Client Document Chaser · Professional Services
Stop chasing clients for missing documents one email at a time
Every Monday it reads your documents-needed sheet and drafts a reminder for each client listing exactly what's still outstanding, firmer as the deadline nears. You approve the batch.
Free account to start. Buying and running live need a paid plan.
- Runs on a schedule
- 2 AI steps
- A person approves before it acts
- About 20 min to set up
Sound familiar?
The job, before and after this agent.
What it feels like today
- “Half my clients still haven't sent their 1099s.”
- “I write the same reminder email over and over every tax season.”
- “A client misses the deadline because nobody reminded them about one form.”
What you get with the agent
- Each client's outstanding documents listed exactly, straight from your sheet.
- A tone that moves from friendly to firmer to final as the deadline nears, in your wording.
- Clients with nothing outstanding, on hold, extension filed or do not contact are skipped.
- One batch approval; each email gets a final check before it's sent with replies to your inbox.
- The Last reminded date written back to the sheet and a summary emailed to you.
Before
March. A spreadsheet of who owes what, and an evening writing reminders one client at a time.
After
Monday morning the batch is drafted, each email listing that client's missing W-2 or mortgage statement. You hold one client, approve the rest, and the sheet updates.
How it works
The whole workflow, step by step.
Every Monday the agent reads your documents-needed sheet: one row per client, with a column per document marked received or not (up to 50 clients per run). For each client with something outstanding who hasn't been reminded in the last 5 days, AI drafts a polite reminder listing exactly what's still needed. The tone gets firmer as the deadline nears, using your own wording for what happens after it. The whole batch waits for your approval. Each approved email then gets a final check and is sent with replies to your inbox. The date goes in the client's “Last reminded” column and you get a summary. It doesn't collect files and gives no tax advice. Received status comes from the sheet.
- TriggerMondays at 9:00
- App callRead the documents-needed sheet
- LogicCheck the dates
- LogicEach client due a reminder
- AI stepDraft the reminder (or skip)
- Human approvalApprove this week's reminders
- Approved:Each approved reminder
- Rejected:Batch not approved
- OutputBatch not approved
- LogicEach approved reminder
- AI stepFinal check on the wording
- LogicCheck before sending
- LogicSend it?
- Passes:Email the reminder
- Held:Held
- OutputHeld
- OutputEmail the reminder
- App callNote the reminder in the sheet
- LogicCount what happened
- OutputEmail the summary
This is the workflow that opens in your workspace when you set the agent up. Every step can be edited.
- Step 1Mondays at 9:00Runs every Monday morning. Keep the documents-needed sheet up to date as files arrive. Set your time zone on the trigger.
- Step 2Read the documents-needed sheetReads your documents-needed sheet: one row per client, with an email, a deadline, a “Last reminded” column and one column per document marked received or not.
- Step 3Check the datesIn code, not AI: skips clients reminded in the last 5 days (a blank “Last reminded” means never) and puts each client's deadline in a tier — final (7 days or fewer, or past), firmer (8–21 days) or friendly (more than 21 days; also when there is no deadline). Change the 5 days (lastReminded.olderThan) or the tiers (buckets) here.
- Step 4Each client due a reminderRepeats the draft step for every client the date check kept (up to 50 per run, to stay inside the run's AI budget).
- Step 5Draft the reminder (or skip)AI lists exactly which documents the client still owes, skips clients with nothing outstanding, and drafts a polite reminder in the tone the date check picked (it gets firmer as the deadline nears).
- Step 6Approve this week's remindersAll of this week's reminders wait in Reviews together. Staff edit any email, set send to false on any that shouldn't go out, and approve the batch; nothing is sent before that.
- Step 7Batch not approvedRejected batches are kept in the run history; nothing was sent.
- Step 8Each approved reminderRepeats the wording check, the code checks, the email and the sheet update for every draft in the approved batch.
- Step 9Final check on the wordingAI reads each approved reminder for tax, legal or financial advice, threats and requests for sensitive details only — listing the documents, the deadline and your stated consequence are fine. It must quote the exact sentence it objects to.
- Step 10Check before sendingIn code: drafted to send, still marked to send after review, exactly one valid email, a row number, and a subject and body with no placeholders left — plus the wording check's verdict. Anything that fails is held, with the reason.
- Step 11Send it?Drafts that pass every check are sent; skipped and stopped ones are held and listed in the summary with the reason.
- Step 12HeldSkipped, set to not send in the review, or stopped by a check; the reason is in the run history and the summary.
- Step 13Email the reminderSends the approved reminder to the client from your workspace's sender, with replies going to your firm's inbox.
- Step 14Note the reminder in the sheetWrites today's date (YYYY-MM-DD, in your time zone) in the client's “Last reminded” column, so the client isn't chased twice in one week.
- Step 15Count what happenedIn code, not AI: sorts every approved draft by what really happened — reminded (final notices first), skipped, held (with the reason) or failed — and lists the clients the date check left out.
- Step 16Email the summarySends the run summary (reminded, held, skipped — counted in code) to the person who owns client follow-up.
Example run
What goes in, and what comes out.
Example with fictional data
Comes in
Fictional row: client deadline Apr 1, W-2 received, 1099-INT and mortgage interest statement missing, last reminded 9 days ago.
The agent produces
A friendly-but-firm reminder listing the 1099-INT and mortgage interest statement, in the batch for approval, with Last reminded updated once it's sent.
What you need
Everything it takes to run it.
About 20 minutes from purchase to live. A checklist above the canvas takes you through each step.
Plan
Included in Enterprise; on other paid plans it's $89 once. Agents run live on paid plans, from Basic ($39/mo).
Your AI key
Connect any of 14 AI providers on your own key. Your provider bills usage directly, at cost; we add no markup.
Apps
- Google SheetsLive
Checklist
- A paid plan (agents run live on paid plans).
- An AI provider key (Settings → AI Providers).
- Google Sheets, connected in Settings → Integrations.
- A documents-needed sheet kept up to date as files arrive, with an email and a “Last reminded” column per client.
Setup, about 20 minutes
- Connect your AI provider. The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
- Connect Google Sheets. Connect the Google account that can open your documents-needed spreadsheet (Settings → Integrations → Google Sheets).
- Add your firm details. Open “Draft the reminder (or skip)” and replace the placeholder with your firm name, how clients send documents, your deadline wording and sign-off.
- Pick your documents-needed sheet. Open “Read the documents-needed sheet” and “Note the reminder in the sheet”, pick the account, spreadsheet and tab in each, and enter the letter of your “Last reminded” column.
- Add your inbox and the summary recipient. Open “Email the reminder” and enter your firm inbox for replies, then “Email the summary” and enter who gets it.
- Test it with Dry Run. Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
- Switch the trigger on. Open the trigger, set your time zone (deadlines and “Last reminded” are counted in it) and switch the schedule on. It runs every Monday at 9:00.
Is it a fit?
Who it's for, and what it won't do.
Built for
- Tax preparers and CPA firms
- Bookkeepers collecting month-end documents
- Professional services firms collecting client paperwork
What it doesn't do
- It doesn't collect files: clients send them through your portal or email as usual.
- It drafts and organises for a person to approve, and gives no tax, legal or financial advice. It only asks for documents.
- Received status comes from the sheet only, so mark documents received as they arrive.
- It never emails a client before you approve the batch.
- It handles up to 50 client rows per run.
We list the limits up front so you can decide before you buy.
Price
$89 one-time
Per workspace. It never renews.
- Included at no extra cost on Enterprise.
- Buying and running it live need a paid plan, from Basic ($39/mo).
- Dry Run costs nothing: simulated AI and app calls, nothing sent.
- AI usage is billed by your own provider, at cost. No AI credits to buy from us.
One-time agent purchases aren't covered by the 30-day money-back guarantee. Refund policy
FAQ
Questions about Client Document Chaser.
Does it collect the files?
No. Clients send documents through your portal or email as usual. Mark them received in the sheet and they drop out of the next reminder.
Will it give tax advice?
No. It only asks for documents and gives no tax, legal or financial advice. Nothing is emailed until you approve the batch, and you can hold any client.
How long is setup?
About 20 minutes: connect Google Sheets, add your firm details, pick your documents-needed sheet, add your inbox and run a Dry Run.
What does it cost?
A one-time unlock that never renews. Live runs need a paid plan and your own AI key; Dry Run is free.
What should the sheet look like?
One row per client: Client, First name, Email, Deadline, Notes, Last reminded, then one column per document (W-2, 1099-INT, Mortgage interest statement…) with “Received”, “Missing” or “N/A”. A single “Outstanding” column listing the items works too.
How are the dates handled?
In code, not by the AI, in your trigger's time zone: a client reminded in the last 5 days (per “Last reminded”) isn't drafted at all, and the tone comes from the days to the deadline — final at 7 days or fewer (or past), firmer at 8–21, friendly beyond that or with no deadline. Change these in “Check the dates”. Dates like 2027-03-01, 3/1/2027 or March 1, 2027 all work.
Is anything sent without approval?
No. Each week's drafts wait in Reviews; nothing is emailed until you approve the batch, and you can hold any single client.
Is this a subscription?
No. Client Document Chaser is a one-time purchase of $89 per workspace and never renews. The Enterprise plan includes it at no extra cost. Running it live needs a paid plan (from Basic ($39/mo)), and your AI provider bills you directly for usage.
Can I test it before it touches real data?
Yes. Once it's set up in your workspace, Dry Run plays every step on sample data with simulated AI and app calls: nothing is sent and nothing in your apps changes. Switch the trigger on only when you're happy.
Put Client Document Chaser to work.
Free account, no credit card. Your Agents page opens with Client Document Chaser ready to buy and set up, then Dry Run it before it goes live.