Your clients stop ignoring document requests.
A system that asks each client for exactly what you need, follows up on its own schedule, and tells you the moment a file lands — so your team stops being a collections department.
Document Collection — Tax Season 2025
Collected
28
Outstanding
10
Overdue
3
Harbor Point LLC
1120-SAll documents in
Delgado & Sons
1065Reminder sent · 2d ago
Northwind Studio
Sch. CAll documents in
Vela Holdings
1120No reply · 9 days
Cedar Lane Café
Sch. CReminder scheduled
The problem
Why this work is quietly expensive.
11 hrs
saved per staff member, per close
Illustrative — based on ~40 active clients and 3 manual touchpoints each.
Every tax season and every onboarding starts the same way: a checklist of documents, an email, and then silence. Someone on your team has to remember who hasn't replied, send the third reminder, and re-explain what a "prior-year depreciation schedule" is.
The work isn't hard. It's that it never ends, it's invisible until something is late, and it pulls your most expensive people into secretarial follow-up. A 40-client season can mean 300+ individual chase emails, most of them manual.
The cost isn't just hours. It's the close that slips because one client sat on a bank statement for three weeks and nobody noticed until day 18.
How the automation works
Step by step, on your existing tools.
Request goes out, personalized
Each client gets a clean request listing only the documents they specifically owe — pulled from their engagement type, not a generic blanket list. Links go straight to your existing portal.
Follow-ups run on a cadence you set
If a document isn't in by day 3, the system sends a polite, on-brand reminder. Day 7, a firmer one. It stops the instant the file arrives — no client ever gets chased for something they already sent.
Files land where they belong
Uploads are filed against the right client and the right item automatically. Your team doesn't sort an inbox — the checklist just turns green.
You see status at a glance
A single board shows who's complete, who's outstanding, and who's gone quiet past your threshold — so a partner can step in before it's a problem.
Connects to the tools you already run:
What's included
Everything in the system.
Built, connected, tuned, and maintained — not handed over as a template you have to run yourself.
Per-client document checklists mapped to engagement type
Automated reminder sequences with your firm's wording and cadence
Live collection dashboard (complete / outstanding / overdue)
Auto-filing into your existing portal or document store
Slack or email alerts when a client crosses your overdue threshold
Quarterly tuning of cadence and wording based on response data
Questions
The things firm owners ask first.
Straight answers. If yours isn't here, it's the first thing we'll cover on the call.
Other systems
Ready to stop running document collection by hand?
A focused 15-minute call. We look at how you do this today and show you exactly what the automated version looks like on your tools.
Built for US & Canadian firms with 2–20 staff.