Short answer
A missing-document tracker is a shared status table for bookkeeping teams. It turns scattered email reminders into a visible queue of client, document category, request date, reminder date, owner, status, and escalation decision.
Recommended tracker fields
Core fields
- Client/account label
- Document category
- Specific item missing
- Month/period
- Submission location
Workflow fields
- Requested date
- Last reminder date
- Next reminder date
- Internal owner
- Status
Decision fields
- Close impact
- Escalation needed?
- Manager note
- Received date
- Resolution
Status values that prevent ambiguity
- Not requested: item identified but not yet requested.
- Requested: sent to client.
- Waiting: client has not responded.
- Partial: incomplete response received.
- Blocked: close cannot proceed without a decision.
- Escalated: manager/owner decision required.
- Received: item available to the team.
Tracker rule of thumb
If the team cannot answer "who owes what and who nudges next?" in under one minute, the tracker is not doing its job.
FAQ
Can this tracker live in a spreadsheet?
Yes. A spreadsheet is often enough if the fields and ownership rules are clear. Nudge is not trying to force a portal switch.
Does Nudge need access to a firm's tracker?
No. Nudge can design a tracker schema from written workflow details and redacted examples.