See which clients still owe you documents every morning

Build me an internal app that my client onboarding team opens every morning to see which clients still owe us paperwork, instead of digging through Box folders and email threads to work it out. The whole app exists to answer one question fast: who is missing what, and how long have we been waiting on it.

The main surface is a board with one row per client. Each row shows the client name, a completion state of all received, partially received, or nothing yet, a progress count in the form 4 of 7 received, the names of the specific documents still outstanding, the number of days we have been waiting on the oldest outstanding document, and the staff member who owns that client. Sort the board so the most overdue client is at the top, ranked by the age of the oldest missing document. Give the three completion states a clear visual treatment so a partially received client reads differently at a glance from one who has sent nothing at all.

The client list comes from HubSpot. Use List Companies, or Search Companies when the user is searching or filtering, and narrow it to companies sitting in an onboarding stage. Use List Owners to populate an owner filter so each staff member can cut the board down to just their own clients, and remember the last owner filter each user picked so the board opens on their own clients next time.

For each client, a handler works out document status from Box. Use List Folder Items on that client's folder, and Search Content when a document might sit in a subfolder or was filed somewhere unexpected. Compare what is present against a checklist of required document names for that client's engagement type. Matching has to tolerate loose file naming, so W2_2025_final.pdf satisfies a W-2 requirement and bank stmt jan.pdf satisfies a bank statement requirement. Ignore case, punctuation, underscores, years, and filler words like final, signed, copy and scan when matching. Never mark a requirement satisfied on a silent guess: always show which file matched it so a human can sanity check the match.

The checklist is configurable and persisted in the app. Let the user define engagement types, for example bookkeeping, tax, and payroll, set the list of required document names for each type, and assign an engagement type per client. A bookkeeping client and a tax client must be able to require completely different paperwork. Also persist the mapping of HubSpot company to Box folder id, because folder names will not always match the company name exactly, and let the user correct that mapping from inside the app.

Clicking a client opens a detail view listing every required document for their engagement type as either present or missing. For a present document, show the matched file name, when it arrived, and a link that opens it directly in Box, using Get File Information to pull the file details and link. For a missing document, show how many days it has been outstanding.

From the app the team needs these actions. Create Folder to spin up the standard folder structure for a brand new client. Upload File so staff can drop in a document a client emailed them, filed into that client's folder. Add Shared Link to Folder to generate a collection link with an expiration date to send to the client. Gmail Send a Message to fire the chase email. HubSpot Create Note plus Create Task to log the chase against the company record so it shows up on the CRM timeline, with the task given a sensible follow up due date.

Bake in one hard rule: the chase email never lists documents we already have. Build the email body from the live missing list at the moment of sending, never from a cached or stale list, and name each outstanding document specifically rather than sending a generic nudge, so it reads like we are still waiting on your 2025 W-2 rather than please send your documents. Asking a client for something they already sent is the thing that annoys them most. If every document is in, the chase action should be unavailable rather than sending an empty reminder. Show the drafted email to the user before it sends so they can edit it first.

Finally, record when a chase was last sent for each client and show that on the board, so two people do not chase the same client on the same morning.