Requesting missing documents without spending your days on it

An incomplete file is expensive

At an insurance broker, a property manager or a mortgage broker, a large part of the day goes to chasing documents: a certificate, a payslip, a damage report, a quote. Each follow-up takes a few minutes, but they add up, and meanwhile the file does not move.

What slows collection down

Three causes come up almost every time:

• the list of expected documents is written nowhere, each person knows it by heart;
• nobody knows exactly what has already arrived, because documents sit in emails;
• follow-ups depend on everyone's memory.

Organizing collection so it moves on its own

Step one: write down, for each type of file, the list of expected documents. Step two: have every incoming email read so documents are filed and the list is ticked automatically. Step three: schedule a follow-up sequence (for example at 3, 7 and 10 days) that stops as soon as the client replies.

With Singular, the software handles these three steps. The account manager only sees what truly needs attention: an unreadable document, a client who does not reply, a sensitive matter.

What you can do this week

Even without a tool, write your document lists per file type and set follow-up dates. That is often half the gain. Automation does the rest.