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Custom voice assistantCustom voice AI: your script, your CRM, your systemsProcess automationEmail, form, document — nothing goes missing PricingPackage price · how projects are quoted

Processes we start with

Enquiries and quotesemail → brief with gaps → draft for approvalDocuments and invoicesPDF → checks → next step or exceptionShared inboxmessage → owner → named handoverService requestsform → missing data flagged → team
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Accountancy and bookkeeping practice · custom project

The same missing paperwork every month. The chasing can follow rules.

Missing receipts and statements come back every month — and every January — and chasing them takes your team’s time. In a project we plan the requests for documents, the list of what’s missing and the handover of exceptions to the right accountant. Channels, integrations and timings are agreed once we know how your practice works.

Discuss a project See the demo

Custom projectFirst conversation freeNot the £79 package

An accountant at a desk among folders in the evening; a phone lights up with a notification.
Missing list · September09:05
Client
Hughes & Co
Missing
2 purchase invoices
Reminder
sent 3 Oct · 09:05
Next
personal call 8 Oct

stops once they reply only when the document has arrived

A week before the deadline.

Each request has a clear reason and a next step. The process has an end, but it doesn’t assume every client will send everything back on their own.

  1. The first request goes out.

    The message says which documents are missing and where to send them. You approve the wording before launch.

    Morning in an accounting office: coffee, a laptop and a row of labelled binders.
    Request09:05
    To
    Hughes & Co
    Missing
    2 purchase invoices
    Where
    practice inbox or portal

  2. The client sends one of the two documents.

    The status updates in the agreed place. Stopping automatically needs reliable information that the document has arrived.

    A hand drops one invoice into an empty document tray; the second slot stays empty.
    Document status11:30
    Received
    1 of 2
    Missing
    fuel receipt

  3. Different wording for a different group.

    Different timings and tone for chosen groups — sole traders, limited companies, landlords — if the split makes sense and is in your data.

    An overhead view of a desk with colour-coded folders sorted into separate piles.
    Rule14:00
    Group
    sole traders
    When
    5th of the month
    Tone
    short

  4. The client replies with a question, not a document.

    The question needs judgement. It goes to the accountant instead of looping through more reminders.

    A crumpled receipt beside a phone showing a new message, in low afternoon sun.
    Exception16:45
    Message
    “will a card statement do?”
    To
    Priya · accountant

    waiting for you

  5. No reply after a week.

    The team knows when to pick up the phone. Automated requests don’t go out for ever.

    End of the day: an accountant by the window on the phone, a short list on the desk under a lamp.
    For a personal call18:00
    Clients
    3
    Reason
    no reply for 7 days

    automation paused

A fictional day. The script, the questions and the handover points are agreed with you.

The same afternoon, two ways.

Without agreed rules

  • You check what’s missing in several places.
  • You decide by hand who to chase and when.
  • After a reply, someone has to remember not to send the request again.

Once the rules are agreed

  • A schedule tells you when to send a request.
  • Document status is in one agreed place.
  • Exceptions reach the accountant with the context.
Xero, QuickBooks, Dext or something else — checked before we quote.

First we check access to the data, permissions and what a connection can do. Only then do we agree which reminders can safely be automated. Phone calls about documents are a separate scope.

How we plan the reminders.

  1. 01

    We agree where the gaps come from

    How the practice knows what’s missing and who updates the status. Based on that: a simple list of cases or a connection to the tool you already use.

  2. 02

    We agree the wording and the schedule

    Channel, tone and frequency. Every reminder says what’s missing and where to send it. We check the wording on real examples.

  3. 03

    We check replies and exceptions

    After sending we update the status and handle exceptions. If a client doesn’t reply, the team knows when to call personally.

We set the limits before anyone calls.

The system can

  • send a request on schedule
  • show what’s missing and who has been chased
  • update the status after a reliable reply
  • stop the reminders at an agreed point

A person decides

  • clients’ technical questions
  • personal calls after no reply
  • changing the rules and wording
  • judging an unusual document

First we look at your system. Then the price.

Custom project

from £1,450 per process · no VAT added

The first conversation is free. Then a £395 process map — and only then a fixed price for the build.

Describe your process

This isn’t the £79 package.

Questions: accountants

Won’t clients be put off by automated messages?

That depends on tone, frequency and your relationship with the client. Before anything is sent we approve sample messages and the channel together. Every request names a specific gap and how to reply.

Do I need to adopt a complicated new system?

Not necessarily. It depends on where you keep the list of gaps today and whether your software lets us read and update document status safely.

What happens when a client sends the missing documents?

The case status has to be updated so no more requests go out. That happens automatically only when the system can reliably match the reply to the list of gaps.

Can different clients get different reminders?

Yes, if the split makes sense in your practice and is available in the data. We agree the rules before launch.

Tell us where cases get lost today.

We’ll work out a sensible scope for the assistant and the integrations. If it isn’t worth it, we’ll say so.

Send an enquiry AI receptionist: £79 a month

Or call +44 7822 000220 · email info@sitco.uk

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