Bring order to the monthly search for statements, invoices and receipts. Give each client a clear checklist and your bookkeeping team a shared view of the response.
Bookkeepers can create a request for each collection period, list the statements and transaction records needed, and send clients a dedicated upload link. WhiteSphere supports reusable templates, bulk requests and email reminders, helping the firm manage monthly or quarterly collection without rebuilding every checklist from scratch.
Regular bookkeeping work depends on records arriving for the right period. An invoice sent to one colleague and a statement sent to another can leave staff piecing together the collection before they can begin the books. A period-specific request gives clients a clearer task and gives the firm a consistent place to review the response.
Prepare a request that names the month and the accounts involved. Ask for statements, invoices and receipts together, so clients understand the scope of the collection before they upload. Reuse the template when preparing the next period’s request.
Collect the supporting sales, purchase and transaction records your team needs for the relevant period. Keep the request focused on the client’s bookkeeping process and review the response before moving into preparation work.
Use client groups and bulk document requests to organise a collection round. Your team can follow individual responses while keeping the starting checklist consistent across clients with similar requirements.
Create a request for the month or quarter. Start with your usual bookkeeping template and adapt it to the client’s accounts and records.
Identify the statements, invoices and receipts you need. Include enough detail to help the client choose the right files.
Clients upload through their request link and PIN. Use configured email reminders and the pending request view to support follow-up.
Review the records for the requested period. Return the submission with feedback if corrections are needed, or accept it when suitable.
Start with the records relevant to the client’s business and the period you are working on. These are example checklist categories, not a fixed requirement for every client.
Identify each bank or credit card account and request the statement covering the collection period.
Request sales invoices and relevant payment processor or marketplace statements used in the client’s bookkeeping process.
Ask for purchase invoices and expense evidence for the period, with enough context for your team to understand the records.
Call out specific gaps your team has already identified rather than asking the client to resend the whole collection.
Prepare each new period’s request from a consistent template. Adjust the dates and document list before sending it to the client.
Keep submitted files with the request they answer, giving your team a clear reference when checking the period’s records.
Combine configured email follow-ups with pending and ready-to-review views, so staff can decide whether to chase or review.
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 helps bookkeeping firms request statements, invoices and receipts from clients, collect the files and track the response. WhiteSphere brings that process together with templates, email reminders and submission review.
Yes. Templates provide a reusable starting point. Prepare a new request for the next period, update the dates and adjust the document list to match the client’s needs.
Yes. Clients access their document request using its dedicated link and PIN. They can view the request and upload files without joining your staff workspace.
Yes. Create a request for the relevant period and list the supporting records your team needs. WhiteSphere handles collection and review; VAT calculations and submissions remain in your separate accounting workflow.
This workflow focuses on collecting and reviewing client documents. Continue using your bookkeeping tools for data extraction, ledger entries and reconciliation, and discuss any specific integration needs during a demo.
Bring a typical monthly checklist and describe how your team currently follows up on missing records. Review request creation, the client upload experience, reminder settings and the staff review process.
See how WhiteSphere brings client requests, follow-ups and document review into your firm’s working day.
