The Document Chaser
Collects PBC items, tax documents, and statements without manual reminders from your staff.
The work it kills
- sending the third "just following up" email
- renaming IMG_4021.pdf so someone can find it later
- manually updating the "waiting on client" column
The agent reads the request list from your practice management or PBC tool. Nobody has to retype it, and the agent always works from the list in your tracker.
Each client receives a personalized request through their usual channel. It uses your firm's voice and lists only the items still open for that engagement.
The reminder schedule adapts to the client. Responsive clients get gentler nudges, while chronic stragglers get firmer scheduling. The agent does not request an item the client has already sent.
The agent matches incoming files to the request list, names them consistently, and runs mechanical checks for the correct year, account, and form.
Only unclear cases stop here, such as a real question, a mislabeled file, or an account marked sensitive. Staff see the thread and a suggested reply, then decide with one click. Routine file handling never reaches the queue.
The tracker updates automatically, staff receive a completion notice, and the system logs every step in the thread. Escalations go to the engagement lead without an automated reply.
Attached the January and February statements. One of them might be from the old account we closed last spring, can you check before I send the rest?client reply, flagged unclear
Thanks, we've received both files. The February statement is from the closed account, so we still need the February statement for the current one. Everything else on your list is complete. That is the only file still needed.
reject sends the thread to the engagement lead without a reply
Illustrative acceptance targets
Planning examples, not client results. Your audit sets the exact targets. See how we measure.
What this agent will never do
- Promise a deadline.
- Interpret a tax question.
- Contact a client marked do-not-chase.
Common questions
What does the Document Chaser actually send to clients?
Clients receive normal emails from your firm's address, written in your voice and tailored to the items still open. The message looks like any other organized follow-up from your firm.
When does a human get involved?
A human steps in for replies with a real question, mislabeled or ambiguous files, and anything involving a sensitive client. Staff see the thread and a suggested reply, then send it or take over.
What does it never do?
It does not promise deadlines, interpret tax questions, or contact a client marked do-not-chase. The workflow enforces those rules rather than relying on a prompt.
Start with the number, not the build.
The Profitable Line Audit tells you what this workflow costs you today and whether The Document Chaser clears the bar at your firm. $4,500, two weeks, credited toward any build.
Book the Profitable Line Audit