Automate Document Chasing for Your Accounting Practice
Accountants spend 3-5 hours every week chasing clients for the same documents: bank statements, receipts, VAT returns, P60s, dividend vouchers. You send the initial request. Nothing happens. You chase. Still nothing. You chase again. Three weeks later, you get half the documents and start the cycle over. We automate the entire document request and follow-up sequence so you get what you need without the back-and-forth.
The problem
The real cost of doing this manually
The average accounting practice chases 15-30 clients for documents every month. Each chase cycle involves 3-5 emails per client over 2-4 weeks. That is 45-150 individual emails, most of which say variations of the same thing: 'Please send your bank statements for Q3.' This admin costs practices £7,800-£13,000 per year and delays filing deadlines, which creates more admin in the form of late filing penalties and client complaints.
3-5 hrs/week
spent on this task
£7,800-£13,000
in lost productivity per year
How we fix it
Three steps to automation
Every solution starts with understanding your specific workflow — not a generic template.
We map your document collection process
What do you request, when, and from whom? We document the full cycle: initial request, first chase, second chase, escalation. Most practices follow the same pattern for every client.
We build automated request sequences
Client gets a clear document request with a checklist and upload link. If they do not respond within 5 days, a polite reminder goes out. Then a firmer one at 10 days. Each message is personalised with their name, what is missing, and why it matters.
We connect it to your practice tools
Senta, Karbon, Xero Practice Manager, or a simple shared folder. Documents land where you need them. A dashboard shows you who has submitted and who is still outstanding.
The difference
Before vs after automation
Before
- ✕3-5 hrs/week spent manually every week
- ✕Same repetitive workflow, every time
- ✕Things fall through the cracks when you are busy
- ✕£7,800-£13,000 in lost productivity per year
After
- ✓Runs automatically in the background
- ✓Nothing falls through the cracks
- ✓You are notified only when action is needed
- ✓3-5 hrs/week reclaimed for revenue-generating work
Tools we work with
Built around software you already use
The offer
5+ Hours Saved Per Week.
Or Your Money Back.
The AI Assessment is a 45-minute discovery call, a custom report built around your specific workflows, and a 30-minute review walkthrough. Delivered in 5 business days. If we can't find 5 hours of weekly savings, you get a full refund.
- ✓45-min discovery call
- ✓Custom 5–7 recommendation report
- ✓30-min review walkthrough
- ✓4-day quick wins plan
- ✓Money-back guarantee
Questions
Common Questions
What if clients ignore the automated reminders too?+
The sequence escalates: polite request, reminder, firm follow-up, and finally a notification to you that manual intervention is needed. You only step in for the 10% who genuinely need a phone call.
Can clients upload documents directly?+
Yes. Each request includes a secure upload link. Clients drag and drop their files, and the system checks what has been received against what was requested. Missing items trigger the next chase automatically.
Does this work around tax deadlines?+
We set up deadline-aware sequences. The system sends earlier requests and more frequent reminders as filing deadlines approach. No more January panic.
Will this work with Senta or Karbon?+
Yes. Both platforms have workflow features we can extend. We build on top of your existing setup rather than replacing it.
Industries this applies to
Ready to Stop Doing This Manually?
The call is 45 minutes. Your report arrives in 5 business days. Most clients have their first automation live within a week of the review call.
Book Your AI Assessment — £4995+ hours/week guaranteed or full refund · Custom report in 5 days