Ask a client for documents and answers with a request list

Send a client a checklist of files, questions and Yes / No items. They complete it in your client portal and ProCharted reminds them until it's done.

Send a request list

1. Open the work item and click the Client requests tab.
2. Click + New request list.
3. Type the Title your client sees (for example “October documents”). Optionally pick a Due date and add a short Message.
4. Add the items with + File, + Question and + Yes / No (up to 30). Write what you need in each one, for example “Bank statements for all accounts”.
   • For a Yes / No item, tick If yes, ask them to upload a file when a “Yes” needs a document (for example “Did you sell any shares?”).
   • Use ↑ and ↓ to change the order, and ✕ to remove an item.
   • ✨ Suggest from last time fills in the items from the last list you sent this client for the same work type. Use a template… adds the items of a saved template.
5. Under Reminders until complete, choose:
   • Gentle: 3 days before the due date, on the due date, then every 3 days.
   • Firm: every 2 days.
   • Custom: every few days (1 to 30).
   • Off: no automatic reminders.
6. Tick the options you want:
   • When everything is received, move this work item to Ready and tell the assignee.
   • Repeat with the work item: when the next copy of a repeating work item is created, it gets this list as a draft.
7. Click Send to client, or Save draft to send it later.

The window shows who will get the list. If nobody at the client has access to your client portal yet, it shows which contact person will be invited. They get the portal invitation and see the list once their access is set up.

Follow up

• The Client requests tab shows each list with its progress (for example “2 of 4 done”), its status (Draft, Sent, Complete or Cancelled) and the date of the next reminder.
• Click Show items to see each answer and open the uploaded files. The files are also saved in the client’s Files, linked to the work item.
• Remind now emails your client straight away.
• Edit changes a sent list; answers to the items you keep are kept. Cancel stops the list and its reminders.
• Each reminder lists only what’s still missing. After 6 automatic reminders ProCharted stops and lets you know the client hasn’t finished.
• You get a notification when your client completes items and when the whole list is complete. Turn these on or off in your notification settings under Client requests.

Save a template

In the request list window, click Save as template, give it a name and click Save template. Next time, choose it from Use a template….

What your client sees

1. An email from your firm with the list and an Open the list button. They confirm it’s them with a 6-digit code sent to their email, or sign in with their portal password.
2. A page with the list and a progress bar. For each item they click Upload, type an answer, or pick Yes or No.
3. Files are sent as soon as they’re uploaded. Answers are sent when they click Send to my accountant.
4. Their portal home shows a Requests from your firm card, so they can come back and finish later.

Good to know

• Clients can upload PDFs, photos, Word and Excel files up to 50 MB each.
• Reminders are sent by email.

Related articles

• Share files and get documents signed through the client portal
• Recurring work: make work repeat automatically
• Inside a work item