Document collection, without the follow up emails.
Document requests that remind clients on their own. Signatures collected in two taps. A portal clients actually use, because it is easier than email.
The chase, itemized
Count what the chase actually costs. The first request email. The reminder. The reminder about the reminder. The T4 that arrives as a blurry photo. The engagement letter sent for signature three weeks ago, still unsigned. The client who calls to ask what you need. The same list, sent twice.
For most firms it is hours a week, spread thin enough across the team that nobody books it, and it peaks at the exact moment you have the least of it to give: season.
Clients are not the problem. They are busy, their inboxes are crowded, and replying with attachments is awkward on a phone. The chase exists because the process asks clients to do something inconvenient and asks the firm to be the reminder service. The fix is the process.
Ask once. The system does the rest.
Build a document request list, or start from your template's standard PBC list, and send it. Clients get a clear checklist: what you need, by when. Reminders go out automatically, on the schedule you set, until items arrive. When a document is uploaded, the item checks itself off and lands in the client's file, attached to the right engagement.
"Did you get my stuff?" answers itself. Clients see their own outstanding list, so they stop calling to ask. And your team stops spending professional hours on status replies.
Nobody at the firm has touched this since Tuesday. Sample data. Firm and client names are fictional.
Sent, viewed, signed. The whole trail on one line, filed where it belongs. Sample data. Firm and client names are fictional.
Signatures where the work is
Engagement letters, authorization forms, consent forms. Signed inside the same system that holds the engagement. No separate eSignature subscription, no exporting a PDF to another tool and importing the signed copy back, no wondering which version is final.
Send for signature from the client's file. They sign in two taps, on a phone if that is where they are. The signed copy lands in the engagement's documents, timestamped, with an audit trail. Done means done, in one place.
The portal your clients will actually use
Many firms have bought a portal before, watched clients keep emailing, and eventually given up on it. The failure usually has one cause: the portal was harder than email. So the design rule here is simple. Easier than email, at every step.
No password to invent.
A secure link signs them in. The number one reason clients abandon portals, removed.
Upload from anywhere.
Drag and drop on a laptop; camera roll on a phone. Phone photos file themselves to the right engagement.
A clear checklist.
What you need, what they have sent, what is left. No archaeology through email threads.
One place, for them too.
Their documents, their invoices, their appointments, their messages with your firm.
Under your name, not ours. The portal carries your logo, your colors, your domain. Your clients see a firm with an organized, professional process. Our brand appears nowhere in their experience. More on the portal →
Collection scales when it is a system, not a habit.
Every new client adds to next season's follow up unless the follow up is automated. Set it up once, before the busy months.
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