Client Task Chasing That Doesn't Eat Your Busy Season
Remindoo turns 'please send your documents' into a task with a deadline and automatic reminders, so your team stops writing the same email forty times a week.
Remindoo is client task chasing software built into practice management for US accounting firms. Each service creates document tasks with deadlines, and automatic reminder emails go out before and after the due date until the client responds. Staff see what is outstanding per client instead of chasing from an inbox.
Last updated: September 16, 2026 · Reviewed by Waqas Sagar, ACA FCCA, chartered accountant (UK) and founder of Remindoo.
Key facts
- Every service creates its own tasks, subtasks, deadlines and reminders for the client
- Document requests collect files from the client against the task
- Reminder emails run before and after the due date with client and task details merged in
- Custom fields on a service capture what the client must provide
- Staff see outstanding items per client rather than searching email threads
- Reminder timing and message are set by the firm, per service
The problem at a real firm
March 12, and forty organizers are still out
A twelve-person tax firm is three days from the March 15 partnership and S corporation deadline. Forty business clients have not sent their K-1 inputs, payroll reports or books. The manager keeps a spreadsheet of who owes what; two seniors spend their mornings writing 'just bumping this to the top of your inbox' emails instead of preparing returns. Some clients get a third reminder; some get none, because nobody is sure who was already chased.
The chase lives in personal inboxes
One staff accountant tracks her requests in a sent folder, another uses flags in Outlook, the admin uses a spreadsheet. When someone is out sick, nobody can tell which clients were reminded and which were not.
Extensions hide the problem until October
Work that slips in April becomes an extension, and the same manual chasing starts again in September with the October 15 deadline ahead and half the information still missing.
How Remindoo handles it
| Problem | Workflow in Remindoo | Outcome |
|---|---|---|
| Staff rewrite the same chasing email all season | Set the reminder timing and message once on the service | Reminders go out automatically before and after each deadline |
| Nobody knows which clients still owe documents | Each client's document requests and tasks carry their own status and due date | One outstanding list per client replaces the spreadsheet |
| Chasing stops when someone is out of office | Reminders belong to the service, not to a person's inbox | The follow-up keeps running whoever is at their desk |
How it works
Build the service once
Create the service (for example, Form 1065 preparation) with its task and subtask templates, custom fields for what the client must provide, and the trigger date the deadline runs from.
Assign it to the client
Assigning the service creates the tasks, subtasks, deadlines and reminders for that client. Document requests collect the files against the task, so nothing is agreed in an email and lost.
Set the reminder cadence
Choose when reminder emails go out, before and after the due date, with the wording your firm would use. Client and task details are merged in automatically.
Work the outstanding list, not the inbox
Staff open the client and see exactly what is still outstanding and what arrived. The chasing that used to take the morning is already done.
Want to see this against your own client list and service mix? Book a walkthrough and we will show the workflow end to end, then answer the questions specific to how your firm bills.
Book a demoBuilt by a firm owner who ran the spreadsheet
Remindoo was built by a practicing accountant who ran a firm on Outlook, spreadsheets and good intentions. The tools were each fine on their own; the cost was the space between them. Every disconnected list was a deadline that depended on someone remembering it, and busy season is exactly when nobody has remembering left.
Client task chasing was the first thing to fix, because it was the largest block of unbilled, unglamorous time in the firm. It sits alongside the rest of the practice management work in Remindoo — service templates, recurring work, document requests, invoicing — so the chase, the work and the bill all come from the same client record.
What changes for your firm
| Area | Manual chasing | With Remindoo |
|---|---|---|
| Staff time | Seniors spend billable mornings writing chase emails (illustrative: 30–60 minutes per staff member per day in season) | Reminders run themselves; staff time goes back to preparation and review |
| Missed deadlines | A client nobody chased becomes a March 15 or April 15 scramble, or an extension nobody wanted | Every outstanding item has a deadline and a reminder trail |
| Realization | Unbilled chasing time quietly eats the fee on every return | Chasing is part of the service setup, not extra unbilled work |
| Client experience | Clients get a fourth email about items they already sent, or silence when they owe something | Clients get consistent, specific requests tied to their own tasks |
Who uses it
Partner
Sees which deadlines are at risk because of missing client information, without asking for a status meeting.
Manager
Sets the reminder cadence per service and reviews the outstanding list instead of maintaining a chasing spreadsheet.
Staff accountant
Starts the day with what clients still owe, not with an hour of writing follow-up emails.
Admin
Answers 'did we remind them?' from the client record, and covers for absences without reconstructing someone's inbox.
Frequently asked questions
How do accountants chase clients for documents without emailing every day?
In Remindoo the chase is set up on the service, not written by hand. You define the reminder timing and message once; reminder emails then go out automatically before and after the client's due date until the item is dealt with. Staff only get involved with the clients who still have items outstanding.
Can clients see what they still owe my firm?
Each client has their own tasks and document requests with due dates, created when you assign the service. Your team sees the outstanding list per client, so anyone can answer 'what are we still waiting on?' without searching email.
Does this work for monthly bookkeeping clients, not just tax season?
Yes. Services can recur on a frequency from daily to yearly, so the monthly close creates its tasks, deadlines and reminders every period. The same chasing that runs for a Form 1040 in March runs for bank statements every month without anyone setting it up again.
What happens to chasing around March 15 and April 15 deadlines?
Deadlines run from the trigger date on the service, and reminders follow the timing you set relative to that date. Firms typically set a tighter reminder cadence for entity returns ahead of March 15 and for individual returns ahead of April 15. Remindoo does not connect to the IRS or track filing dates itself; your templates carry the dates your firm works to.
How is this different from chasing clients in Outlook?
Outlook reminders belong to one person's mailbox and stop when that person is out. In Remindoo the requests, deadlines and reminders belong to the client and the service, so the whole team sees the same outstanding list and the follow-up keeps running whoever is at their desk. Remindoo connects to your email provider to send; it does not replace it.
Related Remindoo features
Take the chasing off your team's desk
Start a 60-day free trial and set up one service with its reminders, or book a demo and we will walk through it with a service your firm actually runs.