Secure Document Collection & Follow-Up System
A done-for-you financial services automation built for the Client Services Coordinator, connecting Twilio so the work below happens on its own.
What this automation does, step by step
When an advisor needs a client's tax documents, statements, or a signed form, this automation sends a secure, trackable request through the firm's client portal rather than an email attachment that gets lost in an inbox.
The client receives a link, an upload deadline, and a checklist of exactly what's still outstanding, and the system sends a reminder every three days until every item is marked received.
The client services coordinator sees a live dashboard showing who has fully responded, who has partially responded, and who hasn't opened the request at all, and escalation texts go out to anyone still missing documents 48 hours before a filing or meeting deadline.
What used to be a manual chase through email threads becomes a fully tracked process where nothing is missed and nobody has to ask twice.
- Zapier or Make.com
- Redtail CRM or Wealthbox
- TaxDome or SmartVault (secure client portal)
- Twilio or email (reminder sequence)
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
The manual version of this puts the entire workload on a client services coordinator, who has to juggle phone calls, emails, and spreadsheets just to keep things moving. It rarely feels urgent in the moment, but it adds up fast.
With this automation
- Expiration and renewal alerts on a 90, 60, and 30 day countdown
- Signature and document chasers that escalate on their own
- Deadline tracking for filings, permits, and inspections
- An automatic audit trail of every notice sent
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