Spend less time asking clients for the same records. Give your team one place for document checklists, client uploads, email follow-ups and submission review.
Client document chasing software helps a firm request records, remind clients and track the response. WhiteSphere brings document templates, PIN-protected uploads, automated email reminders and review statuses into one workspace for CA practices, accounting teams and bookkeeping firms in India.
When bank statements arrive by email, invoices arrive in a messaging thread and the remaining records sit with another colleague, it is difficult to know whether a job can begin. A dedicated request makes the collection easier to follow: the client sees what to send, and staff can distinguish an outstanding response from a submission waiting for review.
Prepare requests for accounts preparation, tax work or supporting evidence for an engagement. Identify the financial year or relevant period, tailor the checklist to the client and review the submitted records before accepting the response.
Organise regular collection of bank statements, invoices, receipts and transaction reports. Reuse a template for the next month and keep each client’s submitted documents attached to the request they answer.
Use client groups and bulk requests to prepare a collection round. Staff can monitor the individual responses and follow up on requests that still need attention without rebuilding the initial checklist for every client.
Create a request for the client and period. Choose a template, then adapt the checklist to the records your team needs.
Send the dedicated request link and PIN. The client can view the requested items and upload files through that request.
Set a collection due date and use the available email reminder settings. Send a manual reminder when a request needs extra attention.
Check the uploaded records and accept the submission when suitable. Return it with feedback if the client needs to make corrections.
Build a checklist around the work agreed with the client. These examples help organise collection; the exact records depend on the engagement and the period being reviewed.
Bank and card statements, sales and purchase invoices, expense receipts and relevant payment reports for the requested month.
Sales and purchase records, credit or debit notes and transaction reports requested by your team for the relevant period.
Income statements and supporting business, investment or other records identified by the team for the client’s circumstances.
Loan statements, asset purchase details, balance schedules and other supporting evidence requested for accounts preparation or review.
Save a consistent starting point for repeat collection work. Update the period and client-specific items before preparing the next request.
Use due-date-based reminder options for eligible outstanding requests, with manual follow-up available when staff need it.
Separate pending requests from submissions ready to review. Staff can check the files and decide whether the response is ready to accept.
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.
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.
Yes. CA, accounting and bookkeeping firms can use WhiteSphere to prepare client document requests, collect uploads, send email reminders and review submissions in one workspace.
Yes. Create a checklist for the supporting records your team needs and specify the relevant period. WhiteSphere manages collection and follow-up; calculations, reconciliation and return filing remain in your separate accounting or tax workflow.
No. Clients access their dedicated document request using its link and PIN. They can view the request and submit files without joining the firm’s staff workspace.
The reminder workflow described here uses email. Discuss any WhatsApp or other messaging requirements during a demo so your firm can assess the available workflow.
Yes. Bulk document requests let staff prepare collection for multiple clients while keeping each client’s request and response separate.
Staff can review the submission and reject it with feedback explaining the correction needed. This keeps receiving files separate from accepting a suitable response.
See how WhiteSphere brings client requests, follow-ups and document review into your firm’s working day.
