Year-end document chase¶

Year-end work stalls on missing paperwork, and chasing it is the least valuable hour in a practice. This workflow asks once by email, nudges once by text, and only then puts the client in front of an accountant, with a note that says exactly where things stand.

The Year-end document chase workflow on the canvas: Year end soon, then Request docs, then Wait a week, then Text a nudge, then Wait again, then Call the client

Before you start¶

A date custom field on the client holding the financial year end
A phone number for texts

The workflow¶

Step	Task	Type	What it does
1	Year end soon	Date Trigger	Starts for each client 30 days before their year end
2	Request docs	Email	Emails the list of documents you need
3	Wait a week	Delay	Waits a week for the documents
4	Text a nudge	SMS	Texts a reminder
5	Wait again	Delay	Waits another week
6	Call the client	Workflow Note	Asks the accountant to check what arrived and phone about the rest

About the variables

Values such as {{task_36333_…}} carry the number of the task they come from, so yours will differ. Do not type them: click into a field and pick the value from an earlier task.

1. Year end soon¶

Task: Date Trigger. Starts for each client 30 days before their year end.

Field	Set it to
Date Field	Your date field
Interval	`30`
Unit	`Days`
Time of Day (UTC)	`14:00 UTC`

Pick your own year-end field under Date Field.

2. Request docs¶

Task: Email. Emails the list of documents you need.

Field	Set it to
Outgoing Email User	Wendy Darling
Client	`{{task_36333_client_id}}`
To	`{{all_contacts}}`
Subject	`What we need for your year end`

Body

Hi {{task_36333_first_name}},

Your financial year ends on {{task_36333_schedule}}. To finish your accounts on time we need:

Bank statements for the full year

Sales and purchase invoices

Payroll summaries

Loan and asset finance statements

You can reply to this email with the files attached.

Kind regards,
The Neverland team

3. Wait a week¶

Task: Delay. Waits a week for the documents.

Field	Set it to
Delay Type	`Specified Time`
Weeks	`1`

4. Text a nudge¶

Task: SMS. Texts a reminder.

The SMS task named Text a nudge, opened to its settings

Field	Set it to
Client	`{{task_36333_client_id}}`
To (phone number)	`{{all_contacts}}`

Message

Hi {{task_36333_first_name}}, a reminder that we still need your year-end documents. Reply to our email with the files, or call us if you need help. Neverland

5. Wait again¶

Task: Delay. Waits another week.

Field	Set it to
Delay Type	`Specified Time`
Weeks	`1`

6. Call the client¶

Task: Workflow Note. Asks the accountant to check what arrived and phone about the rest.

Field	Set it to
Action	`Create Note`
Client ID	`{{task_36333_client_id}}`
Note Type	`Note`
Priority	`Medium`
Due Date	`Tomorrow (8AM)`
Tag Users	John Darling