Minded chases, sorts, and routes client documents so your team can close with less follow-up.
Let AI Agent run your document collection
Request Documents
Send this month's document request to every active client. Pull the per-client document list from Karbon, including bank statements, credit card statements, vendor bills, expense receipts, payroll reports, and prior-period adjustments. Personalize the request to the client portal, set the reply deadline to the firm's close cycle, and stagger sends so the inbox does not flood. Pause before adding any new document type to a client's list; a partner approves new requests. Send a confirmation digest to the assigned staff with clients reached and outstanding sends. Ask me to upload last month's document list if I cannot find a saved template for this client.
Classify Replies
Parse client replies in Gmail and the secure portal this month. For each reply, identify whether the document is a bank statement, credit card statement, vendor bill, receipt, or payroll report. Match it to the correct client folder in TaxDome, rename it to the firm's standard, and tag the period. If the document is illegible, password-protected, or addressed to the wrong client, hold it in a review queue. Pause before filing anything that fails an integrity check. Send a Slack note when a high-priority client replies. Ask me where you should file documents that arrive without a clear period reference.
Find Missing Docs
Find this month's missing documents per active client. In Canopy, compare the requested document list to what has arrived, and surface the gap by client, document type, and days since the original request. Apply the firm's escalation rules: gentle reminder, second reminder, escalation to the engagement partner. Pause before sending a third reminder; partner approves the escalation. Post a Slack digest grouped by client with the engagement owner tagged. Ask me which staff member owns the engagement if the assignment in Canopy is unclear.
Route Close Docs
Hand off cleared documents from the document vault to the close run for this month. Confirm that all required documents per client are filed, classified, and tagged with the correct period. In QuickBooks Online, mark the engagement as ready for close and notify the close-pack owner. Pause before clearing any client whose documents are still in the review queue. Send a Slack handoff to the bookkeeper with a per-client status: cleared, partial, blocked. Ask me whose desk this lands on if the close owner is not assigned in the engagement.
Close on Time, Every Month
When document collection finishes on schedule, close starts on schedule. APQC's Cycle Time to Perform Monthly Close benchmark places median close at 6.4 business days; the top quartile lands under 5. Document collection is the upstream lever.
One Workflow Across Karbon, Canopy, and TaxDome
Most firms run client communication, document portal, and tax prep across two or three platforms. The agent operates across Karbon, Canopy, and TaxDome without a migration, and writes chase events back into whichever platform owns the client record.
Document Collection That Learns Your Client's Habits
Generic reminder schedules treat every client the same. The agent learns per-client habits: who replies on day one, who replies after the second reminder, who tends to send the wrong file, who needs a Slack ping in addition to the portal. Per-client behavior models the chase, not a global cadence.
How does Minded run monthly document collection for accounting firms?
Minded starts from your close checklist or PBC list, identifies the expected client documents, and sends clear requests for items like bank statements, vendor bills, receipts, and payroll reports. It tracks responses, follows up on missing documents, and keeps the client record current for the staff member owning close.
Can Minded work with Karbon, Canopy, or TaxDome instead of replacing our client portal?
Yes. Minded can operate around the systems your firm already uses, including Karbon, Canopy, TaxDome, Gmail, Slack, and client portal workflows. It reads request status, captures client replies, files documents, and updates the right task or thread so staff do not need to duplicate tracking.
How are client replies handled when documents come in by email instead of the portal?
Minded parses email replies and attachments, classifies documents, and matches them to the open request when there is enough context. For example, it can separate a bank statement from receipt capture items or payroll reports, then file them to the client workspace and flag anything unclear for review.
How does Minded help staff find missing documents before month end close?
Minded compares received files against the expected monthly document list and highlights missing documents by client, entity, period, and category. Staff can see which bank statement, bill, receipt, or payroll report is still outstanding, then send targeted follow-ups instead of searching through portals, inboxes, and Slack.
Does Minded keep an audit log for document automation activity?
Yes. Minded records key actions such as requests sent, client replies received, documents classified, files routed, and exceptions escalated. This audit log helps firm owners and ops leads review what happened during document collection and supports internal quality control before documents move into QuickBooks Online, Xero, or close workflows.