Guide ยท Document collection
By Janis Skutanis
How to automate client document collection
If you collect documents from clients every month, you know the problem. You send a request, you wait, you send a reminder, you wait again, and then you check what is still missing. This guide shows a simple way to automate most of that.
Step 1: Check what you already have
Some accounting and practice software already has a client portal or document requests. Look there first. But be honest about your clients: many people do not want one more login. If your clients will not use a portal, the setup below is easier for them.
Step 2: Make a checklist for each client
Use Google Sheets or Airtable. Make one row per client per month, and one column for each document, like receipts, bank statement, invoices and signed forms. Each cell says "received" or "missing".
Step 3: Give clients an easy way to upload
Create an upload link for each client, for example a form with a file upload. Choose a tool that does not make your clients create an account. Test the link on your phone, as many clients will use their phone.
Step 4: Build the automation
In Make, n8n or Zapier:
- When a new file is uploaded, get the file and the client name.
- Save the file in that client's folder, with a clear name, like client, month and document type.
- Update the checklist, and mark that document as received.
- When all documents are in, send yourself a message that this client is complete.
Step 5: Send reminders only for missing documents
A second automation runs every few days:
- Read the checklist.
- For each client with missing documents, send a short email that lists only the missing ones.
- Stop when everything has arrived.
A good rhythm: the first request on the 1st of the month, a reminder after 3 days, another after 7 days, and after that a personal message from you.
Step 6: Get a summary
Every week, send yourself a list of the clients who still have missing documents.
Where AI helps
AI can open each new file and see what it is: a receipt, an invoice or a bank statement. It can also read the date, so the file gets the right name, and you sort less by hand. Check the results at the start, as AI can mix up documents that look alike.
Mistakes to avoid
- A long request email. List only what is missing.
- Reminders after the client sent everything. Check the checklist right before each reminder.
- Files with random names. Rename every file in the same way.
- Private documents in the wrong place. Keep each client's files in their own folder, and share only what is needed.
Want it done for you?
I can set this up with the tools you already use. Automations start from $100.