Client Document Chaser

What it does

Weekly: drafts a polite reminder per client listing exactly which documents are still outstanding. Nothing is sent until you approve the batch.

• Every Monday, reads your documents-needed sheet: one row per client, with a column per document (up to 50 clients per run).
• Dates are worked out in code, never by the AI: days until or since each date, the window and business days are computed in your workflow's time zone, and records outside the window are skipped before the AI sees them.
• For each client with documents outstanding who hasn't been reminded in the last 5 days, AI lists exactly what's still needed and drafts a polite reminder: friendly, firmer, then final as the deadline nears (the tone is picked in code from the days left).
• Skips clients with nothing outstanding, no email, or notes saying on hold, extension filed or do not contact.
• The whole batch waits for your approval; you edit any email or hold any client.
• Each approved email is checked in code (still marked to send, one valid recipient, no placeholders left) and by an AI wording check that only stops advice, threats and requests for sensitive details; then it is sent with replies to your inbox.
• Writes the date in the client's “Last reminded” column and emails you a summary.
• The summary is counted in code from what each step really did (sent, held, skipped, failed), so it never reports a held message as sent.

What it needs

• A paid plan (agents run live on paid plans).
• An AI provider key (Settings → AI Providers).
• Google Sheets, connected in Settings → Integrations.
• A documents-needed sheet kept up to date as files arrive, with an email and a “Last reminded” column per client.

What it doesn't do

• It doesn't collect files: clients send them through your portal or email as usual.
• It drafts and organises for a person to approve, and gives no tax, legal or financial advice. It only asks for documents.
• Received status comes from the sheet only, so mark documents received as they arrive.
• It never emails a client before you approve the batch.
• It handles up to 50 client rows per run.

Availability and plans

Included free on the Enterprise plan; on other paid plans it's a one-time purchase per workspace (the price is on the Agents page). The Agents page in the app always shows its current status.

Before you start

• A paid plan: agents run live, and the Free plan only runs Dry Runs.
• An AI provider key (OpenAI, Anthropic, Google and more) in Settings → AI Providers. AI usage is billed by your provider.
• These apps, connected in Settings → Integrations: Google Sheets.
• Nothing to send: the agent runs on a schedule.
• About 20 minutes.

• Bring your own AI key
• Google Sheets (live)

Set it up step by step

Get the agent first (buy it, or it's already yours when your plan includes it), then in Agents → My agents press “Set up this agent”. That creates the agent's workflow in your workspace (it counts towards your plan's workflow limit) and opens the canvas with a setup checklist above it. Each item links to the exact place to go and ticks itself off when it's done.

1. Connect your AI provider

The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.

• Connect your AI provider

2. Connect Google Sheets

Connect the Google account that can open your documents-needed spreadsheet (Settings → Integrations → Google Sheets).

• Connecting Google Sheets

3. Add your firm details

Open “Draft the reminder (or skip)” and replace the placeholder with your firm name, how clients send documents, your deadline wording and sign-off.

4. Pick your documents-needed sheet

Open “Read the documents-needed sheet” and “Note the reminder in the sheet”, pick the account, spreadsheet and tab in each, and enter the letter of your “Last reminded” column.

5. Add your inbox and the summary recipient

Open “Email the reminder” and enter your firm inbox for replies, then “Email the summary” and enter who gets it.

6. Test it with Dry Run

Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.

• Dry Run vs Run

7. Switch the trigger on

Open the trigger, set your time zone (deadlines and “Last reminded” are counted in it) and switch the schedule on. It runs every Monday at 9:00.

How it works

The agent is a normal workflow with 16 steps (2 AI steps, with a person approving in Reviews). You can open, edit and monitor it like any other workflow.

• Mondays at 9:00 — Runs on a schedule (cron 0 9 * * 1, UTC — change it in the trigger's settings). Runs every Monday morning. Keep the documents-needed sheet up to date as files arrive. Set your time zone on the trigger.
• Read the documents-needed sheet — Google Sheets: Read rows. Reads your documents-needed sheet: one row per client, with an email, a deadline, a “Last reminded” column and one column per document marked received or not.
• Check the dates — Step. In code, not AI: skips clients reminded in the last 5 days (a blank “Last reminded” means never) and puts each client's deadline in a tier — final (7 days or fewer, or past), firmer (8–21 days) or friendly (more than 21 days; also when there is no deadline). Change the 5 days (lastReminded.olderThan) or the tiers (buckets) here.
• Each client due a reminder — Repeats the steps below for each item (up to 50 per run). Repeats the draft step for every client the date check kept (up to 50 per run, to stay inside the run's AI budget).
• [For each item — “Each client due a reminder”] Draft the reminder (or skip) — AI step (runs on your AI provider key). AI lists exactly which documents the client still owes, skips clients with nothing outstanding, and drafts a polite reminder in the tone the date check picked (it gets firmer as the deadline nears).
• Approve this week's reminders — A person approves or rejects it in Reviews (the run waits). All of this week's reminders wait in Reviews together. Staff edit any email, set send to false on any that shouldn't go out, and approve the batch; nothing is sent before that.
• Batch not approved — Kept in the run history. Branch: Rejected. Rejected batches are kept in the run history; nothing was sent.
• Each approved reminder — Repeats the steps below for each item (up to 50 per run). Branch: Approved. Repeats the wording check, the code checks, the email and the sheet update for every draft in the approved batch.
• [For each item — “Each approved reminder”] Final check on the wording — AI step (runs on your AI provider key). AI reads each approved reminder for tax, legal or financial advice, threats and requests for sensitive details only — listing the documents, the deadline and your stated consequence are fine. It must quote the exact sentence it objects to.
• [For each item — “Each approved reminder”] Check before sending — Step. In code: drafted to send, still marked to send after review, exactly one valid email, a row number, and a subject and body with no placeholders left — plus the wording check's verdict. Anything that fails is held, with the reason.
• [For each item — “Each approved reminder”] Send it? — Decision: picks the branch to follow. Drafts that pass every check are sent; skipped and stopped ones are held and listed in the summary with the reason.
• [For each item — “Each approved reminder”] Held — Kept in the run history. Branch: Held. Skipped, set to not send in the review, or stopped by a check; the reason is in the run history and the summary.
• [For each item — “Each approved reminder”] Email the reminder — Sends an email from your workspace's sender. Branch: Passes. Sends the approved reminder to the client from your workspace's sender, with replies going to your firm's inbox.
• [For each item — “Each approved reminder”] Note the reminder in the sheet — Google Sheets: Update a row. Writes today's date (YYYY-MM-DD, in your time zone) in the client's “Last reminded” column, so the client isn't chased twice in one week.
• Count what happened — Step. In code, not AI: sorts every approved draft by what really happened — reminded (final notices first), skipped, held (with the reason) or failed — and lists the clients the date check left out.
• Email the summary — Sends an email from your workspace's sender. Sends the run summary (reminded, held, skipped — counted in code) to the person who owns client follow-up.

Test it with Dry Run

Press Dry Run in the canvas. The agent runs on the sample data stored on its trigger (the “Sample data for Dry Run” box), so you can check every step's output before anything is live.

• Nothing is sent or written: app actions, emails and Slack posts are simulated, and AI steps don't call your AI provider.
• Approval steps use the Dry Run decision you pick in the step's settings (approved, rejected or timeout), so you can try each branch.
• For-each loops repeat only the first 3 items.

Go live

• Open the trigger, set your time zone (deadlines and “Last reminded” are counted in it) and switch the schedule on. It runs every Monday at 9:00.
• Scheduled runs start only once the schedule is activated, and can't repeat faster than your plan's minimum interval.
• The setup checklist adds a “paid plan” item before activation: live runs need a paid plan (the Free plan only runs Dry Runs).
• When every checklist item is done and the trigger is on, the checklist says “Live — this agent is running”. Follow its runs in the workflow's History tab and in Analytics → Agents.

• Scheduled triggers
• Switching a trigger on (Activation)

Questions

What should the sheet look like?

One row per client: Client, First name, Email, Deadline, Notes, Last reminded, then one column per document (W-2, 1099-INT, Mortgage interest statement…) with “Received”, “Missing” or “N/A”. A single “Outstanding” column listing the items works too.

How are the dates handled?

In code, not by the AI, in your trigger's time zone: a client reminded in the last 5 days (per “Last reminded”) isn't drafted at all, and the tone comes from the days to the deadline — final at 7 days or fewer (or past), firmer at 8–21, friendly beyond that or with no deadline. Change these in “Check the dates”. Dates like 2027-03-01, 3/1/2027 or March 1, 2027 all work.

Does it collect the files?

No. Clients send documents the way you tell them to (your portal or email). Mark them received in the sheet and they drop out of next week's reminder.

Is anything sent without approval?

No. Each week's drafts wait in Reviews; nothing is emailed until you approve the batch, and you can hold any single client.

Troubleshooting

• “No AI provider connected” or a rejected key: connect or fix the key in Settings → AI Providers, then press Test there.
• A checklist item stays unticked: the setting is still empty or still contains its placeholder text. Open the step from the checklist and fill it in.
• An app step fails with “Needs reconnect”: the account's access was revoked or expired. Reconnect it in Settings → Integrations.
• It didn't run at the expected time: the schedule must be activated, and its time is in the trigger's timezone.
• A run shows as paused: it's waiting for someone in Reviews to approve or reject it.
• A step failed: open the run in History and check that step in the Trace tab for the error and what it received.

• Debugging failed runs
• Error messages
• Get help