Collecting documents from clients for accounting engagements involves manual email coordination, file downloads, and tracking across multiple tools. This scattered approach creates delays, missed documents, and repeated follow-ups that consume significant staff time.
Automation handles the entire collection workflow: sending personalized requests, monitoring for submissions, organizing files, tracking progress, and sending reminders. The result is faster document collection, fewer missing items, and less manual coordination.
The full workflow, from trigger to completion.
A new engagement record is created with client name, engagement type, and document deadline.
The automation platform retrieves the standard document checklist for the engagement type.
An automated email is sent to the client from a template, listing all required documents, deadline, and a secure submission link.
The automation monitors the client email inbox and for new document uploads, logging each submission automatically.
Received documents are automatically moved to the correct folder and renamed according to the engagement standard.
The submission tracker is automatically updated to mark received documents and flag missing items.
Automated reminders are sent to the client 7 days and 3 days before the deadline if any documents are still missing.
A notification is sent to the engagement team when all documents are received or when the deadline is reached.
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