Most accountancy firms have been there: the annual tax return deadline looms, and you're chasing that one elusive document from a client. You've emailed, called, maybe even sent a carrier pigeon, and yet... silence. This isn't just a minor annoyance; it's a serious time sink that can cascade into missed deadlines and strained client relationships. But it doesn't have to be this way.
Chasing missing documents without a clear system is a recipe for chaos. Accountancy firms often lose valuable time, which could be spent on billable work. According to our experience, firms can spend up to 10% of their workweek simply following up on missing paperwork. This inefficiency not only affects the bottom line but also impacts client satisfaction. Clients expect smooth, professional service, and when you're constantly pestering them for documents, it reflects poorly on your firm.
To mitigate this, clear communication from the outset is crucial. Inform clients of the deadlines and the documents required as early as possible. This reduces the last-minute scramble and gives clients ample time to gather what you need. However, even the best-laid plans can go awry if the system for tracking and following up on these documents isn't robust.
A reliable document tracking system is essential for efficiency. The key is to automate as much of the process as possible. Manual tracking, often done via spreadsheets or emails, is prone to errors and can be incredibly time-consuming. Instead, use a practice management software that integrates document tracking with client management. This allows you to see at a glance which documents are outstanding for each client.
Start by categorising documents by priority and due date. This helps you focus on what's urgent and prevents less critical items from slipping through the cracks. Automate reminders for both your team and clients, ensuring that follow-ups are timely and consistent.
Many firms have found success with [digital signature tools](/blog/digital-signature-tools-for-accountants-streamline-workflows) that streamline document signing and return, cutting down on delays. Such tools not only save time but also enhance client experience by reducing the steps they need to take.
Effective communication is often the missing link in the document chasing process. It's not enough to send a generic reminder email. Tailor your communications to each client, clearly outlining what is needed and by when. Personalised communication shows clients that you value their time and understand their needs.
Use multiple channels to ensure your message gets through. While email remains the primary method for many firms, consider diversifying to include phone calls or SMS reminders for more urgent requests. The key is to be persistent but not intrusive.
If you've set clear expectations from the start, your follow-ups will be seen as part of a professional process rather than as an annoyance. This kind of proactive communication fosters better client relationships and can even lead to referrals.
ilmove Accountancy revolutionises the way firms handle document chasing by automating much of the process. Its document tracking feature integrates seamlessly with client management, allowing you to see outstanding items at a glance. No more manual spreadsheets or juggling multiple systems.
The software's automated reminder system is a game changer. It sends timely reminders to clients about missing documents, reducing the need for manual follow-ups. Clients receive automated emails or SMS notifications, which can be customised with your firm's branding and specific messaging. This not only saves time but also maintains a consistent professional tone.
Additionally, ilmove Accountancy's client portal ensures that clients have a centralised location to upload their documents securely. This eliminates the back-and-forth of email attachments and ensures that documents are stored in compliance with GDPR regulations.
By using ilmove Accountancy, firms have reported cutting document collection time by 50% and reducing unpaid invoices by automating follow-ups. It transforms a cumbersome process into a streamlined workflow, allowing accountants to focus on providing value to their clients rather than chasing paperwork.
Integrating ilmove Accountancy into your firm's workflow is straightforward and can dramatically enhance efficiency. Start by setting up your client database within the software, ensuring all contact information and document requirements are up-to-date.
Utilise the software’s deadline management features to track VAT, corporation tax, self-assessment, and payroll deadlines. This integration ensures that you never miss a critical date, and clients receive timely reminders to submit necessary documents.
For firms still relying on manual processes, the transition to ilmove Accountancy is smooth and well-supported. Our team works with you to ensure that your entire client base is imported accurately, and we provide training to get your staff up to speed quickly.
Book a 15-minute demo at https://calendly.com/ilmoveai/demo to see ilmove Accountancy on your own workflow.
Book a 20-minute walkthrough — we'll show you how ilmove Accountancy handles your specific use case.
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