Chase Client Records Without Chasing Clients
Each client is asked for what is actually missing, reminded in the way they respond to, and what 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.
65% of practices say collecting records and documents is their biggest workflow problem (Financial Cents State of Accounting Workflow, 2025).
What the system does
- 01Works out what is genuinely outstanding on each job, rather than sending a standard list.
- 02Writes to each client individually, through the channel and at the cadence they respond to.
- 03Reads what comes back and checks it answers the request, instead of filing whatever arrives.
- 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, which is the time that disappears first.
- Lock-up days
- Records arriving sooner means work starts and bills sooner, which shows in WIP days.
How it is proven
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.
Questions
- Will clients know it is automated?
- They receive a message about their own job, referencing exactly what is outstanding. Tone and timing follow the rules you set, and anything sensitive routes through your team first.
- What happens when a client sends the wrong thing?
- It is checked against the request and held rather than filed. The client is told what is still needed, and a person is involved when it is not straightforward.
- Does this work for clients who are not on cloud software?
- Yes. Chasing works from what the job needs, not from what system the client keeps records in.
Would this pay for itself in your practice?
A 30-minute call to talk through how your practice runs this work today, and whether an Audit is worth doing. If it is not, we will say so.
Last updated 29 September 2026