Escalating Document Request Reminder Chain
A done-for-you professional services automation built for the Client Onboarding Specialist, connecting Twilio, Airtable, and Google Sheets so the work below happens on its own.
What this automation does, step by step
Clients who haven't uploaded required documents, tax paperwork, claims forms, signed disclosures, automatically receive escalating reminders as the relevant deadline approaches, starting friendly and growing more urgent the closer the date gets, without a staff member needing to track who's outstanding on a spreadsheet.
The client onboarding specialist gets a live dashboard of exactly which clients are missing which document, sorted by days until deadline, replacing the old habit of manually chasing down paperwork by phone one client at a time during the busiest weeks of the year.
- Client portal (e.g., TaxDome, Canopy, or Karbon)
- Zapier or Make.com
- Twilio (client document reminders)
- Google Sheets or Airtable (return status dashboard)
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
Without this system, a client onboarding specialist manually pieces together information from different places, then has to relay it to everyone who needs it. It's the kind of work that quietly eats hours every week.
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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