Why Use the Uku Client Portal for Document Collection?
Centralized document requests: All required documents - such as bank statements - are requested and received in one secure place.
Automated reminders: Clients receive recurring tasks, ensuring timely submission of documents.
Seamless integration: Documents can be forwarded for digitization and backed up automatically in organized folders (Google Drive, Dropbox, OneDrive, and SharePoint)
Step-by-Step Guide: Collecting Missing Documents with the Uku Client Portal
1. Set Up a Recurring Task for Clients
Create a recurring monthly task in Uku for each client.
Add a checklist specifying all required documents (e.g., bank statements, invoices, receipts).
Assign the task to the client via the Uku client portal.
2. Notify Clients and Provide Instructions
Clients receive a notification by email and access the task with one click in their portal.
The checklist clearly shows which documents are missing.
Clients can upload documents with comments directly as needed.
3. Collect and Review Uploaded Documents
Accountants are notified when clients upload files.
Review the submitted documents within the task.
If any items are still missing, send a message or update the checklist.
4. Forward Documents for Digitization
Select "Digitize Documents" next to the uploaded files.
With one click, forward documents to your preferred digitization solution. This works via email, which you can configure under each client -> Digitization email.
Your digitization service must be integrated with your accounting program, so that the data automatically moves into your accounting software.
5. Automatic Backup and Organization
All files shared by the client are automatically backed up in Uku’s document management system.
Uku creates monthly folders for each client, keeping everything organized and easy to find.
Real-Life Example: Fetching Bank Statements from Clients
Scenario:
An accounting firm needs monthly bank statements from its clients.
Process:
The accountant sets up a recurring task in Uku titled “Missing documents”
The client receives a notification by email and logs into the Uku client portal.
The client uploads their missing documents to the task’s.
The accountant reviews the document and, with a single click, sends it for digitization.
The digitized documents is imported into the accounting system.
The document is automatically backed up in the client’s monthly folder within Uku.
With Uku’s client portal, fetching bank statements and collecting missing documents is simple, secure, and fully automated - saving time for both accountants and clients while keeping all your documents organized and accessible.