A chase drafted every morning, for every client who owes you records.
Each morning the agent reads the deadlines board and drafts a chase to every client whose records are still out as a date nears, in the firm's own voice, stepping up as the date gets closer. The drafts wait for a person to release them. Nothing is sent on its own.
Drafts land in the firm's own mailbox or in the portal. A client's reply comes back to the firm's inbox, where the agent drafts the answer.
14 due in the next 30 days
Drafting a chase to Mira Patel: records out 11 days
Q3 return ready: net VAT to pay £12,314.35
Balanced. Members' copy and iXBRL ready for review
The team, this morning: the Accounts agent on the chases, the others on the returns and the mail.
Three things to know first.
- It knows where each client is
- A chase names the quarter, what is missing and when it is due, because it is written from the board and the books, not from a template with a name filled in. A client whose records arrived yesterday is not chased today.
- It steps up, politely
- A first note early, a reminder nearer the date, a firmer word when the date is close. The ladder is the firm's to set, and a client who answers steps off it.
- A person sends it
- Every chase is a draft until someone at the firm releases it. Release one, release the morning's batch, or edit one first. The record shows who released what.
The chasing, taken off the desk.
Reads the board each morning
Every client with records requested and a date near enough is on the morning's list, with the obligation, the date and how many times they have been asked.
Drafts in the firm's voice
The firm's name, its sign-off, its way of asking. The agent learns from the chases the firm has sent before and from what it is told.
Asks for what is actually missing
Bank statements for the quarter, the sales invoices from March, the receipts the portal has not seen. Not 'your records'.
Steps up as the date nears
The ladder decides the tone and the gap between notes. A client who sends their records, or replies, is taken off it until the next period.
Answers the reply
When a client writes back with a question, the agent drafts the answer from their file. The firm reads it and sends it, or changes it first.
Records the chase
Each chase released is on the client's timeline with who released it and when, so the firm can show what it asked for and when it asked.
In the order it happens.
06:30
The morning job runs
The board is read. Clients whose records are out and whose date is within the ladder's reach get a draft each.
08:30
The firm opens the drafts
The morning's chases, one per client, with the obligation and the ask. Release all, release some, edit one, hold one.
Same day
Clients answer
Through the portal from their phone, by replying to the mail, or by sending the records to the firm's inbox. The board moves to records in.
A week on
The ladder steps up
A client who has not answered gets the next note, firmer, closer to the date, still the firm's words.
The date
The return is prepared
With the records in, the agent prepares the figures and the row moves to prepared, for a person to approve.
Straight answers.
- Does the agent send the chase itself?
- No. Every chase is a draft until a named person at the firm releases it. The release is recorded with the person and the time.
- Whose voice is it in?
- The firm's. The agent writes as the firm writes, from the chases it has seen and what it is told, and signs off as the firm does.
- Can a client be left alone?
- Yes. Hold a client's chases for a period, or keep the client from the agent altogether; the board shows who did so and when.
- Where do the drafts go?
- To the firm's own mailbox, through its Gmail or Outlook connection, or to the client's portal. The firm chooses per client.
Let the morning's chases write themselves.
Tell us how you chase today and in what voice. We set the ladder up on the demo company first, then on yours.