Accounting / Professional
AI client document tracking against a monthly checklist
This page explains how an accounting firm can use Phak AI to receive client documents through LINE OA or email and match them to a checklist set for each client and month. Staff see at once which clients are still missing what, and they get draft reminder messages to review before sending. It suits firms that lose time chasing documents at the start of every month, which pushes back the close.
- Tax invoice photos via LINE
- Email attachments
- This month's checklist
- List of clients served
- Updated checklistWhich of Client A's documents arrived this month and what is missing
- Draft reminder messagesDrafted for staff to review and send themselves
- Files for a person to confirmFiles the system is not sure about go to staff first
Chasing client documents is the first bottleneck of the close
Documents arrive through many channels
Photos of tax invoices on LINE, email attachments, and some clients send one big batch at month end.
The checklist lives in a separate file
Staff open a spreadsheet client by client to tick off what has arrived.
Reminders are sent by hand
Staff type each reminder and have to remember who has already been chased.
Gaps show up at close time
Missing documents are often found only when accountants start the work, which delays the whole portfolio.
How client document tracking works
We set it up with your firm during installation, based on your real checklists and channels.
Set a checklist per client
Start from the document lists your firm already keeps in Excel, split by client and month.
Receive files by LINE OA and email
Clients send photos or files through your firm's LINE OA assistant, or email as usual.
Match to the checklist
Documents are matched to checklist items using rules agreed with your firm. Uncertain files wait for staff to confirm.
Draft reminders, reviewed before sending
Staff get draft reminders for clients with gaps, then edit and send them.
Example questions about client documents
What we measure
We agree on the measures before starting and compare before and after with your firm's own data.
- Missing documents per client per month
- Date all documents are received each month
- Staff time spent chasing documents
- Date the books are closed each month
Scope of document tracking
What Phak AI does
- Phak AI receives client files through LINE OA and email
- Phak AI matches documents to each client's monthly checklist
- Phak AI drafts reminder messages for the team to review
What it does not do
- It does not message clients without a person reviewing first
- It does not check the tax correctness of documents in place of accountants
- It does not post accounting entries from documents
Frequently asked questions
Do clients need to install a new app?
No. Clients send documents through your firm's LINE OA or by email as before. The change is on the firm's side, where the checklist updates.
Can reminders be sent to clients automatically?
Our rule is AI drafts, people decide. The system drafts the reminder, and staff review and send it, so the tone and timing fit each client.
Documents contain personal data. Is it safe?
Each firm gets a dedicated server for each organization, role-based access, usage logs, and masking of personal data when PDFs are imported, designed to support PDPA. See security.
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Read more →Talk to the Phak AI team
Tell us about your business. The Phak AI team will show you the systems that fit and plan the rollout with you, without replacing what you have.