Tax Season Document Collection & Deadline Tracker
A done-for-you professional services automation built for the CPA / Accountant, connecting Twilio, Airtable, and Google Sheets so the work below happens on its own.
What this automation does, step by step
At the start of tax season, every client automatically receives a personalized document request list tailored to their entity type, with a secure upload portal link.
The system tracks what has been received versus what is outstanding and sends weekly nudge emails and texts to clients with missing items, escalating frequency as the filing deadline approaches.
The accountant sees a live dashboard showing which returns are ready to work, which are waiting on client documents, and which are at risk of missing the deadline, replacing the sticky-note system that usually passes for project management during tax season.
- 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
Done by hand, this depends entirely on a cpa / accountant remembering to check in, update records, and follow up, with no safety net if something slips.
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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