How to stop chasing clients for documents every month

Keep one list per client of the exact documents owed, send a reminder that names the missing item at day 3, day 7 and day 10 after the request, and give one person ownership of follow-up. This takes about 15 minutes to set up by hand and can be automated on your own accounts.

Updated 14 October 2026.

The checklist

1. One row per client per month: client, document needed, date requested, date received.
2. Request on a fixed day each month, with the list of items in the email, not "your documents".
3. Reminder 1 at day 3: name the one or two items still missing.
4. Reminder 2 at day 7: say the date you need them by to finish on time.
5. Reminder 3 at day 10: offer a different way to send (photo, shared folder, bank feed).
6. After day 10, phone the client once. Log the outcome in the same row.

Reminder wording that works

"Hi Sam, for your March books I still need the April bank statement and the two receipts over $200. Can you send them by Friday?"

If you would rather not run this yourself

Ownly Works sets up an assistant that does the tracking and drafts the reminders, on your own accounts. $150 once, you own it, optional $30 per month upkeep. See the offer and terms.