A client document collection workflow that actually finishes
A repeatable workflow for collecting client documents on time, every time — scope the request, send a structured portal, automate reminders, validate and file. This is the workflow most RequestLoops customers settle on after a few weeks.
1. Scope the request before you send it
List every item you need from the client up front. Do not start with “send me the documents” — start with a structured checklist where every item is a file, signature or field.
In RequestLoops, this is a request template. Build it once for an engagement type (tax, audit, onboarding, project) and reuse.
2. Send through a tokenised portal, not email
Email attachments are not auditable, expire on inbox cleanup, and pile up sensitive data in mailboxes. Send a tokenised portal link instead — the recipient clicks, sees the checklist, uploads.
3. Automate reminders
Smart reminders escalate cadence, switch channel from email to SMS, and stop the moment a file arrives. The point is to never manually chase.
4. Validate uploads before they reach the team
Document validation flags blank pages, wrong page counts and wrong file types before the file reaches your team. AI validation catches subtler issues like unsigned engagement letters.
5. Sync into your DMS and close the loop
Files sync into Drive or OneDrive folders organised per request and recipient. The portal closes when every item is in. The team gets a notification, the client gets a thank-you. Loop closed.
FAQ
- How long does the workflow take to set up?
- Most firms have their first request template live within an hour. Recurring runs can be set up in five more minutes per template.
- What if a client refuses to use the portal?
- They can still upload via the link from any browser without an account. If they email a file directly, you can attach it to the request manually.
- Does the workflow work for audit PBC requests?
- Yes — the audit firms guide on this site walks through PBC-specific configuration.
Run this workflow on RequestLoops
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