Document collection before a deadline
When to use it
Section titled “When to use it”- Accountants, tax advisers, immigration consultants or bookkeepers who need the same set of documents from many clients by a date.
- Clients send things late, by WhatsApp photo or email attachment, and you spend days chasing.
- You want one upload page, and a clear list of who is still missing.
Where the data comes from
Section titled “Where the data comes from”| How | What |
|---|---|
| A CSV upload | Your client list as a CSV: phone, email, first name, and a documents_status column set to pending. Imported once for each round of collection. |
| A Google Sheet or Excel file, synced | Or the client list as a synced sheet. If you sync, update the sheet's documents_status when clients upload, because every sync writes the sheet's value over the profile. |
| A form people fill in | The Upload your documents form this playbook creates, with a file question for each document you need. Clients open it from a link in the reminders. |
| A form your staff fill in | A Documents reviewed form your team fills when a client's documents are checked, matched by phone. |
What it sets up
Section titled “What it sets up”| Kind | Name | What it does | Lands |
|---|---|---|---|
| Team | Accounts | Calls clients who are still missing documents in the final week. | Empty |
| Form | Upload your documents | The upload form, with a file question for each document. A hidden field marks the client as having sent documents. | Draft, not published |
| Form | Documents reviewed | Staff form to mark a client's documents as checked and complete. Matched by phone. | Draft, not published |
| Segment | Documents pending | Clients who owe documents (status pending). | Ready |
| Template | Documents reminder (email) | Weekly reminder email with the upload link. | Ready |
| Template | Documents reminder (SMS) | Weekly reminder SMS with the upload link. | Ready |
| Follow-up | Documents: weekly reminder | Weekly email and SMS to clients whose documents are pending, from the first reminder date. | Off |
| Follow-up | Documents: final-week calls | One run at the start of the final week; a call task for each client still pending. | Off |
The questions it asks
Section titled “The questions it asks”| # | Question | Default | Fills in |
|---|---|---|---|
| 1 | What should messages call your firm? | none, must answer | org_name |
| 2 | Which documents do you need? (one upload question each on the form) One per line. A short id (letters, no spaces) and the name clients will see. | Valid ID, Bank statements, Income records | documents |
| 3 | What is the deadline? (as you'd say it in a message) | none, must answer | deadline_label |
| 4 | When should the first weekly reminder go out? A date and time like 2026-11-16T09:00 in your time zone. Reminders then repeat every week. | none, must answer | first_reminder_at |
| 5 | When should the call list be created for clients who still haven't uploaded? (the start of the final week) A date and time like 2026-12-28T09:00 in your time zone. | none, must answer | final_call_at |
| 6 | Which team calls clients who are still missing documents? (it can be just you) | Accounts | accountant_team |
Other settings
Section titled “Other settings”These have defaults. Change any that don’t fit.
| Setting | Default | Key |
|---|---|---|
| Number of weekly reminders | 6 | reminder_weeks |
| What the documents are for, as messages say it | your filing | what_for |
| Sender address | ‹workspace default_sender› | email_from |
| Hours to make each call | 48 | call_due_hours |
| Time zone for the schedules | ‹workspace timezone› | timezone |
| Default phone country on the forms | ‹workspace country› | default_country |
| Greeting when a first name is missing | there | greeting_fallback |
Timings
Section titled “Timings”- Weekly reminders by email and SMS, starting ‹First reminder (date and time)› (‹workspace timezone›), 6 of them, to every client whose documents_status is still pending.
- Clients who upload stop being reminded straight away (the upload form changes their status). Clients whose documents your team marks complete stop too.
- On ‹Final-week call list (date and time)› a call task is created for each client still pending, due in 48 hours.
Channels
Section titled “Channels”| Channel | Needed for | Before it can send |
|---|---|---|
| The weekly reminder | A verified sending domain for ‹workspace default_sender›. | |
| sms | The weekly reminder, shorter | An SMS provider, or Origamy managed SMS after business verification (KYC). |
What you need to do
Section titled “What you need to do”- Import your client list as a CSV with phone, email, first name and documents_status = pending, for the clients who owe documents. Only clients with pending are reminded. If you sync a sheet instead, remember the sync overwrites documents_status.
- Add people to the Accounts team. A task assigned to an empty team reaches nobody.
- Publish the Upload your documents form (check each document question, and the file types and size limit) and the Documents reviewed form. Bookmark the review form for your team.
- Check the dates: the first reminder, how many weeks to repeat, and the final-week call list. They are one-off settings, so for next year's deadline run the playbook again with new dates.
- Verify the sending domain, connect an SMS provider or finish business verification, then switch the follow-ups on. Test with your own phone and a test client set to pending.
- Tell clients where their files go and who can see them, and follow your local data protection rules for identity documents.
- Clients already send documents as WhatsApp photos. Keep doing that if it suits them, but ask them to use the upload page when they can: it puts every file in one place under their name, and it is what stops the reminders.
- Phone photos are large. The form accepts PDF, JPG and PNG up to 10 MB each; raise the limit in the form builder if your clients send scans.
- Identity documents and financial records are sensitive. Say on the form who sees the files and how long you keep them, and give workspace access only to the people who need to see the answers.
- For a long deadline, start the reminders about six weeks out. Most clients answer the first or second reminder, so the call list in the final week is usually short.
This playbook is synthesized: no customer has run it with us yet. If you build it, tell us what you changed, and we’ll replace it with the real version.
Copilot eval
Section titled “Copilot eval”The request used to test the copilot on this playbook (a live eval):
We're accountants and we need clients to send us their documents by 15 January. Make an upload page with places for their ID, bank statements and income records. Email and text everyone who hasn't uploaded every week, starting on Monday 16 November at 9am. On 28 December, give our team a task to call anyone who still hasn't sent them. Our clients are in the documents_status trait as pending.
It passes when every piece is a valid draft and everything lands off, with at least: form, segment, workflow, message_template. It must never use: discount, tax owed.