Make monthly record collection easier to follow. Give clients a specific checklist and your team one place to check statements, invoices and receipts as they arrive.
Bookkeeping firms can create a request for each month, identify the accounts and transaction records needed, and collect the response through a client upload page. WhiteSphere supports reusable templates, bulk requests and email reminders so teams can organise regular collection across their client list.
A bank statement covering only part of the month or an invoice sent to a different colleague can interrupt preparation work. By tying the document checklist and response to a named collection period, staff have a clearer basis for checking whether the records are suitable before accepting the submission.
Request bank statements, sales and purchase invoices, and expense receipts together. Name the month and the accounts involved so clients understand which records belong in the response. Reuse the template when preparing the next month’s request.
Where relevant, ask the client for payment gateway, marketplace or UPI transaction reports alongside supporting bank records. Describe the report and period your bookkeeping process needs so the client does not have to guess which export to send.
Organise a collection round for several clients using groups and bulk requests. Keep individual responses available for review while giving staff a consistent starting checklist for clients with similar needs.
Create a request for the collection period. Adapt a bookkeeping template to the client’s accounts and business activity.
Specify statements, invoices, receipts and relevant transaction reports. Explain which period each item should cover.
Clients use their request link and PIN to upload files. Staff can monitor pending responses and use configured email reminders.
Check that records cover the requested period. Accept the submission when suitable or return it with feedback about corrections.
Select the categories that fit the client’s business. The checklist should tell the client which files to find, while your team decides what is needed for the work.
Statements for the relevant business bank and credit card accounts, covering the requested month.
Sales invoices and relevant payment gateway, marketplace or UPI transaction reports used in the client’s record-keeping process.
Purchase invoices, expense receipts and supporting evidence your team needs to understand the period’s transactions.
Relevant credit or debit notes and documents needed to explain gaps already identified by the bookkeeping team.
Keep a template for the recurring collection categories and prepare a new request with the correct month and client details.
Client uploads stay associated with the document request, giving staff one place to review the submitted records.
Use pending requests to identify collection work and ready-to-review submissions to identify the next staff action.
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. Bookkeeping and outsourced accounts teams can use it to request monthly records, collect client uploads, send email reminders and review the response.
Yes. Prepare the next period’s request from a reusable template, update the month and adjust the document list for the client before sending.
Yes. Include the relevant reports in your document checklist and specify the period needed. The client uploads the requested files; this does not imply a direct connection to a payment service.
The workflow described here collects and reviews client documents. Continue using your bookkeeping software for transaction reconciliation and ledger entries, and discuss specific integration requirements during a demo.
Yes. Request the supporting invoices and other records your team needs for the relevant period. Collection and review take place in WhiteSphere, while tax preparation and filing remain in your existing workflow.
This workflow uses reusable templates to prepare each new period’s request. Review any recurring request scheduling requirements during your demo rather than assuming template reuse automatically creates future requests.
See how WhiteSphere brings client requests, follow-ups and document review into your firm’s working day.
