About This Automation
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.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
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.
Most popular tool stack used
— the complete tool combinations companies use
Gmail
Google Drive
Google Sheets
Microsoft Outlook
Microsoft ExcelWhat you get when you map this process
Everything you need to understand, plan, and build your automation.
ROI and business case
What this process costs today and what changes once it's automated.
Launch schedule
What gets built, in what order, and what success looks like once it's live.
Process runbook
How the automation runs day to day, including exceptions and human decision points.
Developer handover pack
Full build spec, logic, and configuration — ready to hand off without a briefing call.
Integration and connections guide
Every tool connection, credential, and data mapping the build needs.
Test and QA plan
Every scenario checked and signed off before the automation goes live.
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Other high-impact processes teams commonly map alongside this one.
Frequently asked questions
Everything you need to know before mapping this process.
Map this to your business to get your exact numbers.
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