Records Chaser · Client chasing
Records Chaser tracks every client deadline, sends polite staged reminders from your own mailbox, reads the replies and tells you every Friday who is still late.
Hi Hannah,
It’s that time again. To prepare your next quarterly update we need your rental income and expenses for July to September. The easiest way is to reply to this email with your bank statements attached…
Drafted by Forenax in your firm’s words. Nothing is sent until someone at your firm approves it.
What it does
MTD quarterly updates, VAT, year end and the rest, from your own client list. Each request has a due date and a clear status.
Dated reminders written in your firm’s tone, sent from your mailbox after a person at your firm approves them.
When a client sends what was asked for, chasing stops. Questions and unclear replies go to your team, never an automatic answer.
Clients still quiet after 10 working days go to a named person. Every Friday you get one list of who is late and by how long.
See exactly what runs
A sample thread for a landlord’s quarterly update, written for a made-up firm. Polite, dated and short, from your own mailbox, and it stops by itself the moment the records arrive.
Your records for the 7 November update
Hi Hannah,
It’s that time again. To prepare your next quarterly update we need your rental income and expenses for July to September. The easiest way is to reply to this email with your bank statements attached, or photos of any receipts.
If you can send them by Friday 23 October, we’ll have plenty of time before the 7 November deadline.
Thanks, Emma
Re: Your records for the 7 November update
Hi Hannah,
Just a quick follow-up on the July to September records. If it helps, the bank statements on their own are enough to get us started. Reply here with whatever you have.
Thanks, Emma
Hi Emma, sorry, here they are. Statements for July, August and September attached.
Hannah
Reply readMatched to Hannah ReidRecords completeChasing stopped
Re: Your records for the 7 November update
Hi Hannah,
We still need your July to September records to submit your update by 7 November. Could you send them this week? If something’s getting in the way, reply and let me know, or call the office on 0161 496 0000.
Thanks, Emma
One email to the owner or manager, every Friday morning.
| Client | Waiting for | Late by | Next step |
|---|---|---|---|
| D. Morgan | VAT records, Jul to Sep | 9 working days | With Emma since Wed |
| M. Clarke | MTD 7 Nov update | 6 working days | Reminder 3 sent Thu |
| Lane & Co | Year-end records | 3 working days | Reminder 2 sent Fri |
2 client replies are waiting in your review list.
Every step is logged, so you can show who was asked for what, and when.
| When | Who | What |
|---|---|---|
| 12 Oct 09:00:02 | System | Reminder 1 drafted |
| 12 Oct 09:12:40 | Emma Wilson | Approved reminder 1 |
| 12 Oct 09:13:05 | System | Sent from accounts@ mailbox |
| 15 Oct 09:00:01 | System | No reply, reminder 2 drafted |
| 15 Oct 09:20:15 | Emma Wilson | Approved reminder 2 |
| 15 Oct 09:20:41 | System | Sent from accounts@ mailbox |
| 15 Oct 14:41:17 | System | Reply received, 3 attachments |
| 15 Oct 14:41:20 | System | Matched to client (rule: sender address) |
| 15 Oct 14:42:02 | System | Case closed, chasing stopped |
Entries are only ever added, never edited or deleted.
Client data
The same safeguards apply to every job. Read the detail.
Questions
Any deadline where you need something from a client by a date: Making Tax Digital quarterly updates, VAT returns, year-end accounts and Self Assessment to start with, plus any other date you need something from a client by. We set up the ones you pick from your own client list.
The usual pattern is a first reminder, a second after 3 working days and a third after 7, then the client goes to a named person at your firm after 10 working days. Weekends and England and Wales bank holidays are skipped. You can change the timing and wording before anything goes live.
The reply is read and matched to the client and the request. If it contains what was asked for, chasing stops and the case closes. If the reply is a question, or unclear, it goes to your team’s review list rather than getting an automatic answer.
Email comes first. WhatsApp can be added for your practice, only if you opt in: messages on WhatsApp pass through Meta’s systems outside the UK, so it is never on by default.
Yes. Messages are sent through your existing Microsoft 365 or Google Workspace mailbox, so they appear in your sent items and replies come back to you as normal.
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