Why this workflow matters
Stop treating document collection like an inbox problem.
Repeat requests fail when each staff member uses a different email, reminder rhythm and file-naming approach. The firm loses visibility and clients receive an inconsistent experience.
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.
- 01Period-specific financial records
- 02Compliance confirmations
- 03Updated contact or entity details
- 04Monthly or quarterly supporting documents
- 05A completion confirmation
Four steps
A practical collection workflow
Standardise the request before automating it
Agree the checklist, naming and deadline once. A bad repeated process only scales the confusion.
Save the request as a template
Create a master version with notes and required fields so every cycle begins from the same quality baseline.
Send by segment
Use variations for client groups with different obligations, then bulk-send personal portals where the same request applies.
Review the exception list
Let the automated reminders cover routine follow-up and focus staff attention on late or complex cases.
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 reuse a FileReq template?
Yes. Templates let your team repeat a proven request without rebuilding fields, notes and structure each time.
Can recurring requests be sent in bulk?
Yes. Practice and Enterprise plans support CSV-based bulk sends for a personalised request to multiple clients.
Will reminders stop after completion?
Yes. FileReq stops automatic reminders when a client submits their request.