Why this workflow matters
Stop treating document collection like an inbox problem.
Onboarding usually starts with a long email and ends with a string of missing attachments. That makes a new client feel uncertain and makes your team repeatedly reconstruct the same checklist.
A useful starting point
What to ask for
Use this as a starting checklist, then tailor it to your firm’s process and the client’s circumstances.
- 01Signed engagement documents
- 02Identity and contact details
- 03Previous adviser or accountant information
- 04Authority or consent confirmations
- 05Records specific to the service being delivered
Four steps
A practical collection workflow
Build one core intake template
Create a universal checklist, then add industry-specific sections only when they are relevant.
Explain why each item matters
Add a short note beside unfamiliar documents. Context reduces incomplete submissions and support requests.
Send the portal at the right moment
Send immediately after the engagement is confirmed, while the client is motivated to begin.
Create an exception queue
Use reminders for routine follow-up and reserve personal outreach for clients who are blocked or strategically important.
The FileReq difference
Make it easy for clients to finish.
One private place for every item
Combine uploads, text answers, dates and confirmations in a single branded portal rather than scattering work across email threads.
Follow-up happens automatically
Set a due date and reminder schedule once. FileReq sends the reminder and stops it as soon as the client submits.
Progress is visible at a glance
See which requests are in progress, overdue or complete so your team can focus on exceptions instead of maintaining a spreadsheet.
Questions, answered
Frequently asked questions
Can I brand an onboarding portal with my firm?
Yes. Client portals can display your firm name, logo and colours so the request feels like part of your own service.
Can one onboarding template work for several services?
Yes. Start with a reusable core template and create variants for services that need additional documents.