Will clients know it is automated?

Each client receives a message about their own job, setting out exactly what is outstanding. The tone and timing follow the rules you set, and anything sensitive goes through your team first.

What happens when a client sends the wrong thing?

It is checked against the request and held back from the file. The client is told what is still needed, and a person steps in whenever it is not straightforward.

Does this work for clients who are not on cloud software?

Yes. Chasing works from what the job needs, whatever system the client keeps their records in.

Client chasing and document collection

Get client records in without chasing by hand

Each client is asked for exactly what is missing and reminded in the way they respond to, and whatever arrives is checked against the request before it is filed.

The problem

Getting records out of clients is the work that delays everything else. Nothing can be prepared, reviewed or billed until it arrives.

It is also relentless: the same requests, the same reminders, the same partial responses that nobody has time to check properly.

What the system does

01Works out what is outstanding on each job, instead of sending a standard checklist.
02Writes to each client individually, through the channel and at the cadence they respond to.
03Reads what comes back and checks that it answers the request before filing it.
04Escalates to a person when something is unclear, missing or looks wrong.

The numbers it moves

Turnaround time: Measured from request to complete records, per job, before and after.
Staff hours on chasing: The time your team spends writing and tracking reminders, usually the first saving to show.
Lock-up days: When records arrive sooner, work starts and is billed sooner, which shows in WIP days.

What you can check

Every request, reply and check is logged against the job, so the record of what was asked for and when is complete without anyone keeping it by hand.

What it looks like

Records chasingOpen requests

Request queue

28 open

Harcombe Pike Fabrication Ltd
Bank statements, January to March
Partly received
EmailOpen 4 days
Held: bank statement sent is for the wrong period, client asked again
Wrenfield Dental Studio Ltd
Purchase invoices, March
Requested
Text messageOpen 2 days
Tarn Hollow Catering Ltd
Payroll summary
Chased twice
EmailOpen 11 days
Quillon Marsh Logistics Ltd
Fixed asset list
Complete
Client portalOpen 5 days

Every request and reply logged4 of 28 need a person

Illustrative. Built around your firm, your clients and the systems you already run.

Chase Engine command centre: records outstanding against the next deadline, items referred for a decision, and coverage across six bookkeeping systems — Every deadline in the practice on one screen: which is furthest behind, how much is still with clients, and the few items the system referred to a person instead of deciding alone. It handles clients on Xero, on spreadsheets and on paper in the same way.An early version on demonstration data, before it is tailored to a practice

Chase Engine pipeline: every outstanding request item across pending, requested, chased, partially received and complete — Every outstanding request, at the stage it has reached. Most are waiting on clients, which is the half nobody usually tracks. Each card shows how long the request has been open, how many reminders have gone out and when the next is due.The same early version, on the same demonstration data

Questions

Will clients know it is automated?: Each client receives a message about their own job, setting out exactly what is outstanding. The tone and timing follow the rules you set, and anything sensitive goes through your team first.
What happens when a client sends the wrong thing?: It is checked against the request and held back from the file. The client is told what is still needed, and a person steps in whenever it is not straightforward.
Does this work for clients who are not on cloud software?: Yes. Chasing works from what the job needs, whatever system the client keeps their records in.

Start with a conversation

The first conversation is free. We will talk through where your team’s time is going and tell you plainly whether we can help.

Book the first conversation

Last updated 14 October 2026