Client document collection
Client document collection for accountants: ask once, see what is missing, stop writing reminders.
Every close starts with the same chase: an email to each client, a list of what is still missing, a second email a week later. Pileform keeps that list for you. Request each document by name, give a client without an account a one-time upload link, and automatic reminders chase whatever is still unanswered. What comes back goes straight into the same pipeline as every other upload.
Client document collection for accountants means asking each client for the documents a period needs and knowing what is still missing. In Pileform you request a document by name, send a one-time upload link to someone without an account, and let automatic reminders chase unanswered requests. What arrives is read, VAT-checked per line and queued for review.
The close waits on the document nobody sent.
For most practices the slowest part of a period is not the entry, it is the collection. The client sends the invoices but not the fuel receipts, the bank statement but not the credit note, and the list of what is still missing lives in someone’s inbox. Every follow-up is another email to write, and a request nobody tracks becomes a gap found at the VAT return. Once the documents are in, invoice automation and bank statement automation take over; getting them in is the step before.
Pileform moves the chase into the app. A document request names what you need from which client and tracks what came back against what did not. A client with no Pileform account gets a one-time upload link and sends the file in without signing up. Requests left unanswered are chased by automatic reminders, so nobody on your team writes the follow-up. What arrives lands in the document library, organised in folders, where a document can be reprocessed after something upstream changes and one deleted by mistake can be restored. For a practice with many clients, it sits inside the same bookkeeping software, per company, under one login.
How collection works.
Request by name
Ask a client for the documents the period needs, each one named, so the request is a checklist rather than an email thread.
Send the link
A client without an account gets a one-time upload link and sends the file in without signing up. A client-side person you have invited with the uploader role can also submit directly, and sees only their own uploads.
Let the reminders chase
Requests left unanswered are chased by automatic reminders, so nobody writes the second, third and fourth email.
Read on arrival
Whatever comes back is processed like any other upload: read line by line, VAT decided per line, reconciled to the printed total, checked for duplicates, and queued for your review.
What collection gives you.
Four features for getting documents in, and one pipeline once they are in.
- Document requests
- Ask a client for a named document and track what came back against what did not
- One-time upload links
- A link that lets somebody without an account send a file in
- Automatic reminders
- Unanswered requests chased without anyone on your team writing the email
- Document library
- Folders, reprocessing a document after something upstream changes, and restoring one deleted by mistake
- On arrival
- Read, VAT decided per line, duplicates caught across uploads and postings, stored in the EU (Frankfurt)
Who collects this way.
Practices with many clients
Twenty clients and twenty lists of what is missing, each kept per company under one login instead of across twenty inbox threads.
Bookkeepers closing every month
The month cannot close until the pile is complete. Open requests show what is still outstanding before the close, not after it.
Corporate service providers
Many entities, each with a few documents a month from people who will never open an account. A one-time upload link is enough for them.
Client document collection, answered.
No. A one-time upload link lets somebody without an account send a file in. If you want a client-side person to submit regularly, invite them with the uploader role: they can submit documents and see their own uploads, and nothing else.
Nobody on your team. Automatic reminders chase a document request that has not been answered, so the follow-up goes out without anyone writing it.
Each document request tracks what came back against what did not, per client company, so the list of what is still outstanding is in the app rather than in someone’s inbox.
Folders for organising documents, reprocessing a document after something upstream changes, and restoring a document deleted by mistake.
In the EU (Frankfurt), for the retention period you set, with country presets and a seven-year default. Documents are never used to train any model.
Send your first document request.
A free account comes with 30 free processing pages that do not expire and needs no card. Request one client’s missing documents and watch the list get shorter.