Chasing documents with Get Docs

A checklist is the list of paperwork a piece of work needs, attached to that client’s record and sent to them as a private link. They tick each item off as they send it, and your Get Docs tab shows how far through everyone is and how many reminders have gone out.

There are three ready-made lists. What is on each one is fixed:

This is the single most important thing to understand about Get Docs. There is no upload. Nothing is stored. The link is a tick list: it records what the client says they have sent you, not the documents themselves. They still send the actual paperwork the way they always have, by email or however you two normally work.

What you gain is the chasing and the visibility, not a filing cabinet.

One text: your business name, the paperwork needed for their tax return or BAS, and the link. Then a simple page with the list on it, a tick beside each item, and a running count reading something like “3 of 5 ticked off”. They can untick something if they get ahead of themselves.

When the last one is ticked they see “All documents ticked off” and are told you have been notified. On your side a notification appears in the dashboard bell, titled “Documents complete”. There is no text or email to you at that moment, just the notification.

The link has no expiry date. It keeps working until you remove the checklist, which kills the link with it. Only one live checklist at a time per client record.

Document chasing is a switch in your automation settings and it starts off, for every business. Nothing is sent on your behalf until you turn it on. It is deliberately cautious: if the setting is missing, unreadable, or anything other than a clear yes, no reminder goes out.

With it on, here is exactly what happens:

• A maximum of three reminders per checklist, ever.
• At least 72 hours between them, counted from the original request for the first one.
• By text only, to the client’s number. No emails, no calls.
• Nothing is sent once the checklist is complete, or once the work is closed, completed or paid.
• The check runs once a day, so a reminder goes out on the next daily run after it is due, not on the exact hour.

The reminder reads: your business name, “still need your BAS documents”, and the same link.

Being straight with you: there is not a button for this in the dashboard yet. The Get Docs tab is a view of the checklists that are out, not a place to create one, and nothing else in the app starts one either. Mia does not send these on a call.

If you want checklists running for your clients, email us at hello@ripperreceptionist.com and we will sort it out with you. The rest of what is described above, the link, the ticking and the reminders, all works today.

Want to see where your clients are up to?