Chase missing paperwork before appointments
Clients get a reminder about missing documents days before their appointment, and you get the list.
Operations · Accounting and bookkeeping · On a schedule · Updated
Works with
- Slack
- Gmail
- Microsoft 365
- Superhuman Mail
- Box
- Dropbox
- Notion
Slack
Gmail
Microsoft 365
Superhuman Mail
Box
Dropbox
NotionHow do you chase missing paperwork before appointments?
To chase missing paperwork before appointments, set up a morning Loop. Maito checks the next few days of appointments against your checklist, reads the uploads, emails each client one reminder listing what is missing or unreadable, and posts the status in Slack.
How it's done today
Reception checks forms by hand and chases clients one at a time.
What Maito does
- Check each upcoming appointment against the document checklist
- Email clients what's missing
- Tell the professional what's ready
- Leave attendance decisions to a person
Example
Loop run: Daily 8:00 AM · Document check
5 appointments in the next 3 days. 3 are complete. • Thu Oct 22, 10:00 AM, Ravi and Anita Shah: missing a 1099-INT from Globex Bank and the property tax statement. Reminder sent at 8:00 AM. • Fri Oct 23, 2:00 PM, Jenna Cole: all items received, but the W-2 upload is a photo with the bottom edge cut off, so boxes 12 to 14 can't be read. Reminder sent asking for a clearer copy. Catch: Jenna's file says received, so a simple checklist would show her complete. From the intake forms and the client uploads.
@Maito Keep the Shah appointment either way. Tell me Thursday morning where Jenna stands.
Noted. On Thursday at 8:00 AM I'll post Jenna's status. Moving an appointment is your call, so I'll only list the options.
Maito (8:00 AM):
5 appointments in the next 3 days. 3 are complete.
• Thu Oct 22, 10:00 AM, Ravi and Anita Shah: missing a 1099-INT from Globex Bank and the property tax statement. Reminder sent at 8:00 AM.
• Fri Oct 23, 2:00 PM, Jenna Cole: all items received, but the W-2 upload is a photo with the bottom edge cut off, so boxes 12 to 14 can't be read. Reminder sent asking for a clearer copy.
Catch: Jenna's file says received, so a simple checklist would show her complete.
From the intake forms and the client uploads.
Marcus (8:12 AM):
Keep the Shah appointment either way. Tell me Thursday morning where Jenna stands.
Maito (8:12 AM):
Noted. On Thursday at 8:00 AM I'll post Jenna's status. Moving an appointment is your call, so I'll only list the options.
How to set it up
- Ask your agent
“Every morning at 8, check appointments in the next 3 days against the document checklist, email each client a single reminder listing what's missing, and post the status in #tax-prep for Marcus.”
- Connect email
- Gmail
- Microsoft 365
- Superhuman Mail
- Connect files
- Google Drive
- Box
- Dropbox
- Notion
- Microsoft 365
- Use forms
- Typeform
- Tally
No MCP server needed. Ask your agent to save a skill with the steps, then add the login or API key in Settings → Vault.
Not connected yet? Your agent sends you a link to sign in.
What it won't do
It can't judge whether a document is correct or complete for filing. Your staff decide that.
Questions
No. It also notices unreadable or cut-off uploads and asks for a clearer copy.
One reminder per run, listing everything missing, not a separate email per document.
Email, a files tool such as Google Drive or Dropbox, and intake forms from Typeform or Tally.
