How to collect documents from clients using document collection software

Having issues collecting documents from clients? Read on to see how you could collect documents more efficiently.

Method 1 - Email

We will go over the steps involved in document collection via email.

1. Create email templates to use for multiple clients.
2. Create document checklists for yourself and/or your clients to refer to.

3. If documents are missing by the due date, follow up with what is required in a clear and concise email setting another deadline. Continue doing this until you obtain all the necessary documents.
   

Drawbacks of using email for document collection

There are several drawbacks associated with document collection via email. These include:

• It is not a secure way of transmitting confidential documents.
• You have to copy and paste between tools (e.g. between Microsoft Word and your emails).
• You have to manually refer to your checklist and emails to ascertain what documents have been provided.
• You have to manually consolidate and file documents received.
• If clients send through the wrong document or don’t send all required documents, you need to follow up manually.
• You will end up with messy email threads.
• It will be hard to locate documents.
• It’s challenging to keep track of the progress of several clients at once.
• You will not know if a client has seen your email.

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Method 2 – Google Forms

Google forms are another method which you can utilise to obtain documents from clients.
We will go over the steps involved in document collection via Google Forms:

1. Create a Google account
2. Head over to docs.google.com/forms, then either choose a template or start a blank form.
3. Click “Add Question” to add required documents as separate items and ensure that “file upload” is selected as the upload option (note: Google Forms is pretty user friendly and easy to navigate).
4. You will end up with something like the below image.
   

5. Enter the emails address of the client who needs to provide you the required information.
   

Drawbacks of using Google Forms for document collection:

• Your client must have a Google account to complete the form since they are uploading files. 
• Files uploaded by your clients are copied to your Google Drive account, so you will have to work across two tools.
• It’s challenging to keep track of the progress of several clients at once.
• Similar to document collection by way of email, you will have to follow up any missing or incorrectly uploaded files by email and/or telephone. So keep those email templates, document checklists and your sanity handy!

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Method 3 – Dropbox

Cloud storage services such as Dropbox are another method that you can utilise to obtain documents from clients.
We will go over the steps involved in document collection via Dropbox:

1. Create a Dropbox account.
2. On your home page, click “file requests”.
   

3. Then click “new request’ on the top right-hand side of the page.
4. Add in the title of the document and add a description. 
5. Under Folder for uploaded files, you’ll see the path to a new folder for your requested files. By clicking “change folder”, you can change the destination folder.
6. Type your client’s email in and click send or share a link to your file request.
   

Drawbacks of using a cloud storage service such as Dropbox for document collection

• It’s a basic tool and is only a digital box for document storage.
• You can only specify one title and description per document request 
• If you need to request more than one document, you have to create multiple requests or describe everything required in the description, which can lead to confusion and frustration for you and the client
• It’s difficult to keep track of the progress of several clients.
• You will not know if a client has seen your request.
• Similar to document collection by way of email, you will have to follow up on missing or incorrectly uploaded files by email or telephone.

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Method 4 – Kaddim

1. Create a free Kaddim account
2. Click “create request”,
3. Add in details such as name, email and phone number.
4. Select one of many templates (which are also customisable and can also be created by you for your future use)
5. Hit send and forget about the request until it's completed!
   

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How does Kaddim solve all the issues which the other document collection methods have?

• Secure password-protected portal.
• Allows you to create complete templates (subject line, email body and list of documents with detailed instructions). 
• Emails and sends SMS reminders to clients.
• Informs you if your client has read your request email.
• Sends you daily reports on the status of all your requests.
• Tracks the progress of each client as they upload their information.
• You’re able to have a branded client portal that is personalised and professional.
• Built-in features to make your life easier such as:
• Automatic file renaming
• Convert images into PDF format
• Integration with bank statement collection tools
  

Head over to Kaddim to try for free.