Document collection systems for accountants
Raze Drops builds document collection systems for accounting and bookkeeping firms, so every client is asked for exactly the records their job needs, chased until the file is complete, and the documents arrive checked, named and filed in the right client folder.
On this page
Accounting work is not slow because the accounting is hard. It is slow because half the clients have not sent half the documents, and somebody junior spends the month asking them again. This page describes the collection system we build for that month, and what it costs.
What does a firm lose chasing client records?
Chasing is unbillable work that scales exactly with the client list, so every new client makes the firm a little less profitable.
It also compresses the real work into the last week before a deadline, which is where mistakes and late nights come from. Clients are not being difficult; they simply do not know which records are still missing.
What does the document collection system actually do?
It asks each client for the specific records their job requires, in a list they can act on, and keeps asking on a schedule until the file is complete.
Arriving documents are checked for type, legibility and period, named to your convention and filed in the client folder, and anything unreadable goes back automatically. The reading and checking is a custom AI agent, and filing into your practice tools is integration work.
What does a collection build cost and when is it running?
Pricing is per project, from $300 to $9,000 depending on the job types, the document rules and the systems it must file into, plus a monthly maintenance retainer.
You see a proposal with one fixed price before any deal is signed. Firms often read candidate outreach for recruiters and enquiry handling for travel agencies as comparable builds.
| Step in a closing period | Chased by staff today | With the collection system |
|---|---|---|
| Telling the client what is needed | A long message, once | A specific list per client and job |
| Reminders | Sent when someone remembers | Sent on a schedule until the file is complete |
| Documents arrive | Downloaded and renamed by hand | Checked, named and filed automatically |
| Unreadable or wrong period | Found much later by the preparer | Returned to the client immediately |
| Knowing where a job stands | A spreadsheet updated on Fridays | Visible per client at any moment |
Tell us which jobs you run each month and we will send a proposal with a fixed price. Start on the contact page.