Worked example · new-client setup and document collection
One form opens the file. The chasing happens by itself.
Lakeside Bookkeeping is a made-up accounting practice. When a client signs up, the software builds the document checklist from the service chosen, gives the client a page to send things in, reminds them on day 3, 7 and 14, and stops the moment the file is complete.
This is an example, not client work. The firm and its clients are made up. You have your own private copy, so click anything. Emails are shown in the activity log, not sent. The example's clock reads Monday, October 5; jump it ahead to watch reminders go out.
Staff view · client file
Birchwood Pet Grooming
Monthly bookkeeping · hello@example.com · opened Sep 15
5 of 5 documents in. File complete Sep 22.
Checklist
- Last 3 bank statements Checked
- Last 3 credit card statements Checked
- Chart of accounts or last year's books Checked
- Payroll provider login or reports Checked
- Sales tax account details Checked
Activity
- systemFile opened for Monthly bookkeeping. Checklist of 5 documents created from the service type.
- systemWelcome email drafted to hello@example.com with the checklist and the client's own page.
- clientSent "bank-q3.pdf" for Last 3 bank statements.
- clientSent "visa-q3.pdf" for Last 3 credit card statements.
- clientSent "books-2025.qbb" for Chart of accounts or last year's books.
- clientSent "payroll-reports.pdf" for Payroll provider login or reports.
- clientSent "sales-tax.pdf" for Sales tax account details.
- systemAll documents in. Reminders stopped. Partner notified that the file is ready for review.
How this would work in your business
- The checklist is a rule, not a memory. Each service has its own list. Change the list once and every new client gets the new version.
- The client has one place to look. No hunting through email for what they still owe. In a real build the page takes the files and keeps them in your own storage.
- Reminders stop on their own. Nobody has to remember to stop chasing, and nobody gets chased for something they already sent.
- A person takes over at the right moment. After the last reminder, or when the file is complete, the software hands it to a person and says why.
Built from the same parts as the client intake system I run for a financial planning firm, where the questionnaire is filled in from a meeting transcript and the client confirms it.