# Client Intake Paperwork: Chase What Is Missing

Source: https://maito.app/workflows/chase-missing-paperwork-before-appointments

Maito checks upcoming appointments against your document checklist, emails each client one reminder and tells your team who is still incomplete.

Clients get a reminder about missing documents days before their appointment, and you get the list.

[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

## How 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

1.  Check each upcoming appointment against the document checklist
2.  Email clients what's missing
3.  Tell the professional what's ready
4.  Leave attendance decisions to a person

## Example

Loop run: Daily 8:00 AM · Document check

**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

On a schedule Chase missing paperwork before appointments

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

### Does it only check that a file exists?

No. It also notices unreadable or cut-off uploads and asks for a clearer copy.

### How many reminders does a client get?

One reminder per run, listing everything missing, not a separate email per document.

### Which tools does it use?

Email, a files tool such as Google Drive or Dropbox, and intake forms from Typeform or Tally.

## 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)

## Put your AI teammate to work.

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