Commercial · Document collection
Collect client documents without the reminder emails.
Be Chosen Agency builds document request workflows for accounting, law, and staffing firms with 10 to 200 staff. Each client or new hire gets a checklist, there is one secure place to upload, reminders know what is missing, and one view shows who is still outstanding.
Where it breaks today
The work around the work.
- 01
One request for everyone
The same long checklist goes to every client, so people skim it and miss the items that actually apply to them.
- 02
Documents through every channel
Email, text, portal uploads, and the front desk all accept documents, so someone has to gather, rename, and file them by hand.
- 03
Nobody can see what is missing
What is outstanding lives in a spreadsheet or in one person's head, so follow-up depends on who remembers.
- 04
Reminders written by hand
Staff send the same reminder again and again, and it keeps going out after the client has already sent the last item.
- 05
Status calls
Clients cannot see where they stand, so they call, and whoever answers has to stop and go look.
What a build includes
Document collection, built on the tools you already use.
Each build is one bounded, fixed-price workflow, with a person approving anything that reaches a client.
A checklist for each client, matter, or hire
Built from what the firm already knows, such as last year's return, the matter type, or the role and client a new hire is placed with.
One secure place to upload
Encrypted upload behind multi-factor sign-in, in a portal your firm already licenses where one fits, with each file landing against the right checklist item.
Reminders that stop on their own
Scheduled reminders that list only what is still missing, stop when the last item arrives, and can be paused by staff for a client who has called.
One view of what is outstanding
Every client or hire by status, so staff and partners see who is complete, who is partly in, and who has not started.
Filing and integrations
Uploads filed to the right folder under a consistent name, and status pushed to the tools your staff already use where they offer an integration.
Exceptions go to a person
A document that does not apply, or is from the wrong year, is routed to staff instead of guessed at. Optional AI drafts of follow-up emails are reviewed and sent by a person.
How it starts
One workflow first. Fixed price. Your accounts.
Most firms start with one group of clients or one onboarding packet, not every document the firm collects. That keeps the first build small enough to test properly and finish before a busy season, and it shows staff and clients how the new process works before it spreads.
The usual path is a fixed-price AI & Automation Workshop to pick the workflow and write the scope, then a two-to-four-week Automation Sprint to build and test it with your people, delivered in weekly slices. A Support Retainer keeps it working when a connected tool changes.
Plan for the clients who will never use a portal. Decide who scans their paper and against which checklist, so their documents follow the same path and show up in the same view.
Client documents stay inside your security plan
Tax records, client files, and new-hire paperwork each carry obligations your firm already manages, such as the FTC Safeguards Rule for tax and accounting firms. BCA designs within the written security plan and tools your firm approves, and prototypes use sample or synthetic data until you approve otherwise.
Limits
What this is not.
Stated up front so the scope has no surprises.
- One sprint covers one document workflow, such as individual tax clients or one onboarding packet. A second workflow is a second scope.
- BCA builds on the portal, document, and practice-management tools you already license where they fit. Replacing a core system is a different project.
- BCA holds no SOC 2 report or ISO certification. Builds stay inside the security controls and written policies your firm already runs.
- AI functions only draft or sort. Nothing is sent to a client without a person approving it.
Why Be Chosen Agency
A small firm that builds carefully, and says what it does not do.
The same delivery rules BCA uses for federal work apply to every commercial build.
Veteran-owned, founder-led
Be Chosen Agency is an SBA-certified Service-Disabled Veteran-Owned Small Business. Teton Wilson, a U.S. Air Force veteran, scopes the work, leads the build, and signs the handoff.
Security-minded by default
Builds live in accounts your firm owns, with the least access the work needs, and every account and permission is listed at handoff. BCA holds no SOC 2 report or ISO certification, so it works inside the controls you already run.
Bounded AI, human review
Each AI function does one named job and stops for a person to approve before anything reaches a client or a file. Prototypes use sample or synthetic data until you approve real records.
Local to the Valley
Based in Peoria, in the Phoenix metro. Workshops and training can run at your office, and build work runs on Arizona time.
Commercial services
The same work for government buyers
Next step
Tell us which workflow eats the most hours.
A paragraph is enough: the work, the tools you use, and who does it today. Expect a written reply within two business days with a suggested first step.