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Client communication and deadline reminders

Automatically monitors client deadlines and sends personalized reminder communications based on urgency and client preferences. Reduces missed deadlines and improves client satisfaction during busy tax season.

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Workflow Trigger

Daily scheduled check runs at 9 AM to review upcoming client deadlines

Visual Flow

Each node represents an automated step. Connections show how data and decisions move through the workflow.

Step-by-Step Breakdown

Detailed explanation of each automated stage in the workflow.

  1. 1
    Trigger

    Check upcoming deadlines daily

    Automated daily scan retrieves all client deadlines from practice management system. Reviews tax filing dates, quarterly reports, and document submission requirements.

    Karbon
  2. 2
    Action

    Retrieve client contact preferences

    Pulls client communication preferences and contact information from CRM. Identifies preferred communication method (email, phone, portal) and frequency settings.

    KarbonCanopy
  3. 3
    Decision

    Categorize deadline urgency level

    Evaluates deadline proximity and creates urgency categories: critical (1-3 days), high (4-7 days), medium (8-14 days). Routes to appropriate communication template based on urgency.

    Karbon
  4. 4
    Action

    Generate personalized reminder messages

    Creates customized reminder content using client name, specific deadline type, and required documents. Pulls relevant tax forms or engagement details from client files.

    CanopyCCH Axcess
  5. 5
    Action

    Send multi-channel communications

    Delivers reminders via client's preferred communication method including email, client portal notifications, or automated phone calls. Logs all communications in client record.

    CanopyKarbon
  6. 6
    Action

    Schedule follow-up tasks

    Creates automated follow-up reminders for staff if client doesn't respond within specified timeframe. Escalates critical deadlines to assigned accountant or partner.

    Karbon
  7. 7
    Output

    Generate communication tracking report

    Produces daily summary report showing reminder status, client responses, and outstanding deadlines. Identifies clients requiring immediate attention or intervention.

    Karbon

Outputs

  • Automated reminder emails and portal notifications sent to clients
  • Follow-up tasks created for accounting staff
  • Daily deadline tracking report with client response status

Key Metrics

  • Client response rate to deadline reminders
  • Percentage of deadlines met on time
  • Reduction in last-minute client communications

Tools & Integrations

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