Quarter-end client documents, without chasing each client

Every quarter the same race begins. In Spain, quarterly tax returns are filed from the 1st to the 20th of April, July and October, and those for the fourth quarter during January. Weeks before, someone starts writing to each client for invoices, bank statements and payslips, notes who has sent what, writes again to those who don't reply and, a few days before the deadline, calls the stragglers. It's work with a very clear template and routine. That's exactly why it can be delegated.

What the digital employee does at each quarter-end

1. 01

   Knows what to expect from each client

   A list per client: which documents they send each quarter, through which channel and who their adviser is.

2. 02

   Asks in good time

   It writes to each client through their usual channel (email or WhatsApp) with the specific list of what's missing, not a generic message.

3. 03

   Recognises and files what arrives

   It identifies which client each document belongs to, what type it is and which period it covers, and stores it in their folder.

4. 04

   Follows up on what's missing

   It reminds clients only about what's outstanding, with the frequency and tone you've approved, and steps up closer to the deadline.

5. 05

   Shows you where things stand

   Who's complete, who isn't and what's missing. It alerts the adviser about clients who still haven't replied so they can call.

No portal, no software switch

Many solutions for accounting firms ask clients to upload invoices to a portal. That works with clients who get used to it, but not with those who keep sending photos on WhatsApp or the whole quarter in one email on the last day. The digital employee works with what clients already do: it receives by email or WhatsApp, sorts what arrives and leaves it in the firm's folders.

There's no accounting software to switch either. What it collects can move on to invoice reading and posting in the software you already use, whether a3, Sage or another.

What the adviser still decides

• What each client is told, and in what tone.
• The exceptions: the client who changed activity, the one with a problem or the one who needs a call.
• When the digital employee stops chasing and a person picks up the phone.

What changes at quarter-end

• Nobody spends days writing emails and noting who has sent what.
• Documents arrive sooner, because the first request goes out on time and is specific.
• Each client's status is visible, not in one person's head.
• The team reaches the deadline with documents in order and spends its time reviewing and advising.

Where to start

In a free assessment we look at how you request documents today, which channels they arrive through and which software you use. From that, we tell you what can be automated in your case, at a fixed price with no lock-in. If your firm already uses ChatGPT to draft those emails, see what a digital employee adds compared with ChatGPT.