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The whole system, drawn out.

There is no dashboard and no client portal. This is the actual shape of what gets installed: a scheduled workflow that reads your chase list, checks what came back, and sends the next reminder in your own words, or stops.

~1 weekFrom the first call to live, including the dry run
3 templatesWritten by you, approved once, never rewritten by the system
0 loginsNobody has an account to create, staff or client

The daily run

One pass, every weekday morning.

Each open item is evaluated on its own. Watch it run. The pulse follows a single document from the list to the send.

Document chaser · daily pass
Schedule triggerEvery weekday at 09:00 in your firm's timezone. Mon–Fri
Read the chase listPulls every open item: client, document, deadline, current stage, date last contacted.
Filter: what is actually due?Skips anything already received, paused by your staff, or not yet at its next step.
Check the threadReads inbound mail on each open thread since the last run. Subject, sender, whether a file is attached, though never the contents of the file.
Attachment arrived
Stop the sequenceItem marked received. No further mail on it, ever. Goes into Friday's digest as complete.
Silence
Advance a stageMove the item to the next escalation step and continue below.
Reply, but no file
Pause and hand to staffThread flagged in your inbox for a human. The system sends nothing further on that item until someone resumes it.
Select the approved templateStage 1 polite, stage 2 firm, stage 3 final. Your wording, merged with the client name, document and deadline.
Send from your mailboxAuthenticated as your firm. Your address, your signature, and it lands in your own Sent folder like any other email.
Write back to the logRecords the stage, timestamp and message id, then sets when this item is next due.

↺ Repeats the next weekday until the document arrives, a human steps in, or you stop it

Every item is handled independently. One client going quiet has no effect on anyone else's sequence.

The weekly run

One email on Friday, and that's the reporting.

Friday digest
Weekly triggerFriday, late afternoon. Fri 16:00
Aggregate the weekReceived, still outstanding, paused for a human, and what is due next week.
Compose the digestFour short lists, in the body of one email.
Send to whoever should see itPartner, office manager, or both. Proof of work, every week, without asking anyone for a status update.
Never writes

Every word a client reads was written and approved by your firm. The system chooses timing, not language.

Files stay closed

It detects that an attachment exists. It does not open, download, store or forward it.

Never over-sends

Once a document is received, that sequence is finished. There is no fourth email.

Only your list

It only contacts people on the list you handed over, about documents you listed.

What's actually built

The diagram is the part that takes an afternoon.

Workflow engines are a commodity, and the shape above is not where the work is. These are the parts that take a week and are specific to your firm.

Mailbox layer

Sending as you, safely

Authenticating against your Microsoft 365 or Google Workspace tenant with least-privilege access, threading replies correctly so conversations don't fragment, and making sure everything lands in your Sent folder rather than arriving from a stranger.

Reply handling

Telling a document from a question

An out-of-office is not a reply, and "sending tomorrow" is not a document. Getting this boundary right is what keeps the system from either nagging someone who already answered or going quiet on someone who didn't.

State

Knowing where every item stands

One record per client per document: stage, last contact, next due date, who paused it and why. This is what makes the Friday digest possible and what stops two staff members chasing the same person.

Your wording

Three templates that sound like your firm

Drafted with you, not for you. Firms that chase gently and firms that chase hard both work, but the escalation has to match how you actually speak to clients, or your staff will quietly turn it off.

Before anything real sends

Every new firm runs two full days in dry-run mode. The workflow executes exactly as above, but instead of sending, it writes each message it would have sent into a file for you to read. Nobody receives anything until you have looked at that file and said go.

See it run against your own chase list.

Send your tracker over before the call and I'll have your real clients mapped onto the flow above by the time we talk.

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