Accounting & staffing firms
We chase the documents your clients forget.
An automated reminder system installed inside your firm's own mailbox. It escalates on your schedule and stops the second the file arrives.
Hi Sarah, a reminder that we still need your 2025 bank statements to keep your return on track. Reply to this email with the files attached.
Sarah, a quick nudge on those bank statements. The deadline is close and we can't start without them.
We're unable to file without your bank statements. Please send them today, or call the office so we can plan around it.
How it works
Four moving parts. Nothing for your clients to learn.
Your clients keep receiving normal email from your firm and replying like they always have. Everything below happens on your side.
Your list
Send your existing tracker or a plain CSV: client, document, deadline.
Three approved templates
Polite, firm, final. Written in your firm's voice and signed off by you once.
Your mailbox sends
Reminders leave under your name, your address and your signature, not ours.
The client replies
What happens next depends on what they send. Two outcomes, both automatic.
The moment the file lands, that client's sequence shuts itself off. No apology email from a colleague who didn't know it had already arrived.
The sequence pauses instantly and the thread lands with a human, flagged.
The schedule
You set the rhythm once. It runs until the file arrives.
Default escalation, adjustable per client and per document type
Every Friday you get one digest email: what arrived this week, what's still outstanding, and who gets chased next. That's the whole reporting burden.
There is no storage tier here, because nothing is stored. Documents arrive in your inbox and stay there. We track names, addresses and document titles. Nothing else.
Every reminder sends from your mailbox with your signature and lands in your Sent folder. Clients never see a third party's name.
Two days where you watch every email it would have sent. Nothing ships until you say so.
Month to month, cancel any time. There is no annual contract.
Who it's for
Two industries where the chase never ends.
Both have the same problem: work that can't start until a client sends something, and staff paid to ask for it repeatedly.
Extension season without the inbox babysitting
Every hour a preparer spends writing "just following up" is an hour of billable work that didn't happen.
- 1099s
- K-1s
- Bank statements
- Signed 8879s
- Prior-year returns
Start dates that stop slipping
Every late piece of onboarding paperwork is a placement that moves and a client asking why.
- I-9s
- Certifications
- References
- Compliance docs
- Timesheets
Pricing
One setup fee, one small retainer, agreed before you pay anything.
Founding client
$990 one-time setup
then $250 / month
- Full document chaser, built against your tracker and your deadlines
- Three escalation templates in your firm's voice
- Two-day dry run before a single real email sends
- Friday digest, every week
- Unlimited clients and document types
In exchange, if it works: a testimonial and one introduction. That's the entire deal.
Standard
$1,500+ one-time setup
then $300–$400 / month
- Everything in the founding build
- Priority support and template changes
- Quarterly tune-up of escalation timing
The rate once the founding slots are gone. They fill in order.
Questions
What every firm owner asks first.
Is our client data safe?
Attachments never leave your inbox. The system tracks names, email addresses and document titles only. It never opens, stores or moves the files themselves. Everything sends through your own mailbox using your own credentials.
What if the AI writes something wrong to a client?
It can't, because it doesn't write. You approve three fixed templates once, in your firm's voice. The system only decides when to send them and when to stop. No generated text ever reaches a client.
What happens when a client replies with a question?
That client's chase pauses instantly and the thread goes to your staff, flagged for attention. The system only chases silence, so once a client has actually replied it steps back.
Do our clients need to learn new software?
No. They reply to your email with the file attached, the way they always have. There is no link to click, no upload screen, no account to create and no password to reset. That matters more than it sounds: every extra step between a client and sending you a file is a step some of them will not complete, and the clients slowest to send documents are usually the least comfortable with new software.
There are document collection tools for $20 a month. Why not use one of those?
For a lot of jobs you should. If you need to collect a form from thirty people once, a self-serve tool is cheaper and faster than anything custom, and we would rather you spent twenty dollars than nine hundred. Two things tend to change the answer. The first is where the documents end up: those tools price by storage because clients upload into their platform, which means a third party is holding your clients' bank statements or your candidates' ID. Nothing is stored here, because the file goes straight into your own inbox. The second is who the email appears to come from. A generic tool sends from its own system and asks your client to click a link and upload; this sends from your mailbox and asks them to hit reply. If your list is short and your documents are ordinary, buy the cheap tool. If a partner has to sign off on where client data lives, and the reminder has to look like it came from your firm, that is a different purchase.
How long until it's running?
About a week from the call. Ten minutes of your time to hand over the list, one round of template approval, then two days in dry-run mode where you watch every email it would have sent before any real one goes out.
What if we want to stop?
Cancel any time, because it's month to month. Your clients were never on a platform and your data never left your systems, so nothing needs migrating. You go back to chasing manually.
Fifteen minutes. Bring your messiest tracker.
We'll walk through your real chase list and show you exactly what the system would send, to whom, and when. If it isn't a fit, you leave with a cleaner tracker anyway.
Book a 15-minute callFifteen minutes, no obligation. Pick a time that suits you.