Client tracker for accounting firms: track which documents clients still owe

Keep every client in one place, track the documents they still owe you, and see when you last asked them for it.

Who it's for

A small accounting firm in Quezon City. The owner is a CPA with three staff and a part-time bookkeeper. The clients are restaurants, small construction outfits, online sellers and a couple of clinics. The problem bites in the week before a filing deadline, when the owner has to go desk to desk asking which clients have not sent their receipts, bank statements and sales summaries yet, and nobody is sure who was already followed up and who was not.

The problem today

Everything lives in a notebook and a spreadsheet, but the actual chasing happens in chat. One staff member keeps her own list of what each client owes. Another keeps it in her head. A client sends photos of receipts in a group chat late at night, it gets buried under other messages, and two days later we ask for the same thing again. Once in a while we file late because a bank statement never arrived and nobody noticed it was missing. Clients also call to ask if we already received their documents, and we have to scroll back through months of messages to answer them. The days before a deadline go to asking questions instead of doing the work.

What the app does, screen by screen

1. Client list — Staff and the owner open this first to see every client, who is assigned to each one, and how many documents are still pending.
2. Client file — Staff and the owner see one client's contact details, what the firm handles for them, and the full history of what was requested and what came in.
3. Documents needed — Staff list what a client still owes for a period and tick each item off as it arrives, so the firm has one answer to what is missing.
4. Follow-up log — Staff write down each time they asked a client, what the client said, and when to check again, so no follow-up is repeated or skipped.
5. Client portal — The client signs in to see which documents the firm is still waiting for, send them in, and confirm what has already been received.
6. Pending overview — The owner sees every pending item across all clients, arranged by deadline, to know where to push before filing week.

Who uses it and what it keeps track of

• Clients — Business name, contact person, mobile number, email, what the firm handles for them, and which staff member is assigned. The owner sees all of them, staff see the ones assigned to them, and a client sees only their own record.
• Documents requested — What is needed, which month or quarter it covers, the deadline, whether it has arrived, the file itself once sent, and who received it. Staff and the owner see all of it, and each client sees only their own list.
• Follow-ups — Date asked, who asked, how they asked, what the client answered, and when to check again. Staff and the owner only.
• Staff and roles — Name, sign-in, whether they are staff or the owner, and which clients they handle. Owner only.

What it changes for the business

There is one place that answers what a client still owes, so staff stop asking each other and stop asking the client twice for the same file. Documents that come in are recorded the moment they arrive, so nothing sits unnoticed in a chat thread. Clients can check their own status instead of calling the office. Filing weeks get quieter because the firm knows on day one who is behind, and late filings caused by a document nobody realised was missing stop happening.

The one decision that matters

The real decision is whether clients send documents through the portal themselves, or whether staff keep collecting through chat and log it afterwards. A portal where only staff do the logging is easier to roll out, but staff end up doing the same work twice and the chat mess stays. Letting clients send their files in the portal means some of them will need hand-holding at first. Go with the portal uploads, but keep the staff able to log an item as received by hand. That way the clients who learn the portal lighten the load, and the ones who still send everything by chat do not break the record.

What to build first, and what can wait

Build the client list, the documents needed per period, the follow-up log and a portal where the client sees their own status and sends files. That already ends the guessing. Leave billing, retainer tracking, a year-by-year document archive and reports on staff workload for later, once the firm sees how its own people actually use the pending list. A custom address for the portal can be connected any time.

How BooDoo builds it

You describe the firm and how you chase documents in plain words, and BooDoo builds it. It makes the database and the sign-in, with the owner, staff and clients each landing on their own screens. The same request gives you a website on its own live address and an Android app you can publish to Google Play under your own account, and a custom domain can be connected later. A WhatsApp button can open a chat with the firm from the portal, and messaging can be added later when you ask for it. You change anything by describing the change, and if a build breaks because of BooDoo's own mistake, the fix is not charged to you.

How you'll know it works

In the week before a deadline, nobody walks around the office asking who is still missing something. Someone opens the pending list and reads it out. And clients stop calling to ask if their receipts arrived, because they checked for themselves.

Build it

Paste this in and it gets built.

I run a small accounting firm and I keep losing track of which clients still owe us documents. Build me a phone app with a website behind it where I can keep a list of clients with their contact person, mobile number and what we handle for them, and assign each client to a staff member. For every client I want to list the documents we need for a month or quarter, with a deadline, and tick them off as they come in. Every time we follow up, staff should be able to write down the date, what the client said, and when to check again. Give clients a sign-in where they see only their own pending documents and can send the files to us. I want a screen showing everything still pending across all clients, sorted by deadline. Put a WhatsApp button in the client view so they can message the office, and we may ask you later to add message reminders.