Get the records your team needs to start the next job. Bring client checklists, document uploads and submission review into one clear collection process.
Accountants can organise document collection by creating an engagement-specific checklist, setting a due date and giving each client a dedicated place to upload records. WhiteSphere connects those requests with email reminders and review statuses, so staff can follow the work from the initial request to an accepted submission.
A reply in an inbox does not always mean an engagement is ready to begin. The statement may cover the wrong period, a supporting schedule may still be missing, or another colleague may already be reviewing the response. A shared request gives the team a common reference point for deciding what to do next.
Request the statements and schedules your preparer needs before the accounts work begins. Put the accounting period in the request and explain which accounts or balances need supporting evidence. Staff can review the response before treating the collection as complete.
Create a checklist that reflects the client’s circumstances. Separate the records needed for the engagement from general correspondence, then use the request status to identify where another follow-up or a correction is needed.
When a colleague picks up a request, they can work from the submitted documents and recorded status. This helps the practice keep its collection process consistent as work moves between administrators, preparers and reviewers.
Name the client, accounting period and purpose of the collection. Select a template and adapt it to the work agreed with the client.
List the documents clearly and set a collection due date. Send the client the dedicated request link and PIN for uploading their files.
Use pending requests and configured email reminders to support follow-up. Check submissions as they arrive instead of searching individual inboxes.
Check the period and suitability of the submitted records. Accept the submission or return it with feedback when the client needs to correct it.
Adapt these examples to the engagement. The aim is to tell the client exactly which records to find, rather than sending a broad request for “everything for the year”.
Bank and credit card statements for the requested period, loan statements and supporting finance information relevant to the accounts.
Sales invoices, purchase invoices and supporting records your team needs to understand or verify the transactions.
Relevant debtor and creditor schedules, fixed asset purchase details and other schedules requested by the preparer.
Clearly describe any additional information the client needs to provide about unusual transactions or incomplete supporting records.
Keep a reusable starting point for year-end or tax document requests, then tailor it to the client before sending.
Prepare collection across multiple clients while retaining an individual request for each response.
Distinguish requests waiting for the client from submissions waiting for staff review. Receiving files and accepting them remain separate steps.
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.
It is software for requesting client records, collecting uploads and tracking the response. WhiteSphere adds reusable checklists, email reminders and submission review to help an accounting practice manage that process in one workspace.
Yes. Use request templates as a starting point and adapt a request to the client, accounting period and supporting records you need. You can prepare different checklists for year-end accounts, tax work and other engagements.
Yes. WhiteSphere supports bulk document requests, allowing the firm to prepare requests for multiple clients while keeping the individual responses associated with their own requests.
Staff can review the submitted records and reject the response with feedback when corrections are needed. This lets the client know what needs attention before the team accepts the submission.
WhiteSphere manages client document collection and review. Your practice continues to prepare accounts, perform calculations and submit returns through its accounting and tax workflow.
Bring a typical document checklist, an example of the collection stages your staff use and an outline of your client volume. Walk through the client upload and staff review experience, then discuss access, storage and pricing.
See how WhiteSphere brings client requests, follow-ups and document review into your firm’s working day.
