Q: Sound familiar?

Have you ever started a job late because one client still hadn't sent their papers?

You asked in January. The portal asked four more times. The papers arrive the week of the deadline.

Q: Who is it for?

It fits firms that can't begin until the client sends something.

• Your work waits on statements, forms or records only the client holds.
• Automated reminders go out, and a known group ignores them every year.
• Staff fill the gap by writing chase emails one by one.

When is it not worth doing?

If only a few clients run late, a partner's phone call is quicker. If nearly everyone uploads on time, the portal is doing its job.

Q: What would we build?

A weekly missing-papers chase.

Every Monday, it drafts a personal note to each client who still owes you something.

What changes for your team?

• Monday starts with a clear list of who owes which papers.
• Late clients get a note that sounds like your staff, not a system.
• Clients who need a partner's call surface in February, not at the deadline.

Q: And the mechanics?

How does it run, step by step?

Open every step

When does it run?

Every Monday, and each time a document arrives.

What does it read?

Your client portal, the shared inbox and your client list. We agree each source with you first.

What are the steps?

1. Compares what each client was asked for with what came in.
2. Builds the list of clients still owing, item by item.
3. Drafts a personal note per client, in your firm's voice.
4. Checks each new upload against the request and last year's file.
5. Names what a partial upload still lacks.
6. Flags clients who need a partner, with their chase history.

Who signs off?

Staff read and send every note. Nothing leaves without a person.

What will it never do?

It never sends, deletes or files a document on its own. It never writes to a client your staff haven't cleared.

What would we need from you?

Read access to the portal and shared inbox. Last season's request lists. Five chase notes your best person wrote.

What usually comes with it?

• Client onboarding, so new clients send the right papers the first time.
• Same-day first replies to client questions.
• A client letter that turns deadlines into advice.

You become the firm whose clients send things early.

The late list stays short, and the busy season starts on time.

Will yours look exactly like this? No. A first conversation is where we shape yours.