# Case Study - Automated Document Collection for an Accountancy Firm | Colossal

Source: https://colossal.nz/case-studies/document-collection/

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# Automating monthly document collection for a small accountancy firm

 Industry Accountancy and Business Services

 Focus Document collection, client chasing, bookkeeping workflow

 Service AI Automation - Custom Integration

 Significantly higher

 Document receipt rates

 Zero

 Manual collection admin

 Automated

 Follow-ups and reminders

 Real-time

 Outstanding document visibility

## The cycle that never ends

 Every month, without fail, the same pattern. Staff emailed clients requesting bank statements, receipts, and transaction records. Some responded quickly. Others required two or three follow-ups. A handful had to be called. The process was inconsistent, depended entirely on individual staff memory, and created a rolling anxiety about what was still outstanding as deadlines approached.

 The friction was on both sides. Clients received unstructured emails, had to dig out the right documents, and attach them to a reply. Staff tracked every response manually, sent follow-ups by hand, and built a picture of what was still missing from memory and spreadsheets. Neither side had a clear view of where things stood.

 With a growing client base, this overhead was compounding. The time spent on collection was time not spent on the advisory and analysis work the practice wanted to be doing.

## How the collection works now

 The automation triggers at the start of each client's billing cycle with a personalized collection request and a direct, structured upload link. Clients know exactly what is needed. Submitting it takes one step. No email attachment, no format guessing, no back-and-forth about what the practice requires. If documents are not received within five days, a follow-up fires automatically. A second reminder follows if needed. Staff see a daily summary of outstanding versus received without having to chase anyone or check manually.

 The system connects to the existing workflow so received documents are filed and flagged immediately, ready for the bookkeeping team to begin work as soon as the client's submission is complete.

## The results

- Document receipt rates improved significantly within the first month
- Staff stopped handling collection admin. The system manages all routine follow-ups.
- Clients report a cleaner experience: one clear request, one clear upload step

 Bookkeeping work starts earlier each month as documents arrive faster and more consistently than they did before.

## Want to eliminate document chasing?

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