Whitesphere
For UK accounting & bookkeeping firms

Client document chasing
software for UK firms.

Less time asking for the same files. More time moving client work forward. WhiteSphere brings document requests, email reminders and client uploads into one organised workspace.

See how document chasing works
✓ Reusable document checklists✓ Automated email reminders✓ PIN-protected client uploads
LESS ADMIN. MORE ACCOUNTING.
Accountancy practices
✦
Bookkeeping firms
✦
Tax teams
A clearer way to collect

What is client document chasing software?

Client document chasing software organises the process of requesting files, reminding clients and checking what has arrived. For UK accounting and bookkeeping firms, WhiteSphere gives that process a shared home: a document checklist for the client, follow-up emails and a visible review status for your team.

Instead of checking individual inboxes before starting a job, staff can work from pending requests and submissions ready to review. Use it wherever your next accounting task depends on information from a client.

Made for the work behind the numbers

One collection process. Two familiar challenges.

01 / ACCOUNTANCY

Client document chasing software for UK accounting firms

Year-end accounts and tax engagements often stall while a team waits for statements, schedules or supporting evidence. A long email thread makes it difficult to tell whether a client has replied, whether the files are usable and who needs to act next.

Build a checklist around the engagement, give clients a single place to submit their files and review the response in your firm’s workspace. Managers can distinguish outstanding requests from submissions that are ready for staff attention.

  • ✓ Prepare consistent year-end and tax document requests.
  • ✓ Send requests across a client group using bulk collection.
  • ✓ Review, accept or return submissions with feedback.
02 / BOOKKEEPING

Client document chasing software for UK bookkeeping firms

Monthly bookkeeping depends on a steady flow of bank statements, invoices and receipts. When clients send records in separate messages, the effort of collecting them can grow with every new client your firm takes on.

Reuse your collection template for the next period, state exactly which records you need and set a clear due date. Automated reminders support the follow-up process while your bookkeepers focus on preparing and reviewing the books.

  • ✓ Standardise monthly or quarterly collection checklists.
  • ✓ Keep each request tied to the right client and period.
  • ✓ Follow up without rewriting the same reminder email.
From request to review

How do you chase client documents without endless emails?

Give clients a clear request and your team a repeatable next step.

  1. 1

    Create the checklist

    Choose a reusable template or prepare a request for the engagement. Name the period, list the records and set the due date.

  2. 2

    Share the request

    Send the client their dedicated request link and PIN so they can view what is needed and upload their files.

  3. 3

    Let reminders follow up

    Configure automated email reminders around your collection process. Check pending requests and send a manual reminder when needed.

  4. 4

    Review and move forward

    Open submitted documents, check that the response is suitable, then accept it or return it with feedback for correction.

Less chasing. More clarity.

The tools behind a calmer collection process

Reusable request templates

Turn the documents you regularly ask for into a consistent checklist. Adapt requests to each client and engagement instead of copying an old email.

Bulk client requests

Prepare document collection for multiple clients together. Keep a separate request for each client while reducing repetitive setup.

Automated email reminders

Use your firm’s automation settings to schedule follow-ups around request due dates. Keep manual reminders available for requests that need personal attention.

A dedicated client upload page

Give clients a clear destination for their documents, accessed through a request link and PIN. Files arrive with the request your team is working on.

Pending and review queues

See requests still waiting for a response and submissions ready for review. Help staff choose their next action without reconstructing the history from inboxes.

Team permissions and activity history

Manage staff roles and use the audit log to review recorded activity. Keep document collection within your firm’s shared working process.

Start with a useful checklist

Which documents can UK firms request?

Use these examples to shape your own templates. Select the records relevant to the client, period and work you have agreed to complete.

Monthly bookkeeping

Bank and credit card statements, sales invoices, purchase invoices, expense receipts and payment processor statements.

Specify the month and the accounts you need so clients can send a complete set of records.

VAT preparation

Sales and purchase records, expense evidence and relevant transaction reports for the requested VAT period.

State the period clearly and tailor the supporting documents to the client’s bookkeeping process.

Year-end accounts

Year-end bank statements, loan statements, fixed asset purchase details and supporting debtor or creditor schedules.

Create a request around the evidence your team needs to prepare and review the accounts.

Self Assessment preparation

Relevant income statements, self-employment records, rental income and expense records, and supporting information requested by your tax team.

Tailor the checklist to each individual’s circumstances rather than sending every client the same list.

A considered client experience

Keep document collection clear for clients and controlled for staff

WhiteSphere uses dedicated request links with PIN access for client submissions, alongside staff roles and permissions in the firm workspace. Clients can respond to the request without needing a staff account, and your team can review the submitted files before accepting the work.

When evaluating the platform, discuss your firm’s storage, access and data-handling requirements with us. Read our privacy policy and terms and conditions, or contact the team with specific questions.

Find the fit for your practice

Evaluate your next document chasing workflow

Bring one of your usual document requests to a demo. Walk through the client upload experience, see how reminders are configured and check how staff review a response. Compare that process with the time your team currently spends preparing requests and following up.

Review our pricing and plans, then discuss the client volume, team access and storage your firm needs.

Your questions, answered

Client document chasing software UK: FAQs

What is client document chasing software?

Client document chasing software helps a firm request files from clients, send follow-up reminders and track submissions in one place. WhiteSphere combines document request templates, automated email reminders, a PIN-protected upload page and review statuses so accounting teams can see what needs attention.

How does WhiteSphere help UK accounting firms chase client documents?

UK accounting firms can create requests for year-end accounts, tax preparation or other engagements, specify the documents they need and set a due date. Clients submit files through their request link. Staff can monitor pending requests, review submissions and accept or reject them with feedback.

Is WhiteSphere suitable for UK bookkeeping firms?

Yes. Bookkeeping firms can use WhiteSphere to request bank statements, sales invoices, purchase invoices and receipts. Reusable templates keep each collection consistent, while bulk requests help teams contact multiple clients without preparing every request from scratch.

Do clients need a WhiteSphere account to upload documents?

Clients use a dedicated request link and access PIN to reach their document request. They do not need a staff workspace account. They can view the request, upload the requested files and submit them for the firm to review.

Can WhiteSphere send automatic document reminders?

Yes. WhiteSphere supports automated email reminders based on the firm’s automation settings and the request due date. Staff can also send a manual reminder from a document request. The reminder schedule should be configured to suit your team’s collection process.

Can we use it to collect documents for VAT and Self Assessment work?

Yes. You can create document checklists for VAT preparation and Self Assessment engagements, then collect the supporting records from clients. WhiteSphere manages document collection and follow-up; tax calculations and return submissions remain part of your separate accounting and tax workflow.

Does WhiteSphere replace our accounting software?

WhiteSphere focuses on requesting, collecting and reviewing client documents. Your team continues to use its accounting, bookkeeping and tax software for ledger work, calculations and submissions. Discuss any specific integration requirements during your demo.

What happens when a client sends the wrong document?

Your team can review a submission and reject it with feedback when corrections are needed. This gives the client a clear next step and helps staff distinguish received documents from work that has been accepted.

How can we assess WhiteSphere for our firm?

Book a demo with a representative document checklist and your usual follow-up process. Review how requests, client uploads, reminders and staff permissions work, then discuss pricing, storage and data-handling requirements for your practice.

Explore more workflows

More ways to organise client document collection

Document collection for accountants ↗ Document collection for bookkeepers ↗ Automated client document reminders ↗
A little less chasing. A lot more clarity.

Give your UK practice more room to focus.

Make your next client document request the start of a more organised process. See WhiteSphere in action for your accounting or bookkeeping firm.