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Chasing documents shouldn’t be your busiest job.
At tax time, half the week goes to asking clients for the same missing papers and answering "did you get my file?". We set up a way to chase documents until a list is complete, answer status questions, sort the calls and handle intake forms. It never gives tax, legal or accounting advice. Confidentiality comes first, and your office decides everything.
What the busy season does to an office
The work you trained for gets pushed aside by the work around it.
Chasing the same documents again and again
The T4 is in, the receipt isn’t, the statement is the wrong year. Each client is four or five emails before the file is complete.
"Did you get my file?" all week
Clients want to know where things stand. Every call and email takes you away from the file in front of you.
Calls that need sorting
A new client, an existing one with a deadline, a salesperson, a wrong number. Someone has to work out which is which before anyone can plan the day.
From a pile of requests to a complete file
We take the chasing and the sorting, and your people take the files and the decisions.
- Client calls, emails and messages
- Your document checklists
- Your intake forms
- Your office rules for who sees what
Your office, organized- A list of what’s received and what’s missing
- Reminders to clients until the list is complete
- Calls sorted and sent to the right person
- Intake information ready for review
How it works
Scroll through one client’s path, from the first request to a complete file.
- 1
Each client gets their own checklist
You tell us what you need from each type of client. They get a clear list of the documents and a simple way to send them.
- 2
Missing items get a polite reminder
Clients who haven’t sent everything get a reminder at the interval you set. You see in one place who’s complete and who’s still missing something.
- 3
Status questions get an answer
When a client asks where things stand, the assistant tells them what’s been received and what’s still needed, based on your checklist. Anything about the substance of their file goes to a person.
- 4
Calls are sorted, and intake forms are ready
Calls reach the right person with a short note. A new client’s intake form arrives complete and ready for your review, before anyone decides to take the file.
Professional secrecy comes before convenience.
Client files are sensitive. Access is limited by role, so each person sees only what they need. The assistant never gives tax, legal or accounting advice. The office approves everything and stays responsible to its professional order. We don’t state what those rules are, so check them with your order.
- Access limited by role in your office
- No tax, legal or accounting advice from the assistant, ever
- Conflict checks and file decisions stay with people
- Your office approves the wording of everything that goes out
A checklist per client, followed until it’s done.
Instead of rereading emails to see what’s missing, you open one view. It shows what each client sent and what you’re still waiting for.
- A checklist for each type of client or file
- Reminders to your own clients, at your interval
- A clear view of what’s received and what’s missing
- Intake forms that arrive complete, ready for your review
Different work, same headaches.
Every business has its own rules. The calls, the chasing and the paperwork look surprisingly alike.
Your project, step by step
A typical start. Nothing goes to a client until you’ve approved the wording.
- Step 1
A short call
We learn your checklists, your busy season and who in your office should see what.
- Step 2
Set up
We write the reminders and the checklist with you, and agree on the access for each role.
- Step 3
Test with you
You try it as a client would and tell us what to change.
- Step 4
Go live
It starts chasing and sorting. You get a short note each month on what moved.
What you get
- A document checklist for each client, with reminders until it’s complete
- A clear view of what’s received and what’s missing
- Status questions answered from your checklist
- Calls and messages sorted and sent to the right person
- Intake forms that arrive complete, ready for your review
What we need from you
- Your document checklists for each type of file
- The roles in your office and who should see what
- Your approved wording for reminders and answers
- A person to take any question about the substance of a file
What it won’t do
- It never gives tax, legal or accounting advice
- It doesn’t decide whether to take a file, and it doesn’t run conflict checks
- It doesn’t share a client’s information with anyone who doesn’t have the access you set
- It doesn’t promise clients a result, a refund or a deadline
Questions
What it costs
Custom to your business. The AI agent starts from CAD 2,000 to set up, plus a monthly fee. Websites, apps, ads and search work have their own starting prices on the Pricing page, and any ad spend is paid directly by you to the platform.
How pricing worksCan it answer a client’s tax question?
No. It never gives tax, legal or accounting advice. It can say what you’ve received and what you still need. Anything about the substance goes to a person in your office.
What about confidentiality?
It comes first. Access is limited by role, and we’ll talk early about what the assistant should never see. Your office approves everything and stays responsible to its professional order.
Who decides whether we take on a new client?
You do. The assistant can collect intake information and pass it to you. Conflict checks and the decision to take a file stay with people.
Does it say it’s an AI?
Yes, whenever someone asks. A person takes anything that needs judgment.
Do reminders count as promotional messages?
Reminders about documents go to your own clients about their file. Anything promotional, like a newsletter, needs the person’s consent under Canada’s anti-spam law.
We’re a two-person bookkeeping office. Is this too much?
Maybe. If a simple checklist or a tool you can buy yourself would do, we’ll tell you. Often the best start is just the document reminders.
Which document do you chase the most?
A clear answer within 2 business days: we can build it, partly, or not a fit.