Smarter Week

How to automate it

How to automate “chase clients for documents and information”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today.

30 min
typically, every day
60%
of the time can be automated
Some setup
to set up

Fix 1 of 2

Software featureBest fix

Request documents through a portal with automatic reminders

TaxDome, Karbon, Canopy, Content Snare, SmartVault and Clio for Clients send clients a checklist, collect the files in the right place and chase them for you.

Typically saves about 55% of the time2 h to set up
  1. 1Turn your usual document list into a request template (by service: bookkeeping, tax return, new matter).
  2. 2Send it through your portal or Content Snare instead of email.
  3. 3Turn on automatic reminders every few days until it is complete.
  4. 4Files land in the right client folder, so you stop saving attachments by hand.

Tools: TaxDome · Karbon · Canopy · Content Snare · SmartVault · Clio for Clients

Fix 2 of 2

Automation

Set up automatic chasers for outstanding client items

If you have no portal, a simple automation sends polite reminders for open items and stops when they are received.

Typically saves about 45% of the time1 h to set up
  1. 1Keep outstanding items in one list (spreadsheet, Asana, Monday or your practice tool) with client email and due date.
  2. 2Build a flow in Zapier, Make or Power Automate: email the client when an item is overdue.
  3. 3Repeat every three days, stopping when the item is marked received.
  4. 4Escalate to a call after three reminders.

Tools: Zapier · Make · Power Automate · Asana or Monday automations

Quick wins

Have you tried…

Do clients upload documents through a portal that chases them for you?
Portals like TaxDome, Karbon, Content Snare or Clio for Clients send a checklist, collect files in the right folder and send reminders until everything is in.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Accountant / Bookkeeper (firm)Paralegal / Legal Assistant

HourLeak · the 8-minute work audit

How many hours does this cost you?

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Other common tasks for Accountants / Bookkeepers (firm)