Client document chasing
8 hours a week back and complete files days earlier. Reminders go out on time and stop the moment a client's file is done.
8hours a week back, typically
Reminder to the client, day 5
- From
- Priya at Marsh & Co Accountants
- To
- Tom Fletcher
- Subject
- Two documents left for your 2026 return
Hi Tom,
Thanks for the payslips. We've got everything except these two:
• March bank statement for the business account • Receipt for the van purchase
Reply to this email with them attached and we'll take it from there.
How it runs
What we build, step by step.
This is the usual shape. Yours gets built around how your team actually does the job.
- 01
A list of what each client owes
Built from your client list and the period you're working on, so every reminder names the exact documents missing.
- 02
Scheduled reminders from your address
A clear first ask, a nudge after five days and a firmer note after ten. Each one lists only what's still outstanding.
- 03
Incoming files sorted and saved
Attachments are recognised, renamed and saved to the right client folder. The list updates itself.
- 04
A morning summary for the manager
Who's complete, who's late, and who replied with a question that needs a person.
Shown with software we see a lot. If your team uses something else, we build it into that instead.
Built for your business
Same job, different business. We build yours.
Two firms in the same trade rarely run a job the same way. Different software, different steps, different people signing off. We build it for your business, around how your team actually does the job.
Your steps
Built around the order your team already works in, odd exceptions included.
Your software
Runs inside the tools you already pay for, set up the way you use them.
Your rules
Your wording, your limits, your sign-offs. Nothing generic goes out in your name.
You sign off
Your team keeps the final say.
Any reply that isn't a document, like a question or a complaint, goes to a person instead of getting an automated answer.
What it's worth
What those hours add up to.
8 hours a week, over 46 working weeks, is 368 hours a year. At $50 an hour, that’s
$18,400
back in the business, every year.
Typical, not promised.
Before and after
The job, before and after.
How it runs today
A manager keeps a spreadsheet of who owes what, sends reminders by hand and checks the inbox to tick things off. Clients get vague emails at random times and reply with the wrong file.
What we build
- A list of what each client owes
- Scheduled reminders from your address
- Incoming files sorted and saved
- A morning summary for the manager
A month in
Files are complete days earlier, and nobody on the team writes a reminder email by hand. That's a manager's Monday back, every week.
FAQ
What if a client sends the wrong document?
The wrong document is flagged in the morning summary instead of being ticked off, and the client's next reminder asks again for the right one.
Can we change the wording of the reminders?
Yes. The document reminder templates belong to your firm, and the handover pack shows you where to edit them.
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Thirty minutes on client document chasing. We build its elf with you, live, and you keep it.