Document Collector
Missing documents get chased on a schedule until the file is complete — not left to memory.
What it watches
Open document checklists from onboarding, cases, or applications
What it does
Sends reminders for what is missing and confirms the checklist as items arrive
When it asks a human first
A third unanswered chase stops the automated reminders and hands the case to you — the agent never keeps nudging indefinitely. If the client responds after that handoff but before you’ve made the call, the case automatically drops back into the tracked checklist rather than needing you to manually re-enrol it.
How it works
- 1Opens the checklist
Starts from the document list you define per case type — contracts, IDs, proof of address, whatever applies. Different case types can carry entirely different lists, so a mortgage file and a simple NDA never share a checklist just because both happen to be "onboarding."
- 2Chases what is missing
Sends reminders by email or SMS on a schedule, escalating tone slightly with each unanswered chase. Each reminder names only the specific items still missing, never a generic "please send your documents" that makes the client re-read the whole original list to figure out what is left.
- 3Checks basic format
Flags an obviously wrong file type or a missing signature page before it wastes a review cycle. It also catches an expired ID or a proof-of-address dated outside your accepted window, so a technically "present" document that would fail on review never reaches your desk marked complete.
- 4Confirms completion
The moment every item is in, it notifies both the client and your team that the file is complete. It bundles every accepted file into a single indexed package at that point, rather than leaving your team to track down several separate email attachments after the fact.
- 5Escalates the stuck ones
A third unanswered chase stops the automated nudging and hands the case to you for a phone call. It hands the case over with a short log of exactly which reminders went out and when, so your call starts from what is actually still missing, not a re-check of the whole checklist from scratch.
What triggers it
- · An onboarding or case checklist opens with required documents
- · A document deadline you set approaches or passes
- · A submitted document fails a basic format check
- · The checklist reaches completion
What you get
- · A reminder sent per missing document, on schedule
- · A completed-checklist confirmation to the client and your team
- · A flagged wrong-format or missing-signature submission
- · A weekly document-status report across all open checklists
Not the right fit if
Not for processes that need only a single document per client — the chase-and-track overhead is not worth it for one item. It’s also not a fit for casework where the required document list changes case-by-case in ways too unpredictable to template — the agent runs from a checklist you define per case type, and there’s no checklist to build when every case’s requirements are negotiated fresh.
The math
At ~100 document chaseds/mo × 5 min, that is roughly 8.3 h/mo — an estimate, not a guarantee.
Frequently asked
No — it chases and confirms; documents land in whatever storage you already use (Google Drive, a client portal, DocuSign).
It checks that a signature page is present, not that the signature itself is legally valid — that stays a human or your e-signature provider’s job.
It reconciles anything received by email or upload against the open checklist item, wherever it arrives.
Yes — any process with a defined document checklist and a deadline, not only client onboarding.
It matches file type and content against what that checklist slot expects — a passport uploaded against a "proof of address" request gets rejected back to the client with a note on what is actually needed, instead of marking the slot filled.
Ready to put document collector to work?
Tell us about your setup and we'll confirm it fits within 48 hours.