Client Document Collection
The checklist goes out on schedule, chases itself, files what arrives, and shows one number per client: 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. Client documents arrive across email, WhatsApp, drive links and paper, and completeness lives in someone's head.
You might recognise this
- The same document request is sent to the same client more than once a month.
- Files arrive unnamed, in the wrong format, on the wrong channel.
- Nobody can say which clients are complete without opening every folder.
- Work starts on incomplete files and stalls when the gap surfaces.
- Peak season begins with a chase, not with the work.
- Clients ask for status because they have no way to see it themselves.
The solution
How PASDACS helps
PASDACS builds a checklist library by client type and service, schedules the requests, reminders and escalation, and gives clients one secure upload channel. What arrives is classified, named and filed automatically, and a completeness dashboard shows one number per client, so work starts when the file is ready, and the chasing runs without you.
Services included
- Checklist library by client type and service
- 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 service line and clients agreed, and today's cycle measured - follow-ups per client, days to a complete file. Milestone: a baseline your partners have signed.
Design sign-off
Checklists per client type and service, 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 client files. Milestone: user acceptance by the people who will run it.
Monitored launch
Go-live for the pilot clients 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 clients and service lines only after the numbers hold. Documentation and a named internal owner keep the benefit inside the firm.
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 client, 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 firm 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 insightWhere the week goes in a CA practice, and how to get it back
Chasing documents, re-keying data, portal work, reconciliation. The hours that earn least are the ones that fill the calendar. Here is a practical way to see your real split, and change it.
Read insightRecognise this in your practice?
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.