Before a collection due date
Use the available reminder settings to prompt clients about an outstanding request. A clear period, checklist and upload destination make it easier for clients to act on the follow-up.
For UK accounting & bookkeeping teams
Automated client document reminders.
A little less chasing.
Make follow-up part of your document collection process. Use due-date-based email reminders to prompt outstanding client requests while your team focuses on the next piece of work.
✓ Clear document checklists✓ Email follow-ups✓ One place to review
LESS ADMIN. MORE ACCOUNTING.
Client requests
✦Document uploads
✦Submission review
A clearer collection process
How do automated client document reminders work?
Automated document reminders send follow-up emails for eligible outstanding requests according to the firm’s configured schedule. In WhiteSphere, reminder settings work relative to a request’s due date. Staff can also send a manual reminder and monitor the request as it moves from waiting for a response to submission review.
A reminder is most useful when the original request is clear. Pair the follow-up with a specific document checklist, an accurate collection due date and a dedicated place for clients to upload. Your team can then spend its attention on exceptions instead of repeatedly drafting the same chase email.
Support follow-up at the points it is needed
When a request is still outstanding
Review pending work alongside your reminder settings. A manual reminder gives staff another way to follow up when a request needs individual attention or a client conversation.
When the response needs staff review
Once a client submits, review the uploaded records and decide whether to accept the response or return it with feedback. Keep collection follow-up connected to the actual request status.
From request to review
How the workflow works in WhiteSphere
- 1
Prepare a clear request
List the documents and the relevant period. Set a due date that reflects when your team needs the records for its work.
- 2
Configure reminder settings
Choose the available automated reminder options for your firm. Review how the schedule relates to request due dates.
- 3
Monitor the pending queue
Check which clients still need to respond. Use a manual reminder or personal follow-up where the situation needs staff judgement.
- 4
Review submitted documents
Move attention to the review queue when records arrive. Check the submission and provide feedback if the client needs to make corrections.
What makes a document reminder actionable?
The collection request supplies the context behind the reminder. Prepare these details before starting follow-up so clients know what your firm needs.
A recognisable request
Use a request title that identifies the work or collection period, such as the month’s bookkeeping records or year-end supporting documents.
A precise document list
Name the statements, schedules or invoices needed. Avoid broad instructions that leave clients guessing which files to find.
A realistic collection due date
Set the date around your team’s preparation process and check the reminder settings against it.
A clear upload destination
Use the dedicated request link and PIN so the client can respond to the request your team is following up.
Tools that support your team’s next step
Due-date-based automation
Use the firm’s available reminder settings to support follow-up on eligible pending and ongoing document requests.
Manual follow-up when needed
Send a reminder from a request when staff decide that additional attention is appropriate. Keep personal judgement part of your collection process.
Status alongside the documents
See outstanding requests and submissions ready for review in the workspace. This helps your team distinguish chasing work from review work.
Client access and team control
A dedicated place for the client’s response
Clients use a dedicated request link and PIN to access their upload page. Staff work inside the firm workspace with roles and permissions, and can review recorded activity in the audit log. Discuss your practice’s storage and data-handling requirements when evaluating the workflow.
Explore the fit for your firm
Bring your current checklist to a demo
Walk through a representative request with us: how your team prepares it, what the client sees and how staff handle the response. Review the reminder options, user access and storage your practice needs, then compare the workflow with your current collection process.
Explore our pricing and plans or book a demo to discuss your requirements.
Your questions, answered
Automated client document reminders: FAQs
Can WhiteSphere send automatic client document reminder emails?
Yes. WhiteSphere supports automated email reminders for eligible outstanding document requests based on the firm’s automation settings and the request due date.
Can staff send a reminder manually?
Yes. Staff can send a manual reminder from a document request when additional follow-up is needed. This complements the configured automated reminder process.
Do automated reminders continue for submitted requests?
The automated reminder process targets eligible requests with pending or ongoing status. Requests that have moved out of those statuses are not selected by that process. Staff should keep request statuses accurate as they review the work.
Can we set any custom reminder interval?
WhiteSphere provides a set of available reminder options in the firm’s automation settings. Review those options in a demo to confirm that they match the cadence your practice needs.
Are these reminders for unpaid invoices?
This page describes reminders for collecting client documents. It is a document request workflow, rather than a process for collecting overdue invoice payments.
Will reminders guarantee that clients send their documents on time?
No. Reminders support follow-up, but clients still need to find and submit their records. A clear checklist and personal attention to exceptions remain useful parts of the firm’s collection process.
Explore more workflows
More ways to organise client document collection
A little less chasing. A lot more clarity.
Make the next follow-up part of the process.
See how WhiteSphere brings client requests, follow-ups and document review into your firm’s working day.