How to chase clients for receipts without losing your mind
Xero retired Hubdoc in May 2026, and a lot of firms lost the receipt-capture workflow they'd built their process around. Whatever tool sits underneath, the actual system for getting a response is the same five things.
- 1Batch every request, don't drip them one at a time
Clients tune out a stream of separate emails. Collect everything you need from a client into one request and send it once. It reads as one clear ask instead of ongoing noise.
- 2Be specific about what's missing
"Send me your receipts" gets ignored. "3 charges from your Amex ending 4471 on June 12, 18, and 23 need a receipt or a one-line explanation" gets answered.
- 3Make responding take under a minute
A link that opens straight to the question, with no login or app to install, removes the biggest reason clients put it off. Attach a photo or type a sentence, done.
- 4Set a soft deadline and automate the reminder
"By Friday" plus one automatic reminder if nothing comes back does more than a second manual follow-up email from you.
- 5Give the answer somewhere to go
An answer that doesn't get logged against the actual transaction just becomes next month's question again. Route the response straight into the categorization decision.
If you're rebuilding this workflow post-Hubdoc
Clerai's chasing is a magic link per client (no login), batches every open item into one request, sends the automatic reminder for you, and routes the client's answer straight to the transaction it's about, so the response doesn't become a second task.
- Magic link, no client account or password
- Auto-reminders on anything still open
- Answers sync straight to the transaction