Client file complete · for accounting firms
Bee Flow keeps track of which documents each client still has to deliver, sends clear reminders and files what comes in. Your team sees which files are complete and steps in where a person is needed.
Plan a process callSee an example
How it works
Per type of client and deadline, which documents you need, for example for the year-end or the tax return.
The client gets a clear e-mail with what is still missing, and reminders on the schedule you choose.
Attachments by e-mail or in a shared folder are recognised, filed and ticked off the list.
Files that stay incomplete, or documents that are unclear, go to a person. You decide what goes out to clients.
Your clients still deliver. The checking and reminding stops being manual work.
| Today | With Bee Flow | |
|---|---|---|
| Knowing what is missing | Checklists in a sheet, or in someone's head | One list per client, ticked off as documents arrive |
| Reminders | Someone mails when they remember | Sent on schedule, in your tone, by rules you set |
| Incoming documents | Downloaded, renamed and filed by hand | Recognised and filed in the right folder |
| Overview | Asking around the office | Status per client at a glance |
| Control | Depends on who is in | Every reminder and decision logged |
What you get
Per type of client and deadline, the documents you need. You keep them up to date yourself.
By e-mail from your own address, through Gmail or Microsoft 365. You set the tone and the schedule.
PDFs and scans are recognised and ticked off. Recognition is never 100% certain, so doubtful cases go to a person.
Documents land in a shared folder per client, for example in Nextcloud. Your document system via its API as custom work.
One overview of which files are complete, which are waiting and which need a person.
We build it with you, test it without sending anything to clients, and look after it every month.
Fictional data
Bakkerij Voorbeeld, year-end 2026. Received: bank statements Q1 to Q3, sales invoices, payroll summary. Missing: bank statements Q4, the new lease contract for the van.
Sent by your rules
"Hello Anja, for the year-end of Bakkerij Voorbeeld we still need two documents: the bank statements for Q4 and the lease contract for the new van. You can reply to this mail with the files. Kind regards, the team."
Honest about limits
Your accounting or practice package stays the source. A link to it goes through its API and is custom work, agreed per package.
Bee Flow reminds and makes it easy, but cannot force a client. Files that stay open go to a person.
Bee Flow recognises what a document is, not whether the numbers are right. Your team still reviews the content.
After a 20-minute process call you get a fixed price for setting it up and a monthly amount for management. We base it on the number of clients and your systems. On top of that come the software licence, hosting and the use of an AI model; the licence prices are on the pricing page.
See licence pricesFAQ
Bee Flow keeps the follow-up next to your package. Reading from or writing to it goes through the package's API and is custom work, agreed per package before we start.
No. Requests and reminders come from your own e-mail address, and clients reply by mail or use the shared folder you already work with.
You do. You set the rules for reminders, and you can choose to approve each message before it is sent.
That depends on the number of clients and your systems. After the process call you get a planning and a fixed price.
Mails and documents are processed in your Bee Flow environment. To recognise them, the text goes to the AI model you choose, hosted or on your own hardware. With the guard service installed and switched on, Privacy Shield checks for personal data first. The security page explains the details.
Yes. Start with one group of clients and one deadline, and add more once it runs well.
Tell us how documents reach you today and where the chasing takes time. We tell you honestly whether automating it pays off.
Plan a process call