The document chase problem
If you've worked in an accounting firm during tax season, you know the drill: You send an email asking for T4 slips. A week later, nothing. You send a follow-up. Another week. Radio silence. Eventually, you're calling clients the week before the deadline.
The problem isn't that clients don't want to send their documents—they're busy, they forget, or your email got buried. What you need is a system that automatically follows up at the right intervals until they respond.
What good automation looks like
Tool comparison: Free to paid
There are several ways to automate email reminders, ranging from completely free to subscription-based. Here's how they compare:
Boomerang for Gmail
Free tierChrome extension that adds "remind me if no reply" functionality to Gmail. Set it once per email and forget it.
Zapier + Google Sheets
Free tierBuild custom workflows that check a spreadsheet and send emails based on due dates. More setup, more flexibility.
Content Snare
PaidPurpose-built for collecting documents from clients. Includes reminders, progress tracking, and client portal.
Gmail Native (Snooze + Labels)
100% FreeUse Gmail's built-in snooze feature and labels to manually manage follow-ups. No automation, but no cost.
Option 1: Boomerang for Gmail (Free)
Boomerang is the simplest way to add "remind me if no reply" to your emails. When you send an email, you can tell Boomerang to bring it back to your inbox in 3 days if there's no response.
Install Boomerang
- Go to Boomerang in Chrome Web Store
- Click Add to Chrome
- Grant permissions when prompted (it needs access to read/send Gmail)
- The Boomerang button will appear in your Gmail compose window
Set up "remind if no reply"
- Compose your document request email as normal
- Before sending, click the Boomerang button at the bottom
- Check "Remind me if no reply"
- Set the timeframe (e.g., 3 days, 1 week)
- Click Send
Follow up when reminded
If the client doesn't reply within your set timeframe, Boomerang brings the email back to the top of your inbox. You can then send a follow-up with one click, and set another reminder.
Pro tip: Pre-write your follow-ups
Use Gmail's Templates feature (Settings → Advanced → Enable Templates) to save pre-written follow-up messages. When Boomerang reminds you, just insert the template and send.
Option 2: Zapier + Google Sheets
For more control over your reminder sequence, use Zapier with a Google Sheet. This method lets you track multiple clients and automate a multi-step reminder sequence.
How it works
tracks clients & due dates
checks sheet daily
sends reminder if due
Step 1: Create your tracking sheet
Set up a Google Sheet with these columns:
| Client Name | Document Needed | Next Reminder | Reminder Count | Status | |
|---|---|---|---|---|---|
| John Smith | john@email.com | T4 Slip | 2025-01-05 | 1 | Waiting |
| Sarah Johnson | sarah@email.com | RRSP Receipt | 2025-01-03 | 2 | Waiting |
| Mike Williams | mike@email.com | T5 Slip | — | 0 | Received |
Step 2: Create the Zapier automation
- Go to zapier.com and create a free account
- Click Create Zap
- Set the trigger:
- App: Schedule by Zapier
- Event: Every Day
- Time: 9:00 AM (or whenever you want reminders sent)
- Add an action:
- App: Google Sheets
- Event: Lookup Spreadsheet Rows
- Filter for: Status = "Waiting" AND Next Reminder = Today
- Add another action:
- App: Gmail
- Event: Send Email
- To: Use the Email field from your sheet
- Subject/Body: Your reminder message (see templates below)
Zapier free tier limitations
The free Zapier plan allows 100 tasks/month. If you're sending 10 reminders per day, you'll hit this limit in 10 days. Consider the Starter plan ($19.99/mo) for higher volume.
Email templates that get responses
The words you use matter. Here are templates for a 3-email reminder sequence, written to be professional but not annoying.
Subject: Quick reminder: [Document] needed for your tax return
Hi [First Name],
Just a quick reminder that we're still waiting for your [Document Name] to complete your [Tax Year] tax return.
You can upload it here: [Link to your Google Form or portal]
If you have any questions or need help locating this document, just reply to this email.
Thanks,
[Your Name]
[Firm Name]
Subject: Following up: [Document] for your tax return
Hi [First Name],
I wanted to follow up on the [Document Name] we need for your [Tax Year] return. We're aiming to file before [Deadline Date] to avoid any late fees.
Here's where to find it:
[Brief instruction on where to get the document - e.g., "Your employer should have sent your T4 by mail or made it available in your employee portal."]
Upload link: [Link]
Let me know if you're having trouble—happy to help.
Best,
[Your Name]
Subject: Action required: [Document] needed to avoid filing delay
Hi [First Name],
We still haven't received your [Document Name], and the filing deadline is approaching. Without this document, we may not be able to complete your return on time.
Please submit by [Specific Date] to ensure we can file before the deadline.
Upload here: [Link]
If there's an issue preventing you from getting this document, please reply or call us at [Phone] so we can discuss alternatives.
Thank you,
[Your Name]
[Firm Name]
The ideal reminder sequence
Based on our experience with accounting firms, here's a reminder sequence that balances persistence with professionalism:
Day 3 — Gentle reminder
Friendly, assumes they just forgot. Short and direct.
Day 7 — Helpful follow-up
Add instructions on where to find the document. Shows you're being helpful.
Day 14 — Urgency
Mention consequences (filing delay). Provide a specific deadline.
Day 21 — Phone call
After 3 emails with no response, escalate to a phone call. Some clients just don't check email.
Want fully automated document collection?
Resolved by TideSpark includes built-in client communication, document tracking, and automatic follow-ups—no Zapier setup required. Book a demo to see how it works.