Why this workflow matters
Stop treating document collection like an inbox problem.
Trustees often send records as they find them, over several weeks and through several channels. That slows administration and leaves staff to rebuild the status of every fund manually.
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.
- 01Bank and investment statements
- 02Broker contract notes and dividend records
- 03Contribution and pension information
- 04Property income, expenses and loan records
- 05Trustee confirmations and annual questionnaires
Four steps
A practical collection workflow
Build an annual fund checklist
Start from the prior year’s request and update it for the fund’s actual asset mix and activity.
Use clear period labels
State the financial year and relevant date range next to every document request to avoid receiving the wrong version.
Send the request before the busy period
Give trustees time to locate records, then schedule reminders around your firm’s processing dates.
Review missing items by fund
Use the dashboard to prioritise funds with no response or one critical missing record.
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 an SMSF request each financial year?
Yes. Save the checklist as a template, duplicate it and adjust the date range or fund-specific items before sending.
Can a portal include confirmations as well as uploaded records?
Yes. Add text, date and yes/no fields for trustee questionnaires and confirmations.