Client Document Collection and Follow-Up Agent

• Practice Manager
• Audit Manager
• Client Service Lead, Outsourced Accounting
• Partner, Tax Practice

Many delays in a CA practice come from waiting for the client. PBC lists for audits, monthly purchase bills for GST, bank statements for bookkeeping and Form 16s for ITR are requested by email, then chased by phone and WhatsApp from staff members' personal numbers, with no single view of what has arrived.

We build a collection agent that works from the checklist for each engagement, such as the audit PBC list, the monthly GST and bookkeeping set or the ITR document list, and runs follow-ups on the firm's WhatsApp Business number and email. Each client contact gets a short message listing exactly what is pending, in English or Hindi. When documents arrive, the agent classifies them, checks the basics, such as entity, period, legibility and password, and ticks them off or asks for a correction. Reminders follow a schedule the partner sets, escalating to the engagement manager as a deadline nears. The team sees one status board per engagement.

• Engagement checklists for audit PBC, monthly GST and bookkeeping, TDS and ITR seasons
• WhatsApp Business and email messaging from the firm's number, in English and Hindi
• Document recognition and basic checks for type, entity, period, legibility and password
• Scheduled reminders with quiet hours and escalation rules set by the partner
• Optional reminder call by a voice agent for clients who do not respond to messages
• Status board per client and engagement, with files saved to the right folder

1. 01Load the checklistThe engagement checklist, client contacts, preferred language and deadlines are set up.
2. 02Send the pending listEach contact receives an approved message listing exactly what is outstanding.
3. 03Receive and check documentsUploads are classified and checked for entity, period, legibility and password.
4. 04Ask for correctionsDocuments that fail a check trigger a specific request back to the client.
5. 05Remind and escalateReminders continue on the partner's schedule, and items still pending near a deadline go to the engagement manager.
6. 06Update the status boardAccepted documents are filed and the board shows what is complete and what is blocking work.

1. Channels
   • WhatsApp Business API
   • Email connector
   • Optional outbound reminder calls
2. Orchestration
   • Checklist engine per engagement
   • Reminder scheduler with quiet hours
   • Escalation rules
3. Document checks
   • Document classifier
   • Entity, period, legibility and password checks
4. Team workspace
   • Status board per engagement
   • Filing to the firm's document store
   • Log of messages and receipts

Partners approve message templates, reminder frequency and escalation rules before anything is sent. Any client reply that is not a document, such as a question, a complaint or a fee discussion, is handed to the assigned staff member instead of being answered by the agent.

• WhatsApp Business API (Meta Cloud API)
• Gmail or Outlook
• Practice management software
• Google Drive, OneDrive or the firm's document management system
• Calendar for deadlines

• Only partner-approved templates for business-initiated messages
• Opt-outs honoured immediately
• Quiet hours and reminder caps per client
• The agent never gives tax advice or discusses fees
• Documents stored in firm storage, not on personal phones

• Business-initiated WhatsApp messages use approved templates and require the client's opt-in under Meta's platform policies.
• Client documents contain personal data; storage and retention are designed to support DPDP Act 2023 obligations.

• Accounting, Audit & Consulting

  TDS and ITR Document Extraction for Tax Practices

  Read Form 16, 26AS, AIS, capital gains statements and investment proofs, reconcile TDS and reported income, and hand preparers a draft computation with every mismatch flagged.

• Accounting, Audit & Consulting

  Audit Sampling and Vouching from Invoices

  Select samples from the ledger, pull invoices, GRNs and payment proofs, and check each voucher against the entry, with every exception sent to the audit senior.

• Accounting, Audit & Consulting

  GST Return Reconciliation (GSTR-2B vs Books)

  Match GSTR-2B and 2A data against the purchase register invoice by invoice, find ITC at risk before GSTR-3B is filed, and draft supplier follow-ups for approval.