Client document chasing
From the firm's checklist, SI keeps a per-client list of outstanding items and drafts reminders in the firm's voice.
Admin and operations help for small CPA, tax and bookkeeping firms. SI chases, organizes and drafts; professionals review, sign and decide. No tax advice, no filings, and client data stays protected under your firm's security plan.
Worth knowing: Administrative support only: SI does not give tax or accounting advice, prepare or sign returns or reports, file anything, or calculate legal deadlines. A qualified professional reviews, signs and approves all work product and every date SI tracks. Client information is used only in tools the firm has vetted, under its written security plan and with any client consent or agreements the rules require. SI never tells a client what they owe, what to claim or what is deductible; messages list items by name only, avoid account numbers, SSNs or amounts, and tell clients to use the firm's portal rather than plain email.
The problem
Every busy season, staff spend hours asking clients for the same missing W-2s, statements and receipts.
What SI does
From the firm's own checklist and what has been received, SI keeps a per-client list of what is outstanding, drafts polite, firm-voice reminders at intervals the firm sets, and gives staff a morning list of who to call.
Examples
The same job looks different in different businesses. These are illustrations, not client results.
- Small tax-preparation office
A per-client list shows which items on the firm's checklist are still outstanding. Reminder drafts wait for staff.
- Solo CPA
The morning list names who to call. Messages list items by name only, with no account numbers or amounts.
- Two-partner accounting firm
Drafts tell clients to use the firm's portal rather than plain email.
What it takes to set up
GemmiSI sets this up on your own equipment and accounts; your data stays with you. Before connecting anything that holds client information, the firm checks the tool against its written information security plan, confirms the agreements and any client consent required for tax return information, sets access controls and multi-factor authentication, and limits SI to the minimum necessary. Start with sample or made-up information. Use the firm's checklist and a sample of what has been received. Permission is to draft, not to send. Setup is often a few days.
What a human still checks
- The CPA, EA or preparer reviews and approves before anything goes to a client, agency or third party.
- SI never sends, files, e-signs or posts on its own.
- Unusual items go to a "needs professional review" queue.
- The firm decides what client data SI may see, and testing starts with sample or made-up information.
- Staff approves the wording and cadence, sends or approves each reminder, decides what is actually required for the engagement, and reviews each document received.
Try it yourself
Paste this into your SI tool of choice and swap the [bracketed] parts for your own details. It asks SI to stop and show you before it does anything.
From this firm checklist and what has been received [paste], keep a per-client list of what is outstanding. Draft polite reminders at these intervals [paste] in this firm voice [paste]. Give a morning list of who to call. Do not tell a client what they owe, what to claim, or what is deductible. List items by name only; avoid account numbers, SSNs, or amounts. Tell clients to use the firm's secure portal rather than plain email. Do not send anything. Pause and show me before sending, filing, posting or changing anything. Use only the sample or made-up information I provide; do not include real client names, SSNs, account numbers or tax details.
Next step
Want this built? Book a free 30-minute consult
Bring one real example, such as an export, an inbox, or a spreadsheet. We will map the steps and decide what SI drafts and what you approve.