Agency

Chase clients' tax documents for small accounting firms

Set up an automatic welcome and reminder system for small accounting firms. It asks their clients for tax documents, tracks what has come in and files each upload in the right folder. The firm pays you so its staff stop chasing paperwork by hand during tax season.

The hard part: getting time with a busy accountant in tax season and fitting each firm's own document checklist into one repeatable setup.

Setup 3 daysRuns $45/moYour time A few hours a weekNeeds Clauden8nAirtableStripe

Who pays

Small accounting and tax firms that are short on staff pay you to build and run the system. No source reports what anyone charges for this, so the pricing here is only a suggestion: a one-time setup fee, plus a monthly fee from January to April to keep the reminders running and fix problems. You could add a smaller fee for the rest of the year to keep it ready for the next season.

How to build it

  1. Map the firm's document checklist

    Sit with the accountant and list which documents each type of client needs to send, such as W-2s, 1099s and receipts. Ask Claude to turn your notes into a clear checklist for each client type.

  2. Build a client tracker in Airtable

    Make an Airtable base with one row per client, their checklist and a status for each document. This becomes the firm's single view of who still owes what.

  3. Add a welcome form with uploads

    Create a welcome form in Airtable or Google Forms where clients fill in their details and upload files. Use n8n to save each upload into that client's Google Drive folder and mark the item as received.

  4. Send reminders automatically

    In n8n, set up a schedule that emails each client a list of only the documents they have not sent yet, through Gmail or the firm's own email. Use Claude to write polite reminder emails that get firmer each time.

  5. Give the firm a weekly summary

    Send the accountant a short weekly email showing which clients are complete and which are still missing documents.

  6. Collect setup and monthly fees

    Bill the setup fee and the tax-season monthly plan through Stripe Payment Links.

Sources on X

  • Delitenon1 · Sep 21, 2026

    Delitenon1 says they helped a boutique accounting firm go from 70-hour weeks to 20-hour weeks in 21 days. That figure is the poster's own claim. Before the change, the owner was chasing clients for tax documents by hand and was buried in email threads and disorganized Google Drive folders.

  • law_ninja · Apr 13, 2026

    law_ninja describes a CPA in Austin with 40 clients waiting that the firm cannot take on. The CPA's senior accountant quit in January, the job was posted on Indeed three times with no qualified applicants, and the CPA works 14-hour days from January to April doing the returns personally.

Ideas are curated from public posts and untested by us. Read the full note.