Client Document Collection Agent
The Client Document Collection Agent sends clients reminders for month-end packs, bank statements, slips, payroll changes and year-end documents by email and WhatsApp, in your practice's tone. It checks what arrives against each client's list, tracks what is still outstanding and tells the responsible team member when a client's pack is complete and ready to work on.
Ideal forTax practitioners
The difference
From 6-8 hours per staff member per week to 1-2 hours
Your team spends the month doing the accounting work rather than chasing clients for the documents it depends on.
Done by hand
6-8 hours per staff member per week
With the Vanine agent
1-2 hours
Time returned to your team
80%
Indicative figures. We measure your own baseline in the first fortnight so the numbers you see are yours.
Less time chasing
Practice staff spend hours each week phoning and messaging clients for statements and slips. The agent handles the routine follow-up so your team only steps in when a client needs a personal call.
Deadlines that hold
Late documents mean late VAT201s, EMP201s and provisional tax returns, and penalties the client blames on you. Early, consistent reminders give your team time to do the work.
One view of what is missing
Partners and managers see which clients are complete and which are holding up the month, without asking around the office.
Capabilities
Stop chasing clients for documents. Know exactly what is outstanding.
Built for bookkeepers, accountants, payroll administrators and client managers at South African accounting and tax practices.
Client document lists
Maintains a document list per client and period, covering bank statements, invoices, slips, payroll changes, IRP5s, medical aid and retirement annuity certificates.
Email and WhatsApp reminders
Sends scheduled, courteous reminders through email and WhatsApp Business, escalating in tone as deadlines approach, within your approved message templates.
Receipt matching
Recognises documents as they arrive, files them to the right client folder and ticks them off the list.
Bank feed gap checks
Compares bank feeds and statements in Xero or Sage with the period to find missing months or accounts before work starts.
Outstanding item tracking
Shows what is outstanding per client, how long it has been outstanding and which deadlines, such as VAT or EMP201, are at risk.
Team notifications
Notifies the responsible bookkeeper or accountant in Teams or your practice tool as soon as a client's pack is complete.
How it works
From your systems to a result you sign off
Your team approves message templates and reminder schedules, and handles any sensitive client conversation personally.
Connect the places your client documents already live.
Client document lists and deadlines from Karbon or your practice tool, incoming email and WhatsApp messages, and bank feeds in Xero or Sage. Already use something else? We connect that too.
- OpenAI Frontier
- Your own AI platform or models
- Microsoft 365 (Teams, SharePoint, Outlook, Excel)
- WhatsApp Business
- Karbon and TaxShelf
- Xero, Sage Business Cloud Accounting, Sage Pastel
- Dext and Hubdoc receipt capture
Runs on a schedule through the month and at year-end, with status available on request in Teams or OpenAI Frontier.
Client folders in SharePoint, an outstanding documents report and notifications to the responsible staff member.
Step by step
- 01
A new period opens and the agent loads each client's document list.
- 02
It sends scheduled reminders by email and WhatsApp.
- 03
It files documents as they arrive and ticks them off the list.
- 04
It reports outstanding items and escalates clients at risk of missing deadlines to your team.
- 05
Your team picks up complete packs and handles any personal follow-ups.
Deployment
Runs inside the tools your team already uses
The same agent and the same cited output, delivered three ways: through the AI assistant you have rolled out, on a model you host yourself, or inside your own software.
In the frontier assistant you already pay for
We publish the agent as an MCP server. Add it as a connector and your team calls it from the chat they use every day, with no new tool to learn.
"Build each client’s document checklist"
- season
- Individual tax 2025
- channel
- Email and WhatsApp
On a model you host yourself
Run the agent on open-weight models in your data centre or private cloud. Your client documents never leave your network, which keeps POPIA and data residency straightforward.
- Llama
- Mistral
- Ollama
- or any OpenAI-compatible endpoint
Inside your own software
Trigger a run from your own workflows, and push the finished output into your ERP, GRC or reporting systems. We build the integration with your team.
- REST API
- Webhooks
- Batch jobs
- Embeddable review panel
Governed the same way, every route
Whichever way your team reaches the agent, identity, permissions and audit stay with your existing controls.
- Single sign-on through Entra ID, Okta or Google Workspace
- Reads only the documents each user is already allowed to open
- Every tool call written to an audit log you can export
How we deliver it
One agent, three ways to hold it
Start where your team already works, then take it as far into your systems as the value justifies.
DATA SECURITY & PRIVACY
Your client documents stay yours.
The agent runs inside your tenancy, reads only what each task needs, and never trains on your client documents. Every step is logged so your auditors can see exactly what it touched.
Built for regulated work.
+YOUR CLIENT DOCUMENTS NEVER LEAVE YOUR ENVIRONMENT
More agents
More agents we build for South African enterprises
Each one is built on the same foundation: your documents, your rules, and your people signing off.
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