Why this workflow matters
Stop treating document collection like an inbox problem.
When tax checklists leave by email, staff spend hours answering “what do you need from me?”, checking attachments, sending the same reminders and moving files into client folders. A repeatable portal makes the request clear before the first follow-up is needed.
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.
- 01Income statements and payslips
- 02Bank interest and dividend statements
- 03Rental property income and expense records
- 04Private health and deductible expense evidence
- 05A confirmation of changes since last year
Four steps
A practical collection workflow
Start with last year’s checklist
Create a template for the standard tax return request. Use file fields for documents and short text or yes/no fields for client-specific questions.
Segment the list before sending
Separate individual, rental-property, business and SMSF clients so every client sees only the items relevant to their return.
Bulk-send personalised portals
Upload a CSV, map client details and send individual private links from the same template. Each portal can have its own due date.
Let the reminders do their job
Schedule a helpful pre-due-date reminder and a shorter overdue reminder. Review only clients who have not started or who need a personal call.
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 send tax document requests to all clients at once?
Yes. Practice and Enterprise plans support CSV-based bulk sending. Each client receives their own private portal and the firm sees progress in one dashboard.
Do clients need to create an account?
No. Clients use the private link in their email and can return later using the same link.
Can I reuse the checklist next tax season?
Yes. Save a request as a template, then duplicate and update it for the next season.