Document collection and reminders
Clients get a checklist of what to send, a secure place to send it, and reminders until it arrives, so staff stop chasing paperwork by email.
You cannot start until the client sends the documents. You email a list. They send some of it. You email again. Weeks pass, the deadline does not move, and your staff are doing the chasing instead of the work.
- 01Trigger
Stage needs documents
The matter, engagement, or job reaches the point where client paperwork is required.
- 02Qualify or process
Build the checklist
The engagement type sets the list; each item is tracked as missing or received.
- 03System update
Track and file
Received items are filed to the right folder; status is written back to the record.
- 04Customer communication
Checklist and reminders
A secure upload link, then reminders only for what is still missing.
- 05Human escalation
Staff review
Every document is checked by a person; quiet clients get a call.
- 06Measurement
Days to complete
Days from request to complete set, reminders per client, and deadlines at risk, weekly.
Best for
- Firms whose work cannot start until the client sends documents
- Contractors collecting insurance paperwork, photos, or signed forms
- Offices where one person spends hours a week asking for the same items
Trigger
A matter, engagement, or job reaches a stage that needs documents from the client.
Inputs
- The document checklist for that engagement type
- The client's contact details
- The deadline
- The secure upload location
Actions
- Send the checklist with a secure upload link
- Track each item as received
- Remind on a schedule for the missing items only
- Notify staff when the set is complete
- Escalate to a person when the deadline is close and items are still missing
Outputs
- A live checklist status per client
- A reminder log
- Alerts when a set is complete or at risk
Human handoff
Staff review every document for correctness; the workflow tracks whether something arrived, not whether it is right. Clients who go quiet past a set point get a call from a person.
Exceptions
- A client says an item does not apply, so staff mark it not applicable and the reminders stop
- A wrong document is flagged by staff and a specific re-request goes out
- A passed deadline escalates to the responsible person
- A client who asks for a different channel is handled by a person
Required access
- A secure storage or portal the business controls
- The CRM or practice management system that holds the stage
- The email or texting channel for reminders
Important limitations
- The portal or storage choice depends on the confidentiality the firm requires, and is agreed before anything is built
- The workflow does not read the documents; content review stays with staff
- Clients who send photos by text still need a person to sort them into the right place
- GoHighLevel
- HubSpot
- Google Drive
- Gmail
- GoHighLevel
- HubSpot
- Gmail
- Airtable
About one to two weeks, including building the checklists per engagement type
$2,000 to $5,000
The range for the tier this workflow usually falls in. Your number comes in a written scope. Pricing →
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