Chase clients for monthly documents
Each client gets the list of what you still need, reminders stop when it's in, and stuck ones are flagged to you.
Operations · Accounting and bookkeeping · On a schedule · Updated
Works with
- Slack
- Gmail
- Microsoft 365
- Superhuman Mail
- Box
- Dropbox
- Notion
- Airtable
Slack
Gmail
Microsoft 365
Superhuman Mail
Box
Dropbox
Notion
AirtableHow do you chase clients for monthly documents?
To chase clients for monthly documents, run a Loop on the 1st of each month. Maito emails each client their list of missing documents, sends reminders on the days you set with the same wording, stops when a list is complete, checks files against each list, and posts who is still missing in Slack.
How it's done today
The bookkeeper emails, texts and checks portals again and again for the same files.
What Maito does
- Build each client's required list
- Send reminders for missing items
- Check what arrived
- Stop reminders when complete and flag blockers
Example
Loop run: Day 8 · Monthly document collection
October documents, day 8: 6 of 9 clients complete. • Acme Dental: bank statement and credit card statement missing. Reminders sent Oct 4 and Oct 8, no reply. • Wonka Cafe: payroll report missing. Replied Oct 6, 'tomorrow'. • Soylent Studio: sent 'Oct statement.pdf'. Catch: the Soylent file covers Sept 1 to 30, not October. I haven't counted it and kept their reminders going. Checked against each client's list and the files received in the shared folder.
@Maito Stop Wonka's reminders. Draft a note to Acme's owner, Jim. I'd rather it came from me.
Wonka reminders stopped. Draft to Jim is ready in your inbox, from you, asking for both statements by Oct 12 so we can close by the 15th.
Maito (9:00 AM):
October documents, day 8: 6 of 9 clients complete.
• Acme Dental: bank statement and credit card statement missing. Reminders sent Oct 4 and Oct 8, no reply.
• Wonka Cafe: payroll report missing. Replied Oct 6, 'tomorrow'.
• Soylent Studio: sent 'Oct statement.pdf'.
Catch: the Soylent file covers Sept 1 to 30, not October. I haven't counted it and kept their reminders going.
Checked against each client's list and the files received in the shared folder.
Tess (9:08 AM):
Stop Wonka's reminders. Draft a note to Acme's owner, Jim. I'd rather it came from me.
Maito (9:09 AM):
Wonka reminders stopped. Draft to Jim is ready in your inbox, from you, asking for both statements by Oct 12 so we can close by the 15th.
How to set it up
- Ask your agent
“On the 1st of each month, send each client their list of missing documents. Remind them on day 4 and day 8 automatically using the same wording, then post who's still missing in #month-end and flag anyone stuck.”
- Connect email
- Gmail
- Microsoft 365
- Superhuman Mail
- Connect files
- Google Drive
- Box
- Dropbox
- Notion
- Microsoft 365
- Connect spreadsheet
- Airtable
- Microsoft 365
Not connected yet? Your agent sends you a link to sign in.
What it won't do
It checks names, dates and periods, not figures. It does not review a statement for accuracy or contact clients outside the reminders you set.
Questions
It checks the shared folder in Google Drive, Box, Dropbox, Notion or Microsoft 365 and email in Gmail or Microsoft 365, against each client's list.
Yes. It does not count a file for the wrong period and keeps the reminders going.
Yes, tell it in Slack. You can also have it draft a note that comes from you instead.
