When you're running a CPA firm, your time is everything. But too often, it gets eaten up by things that don't actually require your expertise - like chasing down client documents, sending follow-up emails, or rescheduling meetings for the third time.

You've heard about automation. You want to save time. But with so many tools and tasks to choose from, where do you even begin? 

Here's the truth: The first thing you should automate is client document collection.

Not only does it save you hours each week - it also reduces stress, improves turnaround times, and enhances your client experience. Let's break down why this should be your starting point and how to implement it quickly. 

Why Client Document Collection Should be Automated First

It's a repetitive, time-consuming task

You probably send the same email dozens of times: "Hey! Just following up - still waiting on that W-2 and your 1099s...". Now multiple that by 20+ clients.

It slows down your entire workflow

If documents aren't submitted, you can't get started - and delays stack up fast.

It creates bottlenecks during busy season

Every minute you spend chasing paperwork is a minute you're not doing high-value work.

It's easy to systematize

Unlike complex workpaper prep or client advisory, document collection follows the same process every time - making it the perfect automation entry point.

What Automation Looks Like for Document Collection

You don't need to code anything or build a custom app. Automation can be as simple as using the right tools to create a consistent, repeatable process.

Recommended Tools: 

• Canopy or Suralink - Create document request lists, set deadlines, and automate reminders.
• Google Forms + Zapier - A low-cost option that can notify you when clients upload files.
• Karbon or Jetpack Workflow - Combine task management with automated email follow-ups.

How to Set It Up (In 5 Simple Steps)

1. Create a Standard Document Request List. Start with your most common engagement (tax prep, audit, monthly accounting) and list what you need.
2. Choose Your Tool. Use a secure client portal or document request platform. Look for features like file uploads, status tracking, and automated reminders.
3. Draft Your Email Templates. Write one email for the initial request, and two follow-up reminders. These will be sent automatically, so you don't have to think about them again.
4. Set Up Automations. Use your platform's automation settings to send:
   • Request on Day 1
   • Reminder on Day 3
   • Final Follow-up on Day 7
5. Track What Comes In. use a dashboard or status checklist to monitor progress without needing to dig through emails.

Real Results from Automating This First

When I automated document collection in my own firm:

• I cut client follow-up time by over 50%
• Clients submitted files faster because they had clear expectations
• My team spent less time chasing and more time preparing and reviewing

It's one of the simplest upgrades you can make - and it pays off immediately.

What to Automate Next

Once you've tackled document collection, look at:

• Appointment scheduling (with Calendly or Microsoft Bookings)
• Invoice Reminders and Payment Collection (with QuickBooks or Ignition)
• Recurring tasks and project templates (in Karbon or ClickUp)

But start with the low-hanging fruit. Client document collection gives you the fastest win with the least friction.

Start Where You'll Feel It Most

Automation doesn't have to be overwhelming. You don't need to overhaul your entire firm overnight. Just start with one task - the one that burns your time the most and has a clear, repeatable process. That's why client document collection is the first thing you should automate.

It saves time, reduces stress, and creates momentum for more changes down the line. And once you experience the time savings?

You'll never go back.