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Tax Preparer Guide

How to Automate Client Follow-Up Emails as a Tax Preparer

It's February 12th, and 47 clients still haven't sent their W-2s. You're stuck chasing the Kowalski family for a 1099-INT while trying to track down Mr. Okafor's rental statements. Your spreadsheet turns into a mess fast. You end up losing about 6 hours every week just logging who sent what instead of actually preparing returns.

The Current Reality

The Manual Way

You cross-check email threads against a paper checklist, copy-paste client addresses into Gmail, and update your master spreadsheet one row at a time.

6 hours per week during tax season
  1. Open the 'Missing Docs' tab in Excel and hunt for the client name.
  2. Jump over to Gmail and dig through old threads to find their email address.
  3. Write a generic follow-up and manually type in the specific documents you need.
  4. Hit send, then switch back to Excel to note the date.
  5. Set a separate calendar alert to check again in three days.
  6. Do this same loop for 20+ clients every single day.

With Christine AI

The Christine Way

Just text or voice-note the missing items to Christine. She writes personalized emails, sends them from your Gmail, and updates your Google Sheets tracker right away.

You

Voice note: 'Follow up with the Kowalski family for their 1099-INT from First National and the property tax statement for 221 Birch Lane.'

Christine

Christine drafts and sends a polite, specific email to the Kowalskis and marks '1099-INT' as 'Requested' in your Google Sheet.

You

Text: 'Check if we received the rental income statement for Mr. Okafor. If not, send a reminder.'

Christine

Christine checks your 'Received Docs' folder, sees it's missing, sends a reminder to Mr. Okafor, and logs the action in your tracker.

Time Saved Per Week

5.5 hours per week

Back in your pocket every single week — just for this one task.

Real Example

See it in iMessage

Just text Christine like you would a friend.

9:41

Christine

AI Secretary

Hey Christine, need to chase the Kowalski family again. They still haven't sent the 1099-INT from First National Bank or the property tax statement for 221 Birch Lane.
9:41 AM
Got it. I've drafted an email to the Kowalskis asking for those two specific documents. Want me to send it now?
9:41 AM
Yes please. Also, can you check if Mr. Okafor ever sent that rental income statement? I can't remember.
9:42 AM
Checking your inbox and Drive... No, I don't see a rental income statement from Mr. Okafor yet. Should I send him a gentle nudge?
9:42 AM
Go ahead. Tell him we need it before Friday to avoid an extension.
9:43 AM
Done. Email sent to Mr. Okafor. I've also updated your 'Client Status' Google Sheet: Kowalski is marked 'Follow-up Sent' and Okafor is marked 'Pending Rental Info'.
9:43 AM
Get Started Today

Stop doing this manually.
Let Christine handle it.

Christine is your AI secretary, available 24/7 via iMessage. One flat rate — no per-action fees, no learning curve.

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