Knowing which clients are ready to file, without opening a single folder
The problem
Clients upload paperwork throughout tax season. Someone has to open each document, work out what it is, decide whether the return can be started, and chase whatever is missing. In season that arrives faster than anyone can keep up — and the question the firm actually needs answered, who is ready and who is waiting on what, has no current answer.
The insight
Reading the documents was never the bottleneck — knowing what is missing was
Most automation stops at reading the paperwork, which leaves you with well-organised files and still no idea where anyone stands. The useful answer is the gap: given what this client has sent and what their return needs, what is still outstanding? That turns a pile of uploads into a simple status per client — and it is also what makes automatic chasing safe, because the system only ever asks for something the client genuinely has not sent.
What we built
- Documents sorted automatically the moment a client uploads them
- A running list, per client, of exactly what is still missing
- Follow-up emails that ask only for the documents genuinely outstanding
- A dashboard showing every client's position in the filing process, always current
- Anything the system is unsure about goes to a person instead of being guessed
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