Client documents in, named, filed and chased without the busywork
Documents that arrive by email are named and filed to the right client folder, missing items are requested by name, and nothing posts to anyone’s books without review.
An example build for accounting, bookkeeping and tax practices
Every morning
What you’d see
- A daily list of what arrived and where it was filed
- A checklist of missing documents for each client
- Exceptions waiting for a person
What slips today
Nobody did anything wrong. There just weren’t enough hands.
- Client documents arrive by email, and someone renames, files and logs every one.
- Clients who still owe you paperwork get chased one email at a time.
- Engagement letters wait days for a reply, and nobody checks in.
The build
What comes in, what the system does with it, where the work lands, and what goes to a person.
Comes in
- Client email with attachments
- Upload links
- Calls during busy season
Handled by:
- Ops Autopilot
- Lead & Quote Autopilot
- AI Receptionist & Assistant
Checked against your rules
Lands in
- Client folders, named the same way every time
- Missing-document checklists
- Engagement follow-ups
Goes to a person Your staff for exceptions, advice and anything that touches the books.
It does the paperwork.
It follows up on every quote.
It answers the phone.
A Tuesday, two ways
The same day at the same business, before and after. An example day: yours would follow your services, hours and rules.
8:00 AM
Answers
TodayVoicemails from last night, mostly “call me back” with no details.
With the systemLast night’s callers were answered. Each message says who called, what they need and the best time to reach them.
10:15 AM
Paperwork
TodayClient documents arrive by email, and someone renames, files and logs every one.
With the systemIncoming documents are named, filed to the right client folder and logged. Staff review the exceptions.
2:00 PM
Follows up
TodayQuotes and engagement letters wait days for a reply, and nobody checks in.
With the systemEvery open engagement letter got a polite follow-up. Two clients replied with questions, flagged for you.
4:45 PM
Follows up
TodayClients who still owe you paperwork get chased one email at a time.
With the systemClients missing documents got an email reminder listing exactly what’s still needed.
Rules it follows
Routing and approvals follow your rules every time. These are examples; you set your own.
- Nothing posts to a client’s books without a person’s review.
- Tax and accounting questions go to staff. The assistant takes the question and the deadline.
- Files that can’t be matched to a client go to the exceptions list.
- Reminders go out on your schedule and list exactly what’s still needed.
Handled with care
- Nothing is posted to the books without review.
- Advice stays with your staff.
- We show you exactly which services touch client documents, and who can see them.
Connects to
- Your shared inbox
- Client folders in Microsoft 365 or Google Drive
- Your practice-management software or a spreadsheet
- Your accounting software, review-only
What comes first
One job, done properly, then the next.
The first build
- Document naming and filing from the inbox
- The exceptions list
- A daily summary of what arrived
A first system is usually live in about two weeks.
Added when you’re ready
- Missing-document reminders
- Engagement letter follow-ups
- Busy-season phone intake
What we’d need from you
- A walk-through of how the work moves today.
- Your common questions and the answers you want given.
- Your rules: what’s urgent, who gets what, what always goes to a person.
- Access to the phone line, inbox or software involved, set up together. We never ask for passwords by email.
This is an illustration of the kind of system we build, not a client story. Every business gets its own build.
Tell us the one task that eats your week.
We’ll show you a working example and what it would take to automate it, with no obligation.
- A short call, with no jargon and no pressure.
- You’ll leave knowing your first quick win.
- If automation isn’t worth it for you yet, we’ll tell you.
Prefer to call?(816) 788-9555
Prefer email?sales@newlinxkc.com