Document chaser demo: automatic reminders for missing client documents
For accounting firms: every weekday it checks which clients are still missing documents, emails each one a personal list, reminds them every 5 days with firmer wording, and after 3 emails flags the client for a phone call instead of emailing again.
These are demos, not client projects. All names, emails and amounts are fictional. The demos run entirely in your browser: nothing you type is sent, stored or tracked.
Client document chaser (demo)
DEMO · fictional data · nothing is sent
1 · What comes in
Move the date forward to see reminders become due.
Oakridge Furniture Ltd (demo)
Last email: 20 OctBluebell Design (demo)
Last email: noneGreen Leaf Café (demo)
Last email: noneHartley & Co (demo)
Last email: 22 OctNorth Bikes (demo)
Last email: 18 OctMaple Physio (demo)
Last email: 25 Oct
2 · What the automation does
- 1Read the client list and the documents received
- 2Work out what's missing for each client
- 3Check the 5-day rhythm and how many emails were already sent
- 4Write the right email: first request, reminder or last reminder
- 5After 3 emails: flag the client for a call instead of emailing again
- 6Update the checklist and the office summary
3 · Result
Press “Run the automation” to see what it would send. Change the inputs on the left first if you like.
Manual vs automated
- Manual
- 27 min / week
- Automated
- 8 min / week
- Time saved
- 19 min / week
- ≈ 1.4 hours saved per month
How we calculate this
- 2 min per client to check what's missing
- 5 min to write and send each email
- This run: emails 3, clients 6 → 4.5 min per client
- The automation takes over 70% of the task time (the same assumption as our hours-saved calculator). The rest stays with you: reading replies, checking documents, judgement calls.
Want this with your own tools?
Document & Payment Chaser for accounting firms · from €290
For technical teams: download the n8n workflow (JSON) — Same logic as this demo. Fictional data, no credentials, email steps disabled.
How it works
- 1Your client list (a spreadsheet or your practice software) says which documents each client owes.
- 2Every weekday morning the automation works out what's missing and who is due an email: a first request, a reminder after 5 days, a last reminder with a deadline after 5 more.
- 3After 3 emails it stops writing and puts the client on a call list, so nobody gets spammed.
- 4Emails go out from your own address, and you get a short status summary.
Questions about this demo
Does it email clients who should get a call?
No. After 3 emails the client goes on the call list and gets no further emails.
Can we change the wording and the rhythm?
Yes. The texts, the 5-day rhythm and the number of emails before a call are set with you during setup.