AI workflow: Obtaining missing documents

Introduction

In day-to-day accounting and payroll accounting, the bottleneck is not posting entries, but waiting for missing documents: bank/cash, credit card statements, outgoing invoices, timesheets, bonuses, new hires/departures. This leads to email ping-pong, unfinished tasks, and ultimately overtime. Every tax advisor understands that "data exchange & efficiency" are the key drivers of digitalization.

use case

TAXPOINT supports the law firm in systematically identifying missing documents and requesting them in a standardized manner:

• Target/actual comparison per client & period (law firm checklist vs. documents actually received)

• List of missing items (e.g., "Bank January," "Credit card February," "Hours list weeks 6–9")

• Automatic follow-up message (clearly structured, with upload link, deadline, optional one-click reply "will arrive on ... / not available")

• Reminder logic & escalation (e.g., before payroll run to client, then internally to responsible person)

• Status transparency: What is open, what is requested, what has been received?

Why it works better with TAXPOINT DMS

• Everything in the context of the file: documents, communications, versions, and statuses are stored in the DMS on a client-specific basis—no scattered email threads.

• Private AI in Austria: This is particularly crucial when it comes to salary and financial data—processing remains in a controlled environment.

• Firm-specific requirements: The "missing documents" are determined by your standards and the specific case—TAXPOINT can map this logic for each firm/team.

• Reusability: The reclaim logic becomes a "standard process" that scales—particularly relevant for many SME clients.

• Integration & Sync: Interfaces to BMD/DATEV plus Windows Sync Client (OneDrive principle) ensure that incoming data/availability is neatly stored in the system.

procedure

1. Store law firm checklist/requirements for each process

2. Client uploads documents or delivers them via interface

3. TAXPOINT checks target vs. actual and creates missing points

4. TAXPOINT generates additional claim + upload link + deadline

5. Employee briefly checks, clicks "Send"

6. Input updates status, completion runs without additional loops

time saving

• Manual: 10–30 minutes per client/month (follow-ups, thread searches, maintaining lists, reminders) – often distributed among several people.

• With TAXPOINT: 2–8 min review/control (check missing parts list, approve shipping, process exceptions)
  Savings: 8–22 min per client/month – with many clients, this quickly adds up to several hours per week (and, above all, reduces "overtime peaks" before deadlines).