Document Collection & Intake
The checklist goes out on schedule, chases itself, files what arrives, and shows one number per counterparty: percentage complete.
Why it matters
The business challenge
You send the list. Four of eleven items come back. You send it again. Something arrives on WhatsApp, unnamed. Work starts on an incomplete file and stalls twice. Documents from customers, vendors and employees arrive across email, WhatsApp, drive links and paper, and completeness lives in someone's head - whether it is vendor onboarding papers, KYC, invoices, proofs of delivery or contract annexures.
You might recognise this
- The same document request is sent to the same counterparty more than once a month.
- Files arrive unnamed, in the wrong format, on the wrong channel.
- Nobody can say which files are complete without opening every folder.
- Work starts on incomplete files and stalls when the gap surfaces.
- Month-end and onboarding begin with a chase, not with the work.
- Counterparties ask for status because they have no way to see it themselves.
The solution
How PASDACS helps
PASDACS builds a checklist library by counterparty type and process, schedules the requests, reminders and escalation, and gives customers, vendors and employees one secure upload channel. What arrives is classified, named and filed automatically, and a completeness dashboard shows one number per counterparty, so work starts when the file is ready, and the chasing runs without you.
Services included
- Checklist library by counterparty type and process
- Scheduled requests, reminders and escalation
- Secure upload with auto-classification and naming
- Completeness dashboard and hand-off to work
- Integration with your existing storage and email
- Adoption support and a named internal owner
How we deliver
Delivery approach
Scope & baseline
Week one: the pilot process and counterparties agreed, and today's cycle measured - follow-ups per file, days to a complete file. Milestone: a baseline your leadership has signed.
Design sign-off
Checklists per counterparty type and process, the reminder schedule and the escalation path, agreed in writing. Milestone: a design approved before anything is built.
Build & test
The workflow configured on your existing storage and email, tested with real files. Milestone: user acceptance by the people who will run it.
Monitored launch
Go-live for the pilot scope with support standing by. Milestone: the first cycle's requests, reminders and filing running without manual chasing.
Measure against baseline
Follow-ups, completeness and cycle time compared with week one's numbers. Benefit: capacity returned as a measured figure, not an impression.
Extend & hand over
Scope grows to more counterparties and processes only after the numbers hold. Documentation and a named internal owner keep the benefit inside the organisation.
Measurement
What we measure
The numbers a pilot on this workflow is judged against - baselined before we start and tracked against your own data, so success is a measurement, not a claim.
- Completeness % per counterparty
- Follow-ups per file
- Days to a complete file
- On-time work starts
Tooling
Technology ecosystem
- Workflow and reminder automation
- Secure upload and document classification tools
- Your existing storage and email
Outcomes
What you can expect
- Document requests and reminders that send themselves
- One secure channel instead of email, WhatsApp and paper
- A completeness percentage per counterparty, visible to the whole team
- Work that starts on complete files
- Fewer repeated follow-ups and a shorter collection cycle
Related
Explore further
Related capabilities
Automation
Requests, reminders, reconciliations, approvals and system hand-offs run themselves - your people handle the exceptions.
Explore capabilityProcess
Map how the work actually runs, remove the waste, then standardise it into SOPs, checklists and review controls people actually follow.
Explore capabilityArtificial Intelligence
Document intelligence, a knowledge assistant over approved company sources, and agent-assisted workflows - always under human review.
Explore capabilityInsights
Why document collection is the best first workflow to fix
You send the list. Four of eleven items come back. Something arrives on WhatsApp, unnamed. If a practice automates only one workflow this year, it should be this one - here is why, and how.
Read insightRecognise this in your organisation?
Talk to us about where you are today - a pilot on this workflow has a defined scope, a measured baseline and success criteria you agree to before we start.