Document Chase System
Stop wasting hours every month chasing clients for bank statements, VAT files, and invoices. DCS turns document collection into a simple, automated workflow for accounting & bookkeeping firms across the Arabian Gulf region (GCC).
No new "big system" to learn. DCS runs on simple forms, email, WhatsApp (optional), and a central tracker.
- Day 1 – Initial document request email
- Day 3 – Reminder to non-responsive clients
- Day 5 – Final reminder
- Day 7 – Escalation to partner
The Monthly Document Chase Is Killing Your Team's Time
Most GCC firms still chase documents through scattered emails and WhatsApp. It feels “manageable” until month-end hits.
Clients forget or delay
"I thought it was next week." "We're still waiting for the bank." The same excuses repeat every month. Deadlines slip and your team pays the price.
Accountants become admin staff
Senior accountants spend hours sending follow-ups, checking email threads, and updating private trackers instead of closing the books.
No partner-level visibility
Partners in Riyadh, Jeddah, Dubai, or Doha want a simple answer: "Who is blocking month-end?" Without a system, there is no clear view.
DCS doesn't change how you do accounting. It fixes the broken part: getting clients to send what you need, on time.
How the Document Chase System Works
DCS is a structured monthly workflow that starts from your client list and ends with a clear dashboard. Everything in between is automated.
1. Define what you need, by client
- Client name, email / WhatsApp, partner
- Required documents (bank, VAT, payroll, sales, etc.)
- Monthly cut-off date per client
- Reminder timing and escalation rules
Stored centrally in Airtable or Google Sheets – no new complex app.
2. Automated monthly requests
- On Day 1, DCS sends each client a clear email listing all required documents
- Each document has a secure upload link
- Optional: structured "reply by email" for clients who refuse portals
3. Smart reminders only to those who are late
- DCS checks who has not yet submitted each document
- Day 3: polite reminder
- Day 5: stronger reminder with due-date risk wording
No spam to clients who already sent everything.
4. Escalation & partner view
- Day 7 (or your rule): escalation email to partner / owner
- Dashboard shows red for "blocking" clients
- History log for each month and each client
Partners see the reality before month-end chaos hits.
Month-End Chase Flow at a Glance
Example monthly pattern – adjustable to your firm's rules.
Initial document request
DCS sends out the full list…
Reminder to non-responsive clients
Only clients who have missing documents…
Final reminder with clear warning
Language becomes firmer…
Escalation to partner / owner
DCS notifies the client's senior contact…
What DCS Gives Your Firm
Central control
One tracker holding all clients, required documents, due dates, and status. No more private Excel files.
Consistent follow-ups
Same tone, same timing, same structure every month – regardless of who is on leave or overloaded.
Partner clarity
Simple answer to a simple question: Which clients and documents are holding us back this month?
Lower staff burnout
Accountants stop living inside their inbox. The system handles the routine chasing.
Built for GCC reality
Works with the way Saudi & GCC clients actually behave – email + WhatsApp, flexible deadlines, last-minute changes.
Lightweight & flexible
Runs on n8n, Airtable / Google Sheets, and your existing email provider. No proprietary lock-in.
Pricing Overview
Exact fees depend on scope and number of clients. Below is a typical structure used with GCC firms.
Standard
- DCS workflow setup for one office
- Up to 25 active client profiles
- Email-based document chasing
- Central tracker & basic dashboard views
- Light-touch support & tweaks
Pro
- Everything in Standard
- Up to 60 active client profiles
- Optional WhatsApp reminder integration
- Client-specific rules & escalation paths
- Branding of emails / forms with your logo
*WhatsApp requires a compliant provider and may involve extra fees.
Enterprise
- Multiple offices and service lines
- Advanced reporting & executive dashboards
- Integration with existing ERP / DMS
- Training for internal champions
- Ongoing optimisation of the chase strategy
Pricing is typically in SAR or AED. Other GCC currencies can be used if needed.
Implementation: What TheFlowMinds Actually Does
1. Design your chase model
- Map your clients and document lists
- Define due dates, reminder timing, and escalation rules
- Align wording with your firm's tone (Arabic / English)
2. Build, test, and adjust
- Set up the n8n workflows and central tracker
- Run a live test with a small group of clients
- Adjust timing, tone, and dashboards based on feedback
3. Hand-over & training
- Train your team on how to add / update clients
- Show partners how to read the dashboard
- Document the monthly process so it survives turnover
4. Ongoing refinement (optional)
- Periodic review of reminder templates
- Adjust rules when your client base grows
- Add new document types or workflows as needed