Once firms align on why AI needs a different approach during busy season, the next question is inevitable.
Where can it actually help?
The answer is not everywhere, and that’s the point. During busy season, AI delivers the most value when it stays in clearly defined support roles. Used this way, it can reduce friction, save time and relieve pressure without introducing new risk or uncertainty.
The goal is not to change how work gets done. It is to make existing work easier when deadlines are tight.
Why narrow use cases matter during busy season
Busy season leaves little margin for experimentation. Staff are working long hours. Partners are focused on deadlines and client expectations. IT teams are prioritizing stability above all else.
In that environment, AI works best when:
- The task is repetitive or time consuming
- The output can be easily reviewed
- Professional judgment is not delegated to the tool
- No new systems or workflows are introduced
This approach keeps AI in the background, supporting productivity without becoming a dependency.
As outlined in this blog on IT priorities CPA firms should tackle before busy season, predictability and stability are the foundation that make any technology useful during peak demand.
Practical examples of low risk AI use during busy season:
These examples reflect where firms are seeing real, tangible value without expanding risk.
Client communications
Drafting routine client communications is one of the most practical uses of AI during busy season.
Tools like Microsoft Copilot or approved team-based AI platforms can help draft:
- Extension request emails
- Deadline reminders
- Status updates when information is outstanding
AI can handle first drafts such as, “We are waiting on your K 1s and will need to file an extension.” These messages should always be reviewed by staff before sending and should never include technical advice or nuanced explanations.
The value is time saved, not decision making outsourced.
Meeting follow up
Client calls and internal meetings generate a significant amount of follow up work during busy season.
At 10 p.m. on March 28, reviewing a long transcript from a messy client call is not the best use of anyone’s time. AI can summarize key points, identify open items and present next steps in clear bullets within minutes.
Approved transcription and summarization tools can support this workflow when used properly and help teams move faster without sacrificing accuracy.
Internal research and reference
Junior staff often need quick access to prior year decisions, firm guidance or internal documentation. During busy season, repeatedly interrupting senior staff slows everyone down.
AI can help summarize internal materials or highlight relevant sections of prior documentation so staff can find answers faster and keep work moving.
This use case supports learning and efficiency without replacing professional judgment.
Document cleanup and refinement
Late night drafts are a reality during busy season. AI can help refine rough notes, organize work paper comments or improve clarity in internal documents.
Used this way, AI acts as an editor, not an author. It helps clean up work that already exists without introducing new content that requires deeper validation.
Why these use cases work under pressure
These AI applications share a few important traits:
- They are bounded and repeatable
- Outputs are easy to review
- They do not require new platforms or complex adoption
- They support existing workflows rather than changing them
That is why they fit busy season reality.
These examples are illustrative. Firms should align internally on which tools are approved by IT before using them for any client related work.
When AI is used in these narrow, intentional ways, it can quietly reduce late nights and help teams keep pace without adding noise or risk.
In the next post, we will shift from opportunity to control and look at the most common AI mistakes firms encounter during busy season and the guardrails that help prevent them.