Calculator
What does chasing client documents cost your practice?
Put a yearly dollar figure on the follow up messages you send to get statements, receipts and signed forms out of your clients.
Free tools
Free calculators for the paperwork side of bookkeeping
Two small tools that put a number on the part of the month you never invoice for.
Bookkeepers price the work they do and quietly absorb the work of asking for it. Nobody writes a line on the invoice for the eleven minutes spent reminding a landscaping client about an August card statement, so the cost stays invisible until you look at your realization rate and cannot explain it. These calculators make that cost visible in dollars and in working days.
Both run in your browser, keep nothing, and use assumptions you can change. Put in your real client count, your real effective hourly rate, and the number of times you honestly chase before someone replies. The defaults are set for a practice with roughly 30 monthly clients, so change them to your own book before you draw any conclusions.
Calculator
How many W-9s do you still have to collect?
Turn a vague sense of vendor gaps into a daily request rate you can actually staff before January 31.
Working document
The month end document chase checklist
The four stages that get statements, receipts and forms in before your cutoff, written for a book of 10 to 60 monthly clients.
Why the chase math here is open to every bookkeeper
Every practice already does this arithmetic, usually on the back of a working paper and usually too late to act on. It happens in the second week of the month, when you try to count how many reminder messages it took to get an August card statement out of a landscaping client, guess at four minutes each, multiply by the thirty books you close, and then stop because the answer is uncomfortable. It happens again in January, when someone divides the vendors with no signed W-9 by the working days left before the 31st and hopes the result is small. Nobody has to hand over an email address to do that sum today, so we did not put a form in front of the version that does it properly.
These calculators are worth running even if you never send a single document request through us. Knowing what the chase costs per client per month, at your own effective hourly rate rather than the rate you quote, changes how you handle the next fixed fee renewal and which two accounts you push onto a dedicated card or a working bank feed. Knowing that closing the W-9 gap means clearing four vendors a working day changes what you block out in December instead of discovering it on January 22. Both tools run in your browser, keep nothing when you close the tab, and hand you figures you can take into a partner conversation or a client call with no strings attached.
What to do once the chase has a dollar figure
A yearly cost and a per client per month cost are useful on their own, and they get sharper when they sit next to the names of the clients producing them. Book a demo and we will run the same arithmetic against your real book, then show the status board that ranks every open document item by age. You keep the numbers either way.