How One 40-Person Tax Firm Automated the Best Client Reminders
If your team is spending valuable time chasing clients for digital signatures, you’re not alone.
One tax firm with 40 employees came to us, frustrated by the constant back-and-forth during tax season.
Staff were manually sending reminder emails to clients who hadn’t yet signed their tax returns. Clients would call in asking where the link was—or worse, some ignored the automated emails altogether because they looked like spam. The firm couldn’t easily grab the signature link from their e-signature system to include it in their own follow-ups.
During their busiest time of year, this manual reminder process became a serious bottleneck.
The Fix: Smart Automation That Sends Personalized Reminders Automatically
We designed and deployed an automation that quietly takes care of the entire reminder process behind the scenes:
- Connects directly to the electronic signature app
- Captures the client’s unique signature link
- Builds a personalized reminder email using the firm’s approved template
- Sends the email automatically from a staff member’s email address via the firm’s email system
The result? Every reminder feels personal, timely, and authentic—just as if it came directly from the preparer.
The Result: Fewer Calls, Faster Signatures, Happier Clients
Once the automation went live, it ran daily—checking for any unsigned returns and sending reminders automatically.
The results spoke for themselves:
- 80% fewer client calls asking about signature documents
- Staff freed up to focus on higher-value work instead of manual follow-ups
- Clients had a better experience, since reminders came directly from the firm’s own domain
The firm saw immediate relief during their peak workload and a noticeable improvement in client communication.
Why This Matters for Firms
Every client touchpoint matters—but chasing documents shouldn’t be one of them.
Your team’s time is better spent on advisory conversations, not checking off a list. Automating reminder workflows ensures clients get timely, professional communication while your staff focuses on meaningful work.
When done right, automation doesn’t replace human connection—it enhances it.
We work collaboratively with firms to build custom automations that integrate with their existing systems and deliver measurable results with minimal disruption.
Ready to see where automation could save time in your firm? Let’s explore.