Client document chasing for bookkeepers
Stop chasing clients for missing bookkeeping documents.
Import a checklist or your transactions. Collecta finds what's missing and drafts the request. You approve it, and it chases the client until everything is in.
The sample uses a made-up client, Harbor Lane Bakery: no account, nothing sent. Create an account when you want to send it.
For solo bookkeepers, small accounting practices and year-end tax prep.
October 2026: 5 things we still need for your books
Documents
- Bank statement: Business Checking (…4471), October 2026
- Credit card statement: Business Visa (…8812), October 2026
- Payroll report for October 2026
Questions about transactions
| Date | Transaction | Amount |
|---|---|---|
| Oct 9 | AMZN Mktp US | $214.37 |
| Oct 22 | Transfer to 0098 | $1,500.00 |
Sample data
Month-end waits on one bank statement.
You know what each client owes you: three statements, a payroll report and receipts for a handful of card charges. Writing that list out, client by client, every month, is the slow part.
Then come the follow-ups. Some clients send half, some reply "what was that one for again?", and some go quiet until you've asked four times.
Collecta writes the list from your checklist and your transactions, sends it once you approve, and follows up until it's done.
How it works
From checklist to complete, without writing a single chaser.
Set each client's checklist
Start from a template (monthly, quarterly, year-end or one-off): bank and card statements per account, receipts, payroll reports, invoices, loan statements, anything else. Each period opens on its own schedule.
Import the transactions
Upload a CSV export from the bank, QuickBooks or Xero. Collecta detects the columns and flags uncategorised transactions, and ones over your threshold without a receipt.
Review the drafted request
Collecta lists exactly what's missing for the period and drafts the email in your firm's voice. The list comes from your data, never from the AI. Edit anything.
Approve and it's sent
Nothing goes to a client until you approve it. The client gets a secure link: no login, one place to upload each item or answer "what was this for?"
Relax while it chases
Polite reminders go 3, 7 and 14 days after sending (or your own schedule, up to 5), list only what's still outstanding, and stop the moment it's all in. Then it escalates to the assigned bookkeeper.
Example request
What your client receives, after you approve it
A request for the made-up client from the sample, Harbor Lane Bakery, for October 2026. The item list is built from the checklist and the imported transactions; only the greeting and closing are drafted.
October 2026: 5 things we still need for your books
Hi Dana, we're closing October for Harbor Lane Bakery. Here's everything we still need. Upload each one from the secure link below; no login needed.
Documents
- Bank statement: Business Checking (…4471), October 2026
- Credit card statement: Business Visa (…8812), October 2026
- Payroll report for October 2026
Questions about transactions
| Date | Transaction | Amount | We need |
|---|---|---|---|
| Oct 9 | AMZN Mktp US | $214.37 | Receipt, and what was this for? |
| Oct 22 | Transfer to 0098 | $1,500.00 | What was this transfer for? |
Thanks, Dana. We'll send a short reminder only if something is still missing.
Sample data
- Documents come from the client's checklist: every statement, report or file not yet received for October.
- Transaction questions come from the imported CSV: uncategorised transactions, and ones over the firm's receipt threshold with no receipt.
- Only the greeting and closing are drafted, in the firm's voice. Edit anything before you approve.
- After sending, Dana uploads against each item or types an answer. Each arrival comes off the list, and reminders stop when nothing is left.
Illustrative example: Harbor Lane Bakery, its accounts and transactions are made up.
Who it's for
Built for the people doing the chasing
Solo bookkeepers
One person, a book of monthly clients, and the same chasers every month. Solo covers 25 active clients for $39.
Collecta for solo bookkeepers →Small accounting practices
Assign clients across the team, see who's waiting on what on one dashboard, and escalate stuck clients to the right person.
Collecta for accounting practices →Year-end and tax prep
One year-end checklist per client: twelve statements per account, payroll and loan statements, chased until it's in.
Collecta for year-end →
Security and control
Built for client documents
- Nothing goes out without you.
- Every request waits for a bookkeeper's approval. Reminders follow the schedule you approved with it, or wait for approval each time if you switch that on.
- Secure, no-login links.
- Each link is a signed token; Collecta stores only its hash. Portal pages are hidden from search engines and send no referrer. Revoke or replace a link any time.
- Files checked from their contents.
- Collecta reads what each file really is. Programs and macro files are refused; uploads are limited to 20 MB and stored privately, per firm. Only signed-in team members can download them.
- Your data, your call.
- Export everything as CSV or JSON. Delete a client with all their files, or the whole workspace. Optionally delete old files automatically after 1, 2, 3 or 7 years.
Pricing
Every feature on every plan
Plans differ only by how many active clients and team members you have. Active clients count against your plan; archived clients don't, and you can archive or restore one any time.
Solo
$39/month
For a solo bookkeeper with a book of up to 25 clients.
- 25 active clients
- 1 team member
- Every feature
Practice
$79/month
For a small practice sharing clients across a few people.
- 100 active clients
- 5 team members
- Every feature
Firm
$149/month
For an accounting firm with several bookkeepers and a large client book.
- 400 active clients
- 15 team members
- Every feature
Before you choose a plan: up to 2 clients and 1 team member, with every feature, so you can send your first real requests. Prices in US dollars, billed monthly; cancel any time. Every plan starts with a 7-day free trial (a card is asked for at checkout and nothing is charged until it ends; one trial per workspace).
Questions bookkeepers ask
What does Collecta do?
It works out which bookkeeping documents each client still owes you for a period, from their checklist, what they've already uploaded and the transactions you import. It drafts one clear request per client, sends it once you approve, and sends polite reminders until everything is in.
Can I try Collecta without an account?
Yes. The sample at app.collecta.new-odyssey.com/try uses a made-up client, Harbor Lane Bakery, with a sample checklist and transactions. You get the missing-item list and the drafted request in a minute. It's kept for 24 hours; create an account when you want to send real requests.
Does anything go to my client without my approval?
No. Every request waits for a bookkeeper to approve it. Reminders follow the schedule you approve with the request, list only what's still outstanding, and stop when everything is in. You can also make every reminder wait for approval.
Do my clients need to log in?
No. They get a secure link by email and upload against each item or type an answer to each transaction question. The link is a signed token, Collecta stores only its hash, and you can revoke or replace it any time.
Which file types can clients upload?
PDF, images (JPEG, PNG, HEIC from iPhones, WebP, GIF), Word, Excel, OpenDocument, CSV and text files, up to 20 MB each. Collecta checks each file from its contents and refuses programs, scripts and files with macros.
Does it connect to QuickBooks or Xero?
Today, import a CSV export from QuickBooks, Xero or your bank; Collecta detects the columns. Read-only QuickBooks Online and Xero connections are built and waiting on Intuit's and Xero's app approval, so they're marked coming soon.
Does it send text messages?
No. Requests and reminders go by email only, from your firm's name, with replies going to your firm's own address.
How is the AI used?
Only to draft the greeting and closing of each request in your firm's voice. The list of missing items always comes from your checklist and data. Without AI, Collecta uses a plain template and labels the draft so. Anthropic, the AI provider, doesn't train on it.
How much does it cost?
Solo is $39 a month for 25 active clients, Practice $79 for 100, and Firm $149 for 400. Every plan has every feature and a 7-day free trial. Archived clients don't count.
Who do I contact with questions?
Email clio@new-odyssey.com. A person reads every message.
See what's missing for a sample client
No account and no real client data: a made-up bakery, its checklist and its transactions. Get the missing-item list and the drafted request, then create an account when you want to send yours.