or fee notes
One service of your choice: the phone, or reminders for unpaid fee notes.
€490 setup, then €149 a month (excl. VAT)300 call minutes included a month
Practice Reception
Calls + fee notes
Both services. Useful if you lose both calls and payments.
€990 setup, then €290 a month (excl. VAT)600 call minutes included a month
Practice System
Calls + fee notes + tracking
Both services, plus a dashboard to see your calls, your requests and your open fee notes.
€1,490 setup, then €449 a month (excl. VAT)1,000 call minutes included a month
Several offices or software to connect: custom, on quotation.
No commitment: you can stop any month. Pricing and guarantee →
Three steps, no kick-off meeting
Assessment, 30 minutes.
What slips through today: calls, fee notes, requests. Free, no commitment.
Written proposal within 3 business days.
What we take on, the written objective, the price. Nothing is ordered before that.
Live within 5 business days of your approval and access.
We personally validate every instruction. You receive a report every month.
Who is behind it
Enzo Vanes, founder of Secondia, province of Namur.
“Before a call or a follow-up goes out to your clients, I have listened to the tests with you and validated every instruction. You get my number, not a form. I reply within 24 business hours.”
I personally take care of your setup, from scoping to test calls.
Questions from firms
Do I keep my number?
Yes. Your clients dial the same number; we set up call forwarding to the assistant with you, for all calls or only when you do not pick up, and you can switch it off at any time.
Can a reminder go out without my approval?
No. The wording is approved with you before the first one goes out, and reminders stop as soon as the client pays or disputes.
Does the assistant answer tax questions?
No. It says it is an AI, takes the message and passes it on to you within 15 minutes. It gives no tax or accounting advice.
Can I stop?
Yes, any month. The installation fee stays as paid; your instructions and your data are handed back to you.
Let's talk about your calls and your invoices.
A free 30-minute assessment to see what Secondia can take off your hands.