Custom projects · Document collection
Stop chasing clients for documents
Every month you send the same emails. Please send the receipts. Please send the bank statement. Please sign the form. I automate this. Clients get a clear list and polite reminders until they send everything, and you see what is still missing in one place. Automations start from $100.
Choose this when
- • You collect the same documents from clients every month or every year.
- • You spend time writing reminder emails and checking what has arrived.
- • Documents come by email, by WhatsApp and on paper, and you have to sort them.
- • Your work waits because one client has not sent one document.
How the automation works
Each client has a checklist of the documents you need.
Clients get a simple upload link, if possible without creating an account.
When a file arrives, it goes into the right client folder, and the checklist updates.
Clients get polite reminders only for the documents they have not sent yet.
You get a short summary of who still needs to send what.
It can use Google Drive, Google Sheets, Airtable, Notion, email and messages, connected with Make.com, n8n or Zapier. If your accounting or practice software already has a client portal, I check it first, as some clients do not want one more login.
Where AI helps
AI can open a new file and see what it is, for example a receipt, an invoice or a bank statement. Then it can rename the file and put it in the right folder. A person still checks anything important.
Who uses this
- • Bookkeepers and accountants who collect receipts and statements
- • Marketing agencies that collect texts, photos and logins from clients
- • Real estate agents who collect papers from buyers and sellers
- • Coaches and consultants who collect forms before they start
Want to try it yourself first?
Price and time
A simple version, for example one upload form and one reminder email, gets a price straight from the enquiry form. A full setup for many clients starts with the $60 consultation. Automations start from $100.
Questions about document collection
Do my clients need to learn a new tool?
No, that is the point. They get a link and a reminder. If they already use a portal, I check if I can use it instead.
Where are the documents stored?
You choose, for example your own Google Drive. The files are in your storage, not in my accounts.
Can reminders go by WhatsApp?
It depends on your WhatsApp setup and the rules for business messages. I check this in the consultation.
What if a client sends the wrong file?
You can mark it as wrong on the checklist, and the reminders start again. With AI, the automation can also point out files that do not look like what you asked for, so you can check them.