For accountants
The chasing stops being your job.
Build a system of agents that asks each client for what you need, when you need it, and keeps asking until it arrives. You open one list and see who is ready and who is not, instead of sending a month of reminders yourself.
The client
What it changes for your client.
In plain language, one item at a time, with the reason and the date attached - instead of a list of terms they have to look up before they can start.
Reminders at the interval you set, and a clear warning while there is still time to do something about it.
A question about an invoice or an expense is answered when they think of it, from the guidance you wrote, rather than saved up for the next meeting.
Because the records arrive on time, what you tell them is current - not a picture of where they were three months ago.
You
What it changes for you.
The agent asks, reminds and escalates on its own. Your part is one list of who is ready and who is not, rather than a fortnight of writing the same message to different people.
A client who has gone quiet is a signal weeks before the deadline, not a discovery on the day. Silence is treated as information.
Clients subscribe monthly, through the app, directly to you. You set the packages and the prices.
How it works
You set it up in writing. There is no code.
You describe, in plain language, what you need from each kind of client and when, where the answers come from, and which questions you want in your own hands. That description becomes the agent, and you can change any of it later in the same way you wrote it.
The records, the frequency and the deadlines - per client type, with the dates that never move written down once.
The guidance notes you have written and approved, and the client's own record. Change a note once and every client hears the new version.
The questions you would rather take yourself. Each arrives with what the client has already told the agent, so you are not starting the conversation over.
Where to start
Start with the clients who repeat.
The same records every quarter, the same forgotten receipts, and one annual date that arrives the same way every year.
Payroll every month and a year end that depends entirely on whether the records turned up on time.
A fixed cycle, a hard deadline and a penalty attached to missing it. The category where chasing pays for itself first.
Each has its own records, its own cycle and its own dates. A freelancer and a company on monthly payroll are not chased the same way.
The same system, other client types.
What changes is the list of records and the calendar. The mechanism is identical.
Statements, expenses and a return that depends on twelve months of small documents nobody kept.
Several platforms, several statements, and a monthly reconciliation that only works if all of them arrive.
What the app does
It asks, it reminds, it answers, and it escalates.
One item at a time, at the point in the cycle you chose, in language the client understands. A photograph of a receipt is an acceptable answer.
At the interval you set, and it stops the moment the thing arrives. A client who has ignored three reminders becomes a signal in its own right.
The questions you answer twenty times a year, from guidance you wrote and approved. Same wording every time, and you can change it once for everybody.
Anything outside that guidance. It becomes an item on your list with the client's history attached, so you answer it once and move on.
Everything is in, on time, and nothing is outstanding. The client is told so, and you see it in the report.
Something is missing, or a client has asked something you wanted to see yourself. It reaches you as an open item, with the history attached, and you decide without reopening the whole file.
A deadline is close and the records are not in. You are told immediately, while there is still time to file something rather than explain a penalty afterwards.
In practice
Where it runs, and how you get paid.
One account per client, holding their type, their cycle, what is outstanding and everything they have sent - including the photographs. You see the file and the report. They see a conversation.
WhatsApp for the clients who prefer it, and a chat window on your own site for the ones who do not. Nothing to install, which is the difference between records that arrive and a portal nobody logs into.
Payment is part of the flow rather than bolted onto it. You decide what a package includes and what it costs, clients subscribe from inside the app, and the money arrives in your own account.
You build a page for the service inside the app, in your firm's name: what it covers, who it is for, what it costs and how to start. No website and no developer.
Effort and cost
What it takes, and what it costs.
An afternoon to describe what you need from each client type and when, then one full cycle with a handful of clients you know well.
A report you read in a few minutes, and the decisions on whatever it puts in front of you.
A Surogate plan from $96 a month at the level that includes client subscriptions and payments.
Clients pay you monthly through the app, at the price you set.
Start here
Start with one client type.
Tell us what you need from them and when you need it. You will read the first message they would receive before anyone receives it.