Client document collection is the process of requesting, tracking, and organizing tax documents from clients before filing season. Manual management across email, spreadsheets, and cloud storage creates delays, missed deadlines, and duplicate requests.
Automation monitors incoming emails, downloads and organizes files by client and document type, sends reminders to non-responders, and maintains a real-time submission tracker. the team focuses on reviewing documents rather than chasing clients.
The full workflow, from trigger to completion.
The automation is triggered when a tax season is marked as active or on a scheduled date set by the practice.
The automation retrieves the list of active clients and their contact details, including any prior-year document requirements.
A personalized document request email is sent to each client with the required document list, deadline, and submission instructions.
A folder is automatically created for each client to organize submitted documents by type.
The automation checks for email attachments and document uploads, downloads files, and updates the submission status in real time.
Clients who have not submitted documents by a set date receive an automated reminder email.
The automation compares submitted documents against the required list and flags incomplete submissions for manual review.
A daily summary is posted showing submission status, overdue clients, and incomplete files requiring follow-up.
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