Automated document classification, client portal, missing-document reminders

A mid-sized accounting firm in the Netherlands was drowning in manual document intake. Every month, hundreds of clients sent files via email, Dropbox links, and physical scans. The team spent days sorting, renaming, and chasing missing documents before they could begin any actual accounting work.

Problem statement

Client onboarding was inconsistent: some clients received checklists by email, others by WhatsApp, and many received nothing at all. Missing documents were tracked in spreadsheets that were always out of date. The result was delayed month-end closings, frustrated accountants, and clients who felt the firm was disorganized.

• Document intake spread across email, cloud links, and scans.
• Manual classification and renaming consumed 2–3 days per month.
• Missing-document tracking in spreadsheets was unreliable.
• Onboarding experience varied wildly depending on which accountant handled it.

Solution

We designed an automated intake pipeline using n8n and the Google Drive API. Clients now upload documents to a dedicated folder per engagement. An n8n workflow classifies each file by type, renames it according to a standard convention, and checks it against a required-document list. If anything is missing, the client receives an automatic reminder via email after 24 hours and again after 72 hours. For simple one-off automations connecting non-API tools, Zapier acts as a bridge.

• Google Drive shared folders per client with automated subfolder creation.
• n8n workflow classifying invoices, bank statements, and payroll documents.
• Missing-document detection with scheduled reminder sequences.
• Dashboard view for accountants showing intake status per client.

Results and impact

Document processing time dropped by 60%, from roughly 2.5 days per month to under one day. The automated reminder sequence increased client response rates for missing files by 45%. New client onboarding time was cut in half because the checklist, folder setup, and first reminder are now triggered automatically when a client signs the engagement letter.