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Client follow-up, handled

You start an engagement. Your client gets a welcome email. If they stall, they get reminders. When they finish, they get a thank-you.

All automatic. All personalized. All without you lifting a finger.

The three emails

1. Welcome

Sent the moment you launch an engagement. Introduces your firm, explains what's needed, links to the portal.

2. Reminder

Sent 48 hours after their last activity—but only if something's still missing. Lists specific documents and unanswered questions. Includes tips on where to find common items.

3. Completion

Sent when they hit 100%. Thanks them, confirms receipt, sets expectations for your review.

How we keep it human

We notice when they're working. Upload a document? We won't email you an hour later asking for documents.

We space things out. 48 hours between reminders. 8 hours minimum between any emails. 3 emails per day, maximum.

We get specific. "We need your W-2" beats "please complete your submission." Every reminder lists actual missing items with actual tips on where to find them.

We know when to stop. Seven days of silence = escalation. Automated emails pause. You get flagged to follow up personally.

What your clients see

A welcome that feels welcoming:

Hi Sarah, John Smith at Smith Tax Services is ready to prepare your 2024 return. Get started by uploading your documents here.

A reminder that's actually helpful:

You're 65% done. We're still waiting on your W-2 (your employer provides this) and your 1099-DIV (check your brokerage account). Plus 4 quick questions left in your questionnaire.

A confirmation that provides closure:

All done! John will review everything and reach out with next steps. Thanks for getting this to us.

When you need to step in

The dashboard shows you:

  • Which clients are progressing normally
  • Which clients have been escalated (7+ days inactive)
  • What actions you can take (resume automation, mark resolved, contact directly)

Automation handles the 80%. You handle the 20% that needs a human touch.

The boring-but-important stuff

Deliverability: No images, clean HTML, plain-text fallback. Your emails land in inboxes, not spam folders.

Mobile: Every email looks good on phones. Single button, readable text, no pinching required.

Links: One URL per email—your client portal. We route them to the right place based on their progress.

Coming soon

  • Send-time optimization (emails arrive when clients actually check)
  • Custom branding (emails from your domain, styled to match your firm, with your letterhead and footer)
  • Custom templates (your voice, your formatting)
  • SMS fallback (for clients who prefer texts)

The goal: you stop thinking about follow-up entirely.