Client Records & Document Requests
One of the biggest bottlenecks in compliance preparation is waiting for clients to send invoices, receipts, and bank statements. The Client Records module automates this tracking and reminder workflow.
This module is accessible to Admin and Accountant roles. External client contacts see a restricted-access screen on this page and must use the dedicated Client Portal instead.
Workspace Layout
The Client Records workspace is divided into two areas:
- Left Panel: Client Directory & Search — A searchable list of all clients, showing each client’s document collection progress (e.g.
3/4received) with colour-coded status badges. - Right Panel: Checklist Management — The active checklist showing outstanding files, upload tools, reminder options, and progress details.
Tracking Ingestion Progress
At the top of the checklist workspace, a circular chart displays the client’s overall ingestion percentage. The sub-heading shows the exact count of received vs requested documents.
Progress bar statuses:
- Green (100%) — All requested documents have been uploaded. The client is clear.
- Indigo (less than 100%) — Outstanding documents remain. Reminders can be sent.
Dispatched Chaser Reminders (Admin & Accountant Only)
To request missing documents, you can send automated chasers directly from the client header card using two channels:
- 📧 Email — Dispatches a polite chaser email to the client’s registered contact address.
- 💬 WhatsApp — Dispatches a message to the client’s phone number.
Both options generate a secure, passwordless login link. The client clicks this link to access their upload portal.
The reminder buttons are disabled if the client has already uploaded all requested files (100% progress).
Managing Checklist Items
The checklist list details every document request:
| Column / Icon | Description |
|---|---|
| Status Circle | Green checkmark (✓) for Received; open circle (○) for Awaiting upload |
| Document Info | The requested document type, name of the uploaded file, and receipt timestamp |
| View (Eye Icon) | Opens a preview of the uploaded document in a new browser tab |
| Upload (Arrow Icon) | Allows the accountant to upload a file on behalf of the client (e.g. if received via email) |
| Toggle (Check/Cross Icon) | Admin/Accountant only: Manually mark an item as received or revert it to pending |
| Remove (Trash Icon) | Admin only: Permanently delete the document slot from the client’s checklist |
Customising Checklists (Admin Only)
Admin users can request additional documents not covered by default templates:
- Scroll to the bottom of the checklist.
- In the Add a document request input field, type the document description (e.g. December Bank Statement).
- Click + Add. The item is added to the checklist and updates the client’s completion percentage.