About This Automation
Document collection for month-end close is a manual, time-consuming process where bookkeepers chase clients for receipts, invoices, and supporting documents across email and cloud storage. Missing or late documents delay the entire close cycle and create bottlenecks in the accounting workflow.
Automation sends personalized collection requests, tracks submissions in real time, sends reminders automatically, and organizes received documents into the correct folders. The accounting team receives a ready-to-close notification once all required documents arrive.
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.
Workflow triggers when a client's close date is 7 days away and the document checklist is incomplete.
The automation platform retrieves the client's profile, required documents, and submission deadline, then generates a personalized collection email with the client's name and specific document list.
The personalized email is sent to the client's primary contact with a clear due date and upload link.
The automation platform monitors the client's folder for new file uploads and logs each submission with a timestamp.
If documents are not received by the due date, the automation sends an automated reminder email and escalates the status.
Received documents are automatically moved to the correct client folder and renamed according to the firm's filing standard.
Once all required documents are received, a notification is sent to the accounting team confirming the client is ready for close.
Most popular tool stack used
— the complete tool combinations companies use
Gmail
Dropbox
Google Sheets
SlackWhat 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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Frequently asked questions
Everything you need to know before mapping this process.
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