# Chase Clients for Monthly Bookkeeping Documents

Source: https://maito.app/workflows/chase-clients-for-monthly-documents

On the 1st Maito sends each client their missing-documents list, reminds them on set days and posts who is still missing in Slack.

Each client gets the list of what you still need, reminders stop when it's in, and stuck ones are flagged to you.

[Operations](https://maito.app/workflows/team/operations) · [Accounting and bookkeeping](https://maito.app/workflows/industry/accounting-and-bookkeeping) · On a schedule · Updated October 19, 2026

Works with

-   Slack
-   Email
-   Gmail
-   Microsoft 365
-   Superhuman Mail
-   Box
-   Dropbox
-   Notion
-   [Airtable](https://maito.app/workflows/tool/airtable)

## How 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

1.  Build each client's required list
2.  Send reminders for missing items
3.  Check what arrived
4.  Stop reminders when complete and flag blockers

## Example

Loop run: Day 8 · Monthly document collection

**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

On a schedule Chase clients for monthly documents

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

### How does it know a document arrived?

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.

### Does it notice wrong files?

Yes. It does not count a file for the wrong period and keeps the reminders going.

### Can I stop reminders for a client?

Yes, tell it in Slack. You can also have it draft a note that comes from you instead.

## More operations workflows

-   [Chase missing inputs Ask people for what's missing, by Slack or email, until it's in. Operations · On a schedule Works with Gmail, Microsoft 365, Airtable.](https://maito.app/workflows/chase-missing-inputs)
-   [Monday report from connected tools The weekly operating report built from the tools you already use. Operations · On a schedule Works with BigQuery, Supabase, Intercom, Pylon, Stripe, PayPal.](https://maito.app/workflows/monday-report-from-connected-tools)
-   [Turn a process into a written guide Describe how something is done and get a clean step-by-step guide. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/turn-a-process-into-a-written-guide)
-   [Keep a shared spreadsheet clean Fix formats, fill gaps and flag odd rows in a sheet everyone edits. Operations · On a schedule Works with Airtable, Microsoft 365.](https://maito.app/workflows/keep-a-shared-spreadsheet-clean)
-   [Book travel within policy Get flight and hotel options that fit the travel policy. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/book-travel-within-policy)
-   [Answer "who owns this?" Find the right person or team for any system, process or question. Operations · When you ask Works with Slack, Email.](https://maito.app/workflows/answer-who-owns-this)

[See all workflows](https://maito.app/workflows)

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