How to Fetch Bank Statements and Collect Missing Documents
TL;DR: Use Uku's client portal to request missing documents from clients through recurring tasks with checklists. Clients upload files directly to the task, and you can forward documents for digitization with a single action.
Who can do this
Any team member with access to the client's account can set up recurring document-collection tasks.
The Client Portal must be activated for clients to upload documents.
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).
Set Up a Recurring Task for Clients
Create a recurring monthly task in Uku for the client.
Add a checklist specifying all required documents (e.g., bank statements, invoices, receipts).
Assign the task to the client via the Client Portal.
Notify Clients and Provide Instructions
Clients receive a notification by email and can access the task with one click in their portal.
The checklist clearly shows which documents are still missing.
Clients upload documents with comments directly to the task as needed.
Collect and Review Uploaded Documents
You receive a notification when a client uploads files.
Review the submitted documents within the task.
If any items are still missing, send a message or update the checklist.
Forward Documents for Digitization
Select Digitize Documents next to the uploaded files.
Forward documents to your preferred digitization solution. This works via email, which you can configure under each client's Digitization email setting.
Your digitization service must be integrated with your accounting program so that the data automatically moves into your accounting software.
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 Client Portal.
The client uploads their missing documents to the task.
The accountant reviews the documents and, with a single action, sends them for digitization.
The digitized documents are imported into the accounting system.
The documents are automatically backed up in the client's monthly folder within Uku.
Troubleshooting
Client says they did not receive the task notification. Verify the client's email address in their contact profile. Check that the Client Portal is activated for that client and that the task is assigned to them.
Uploaded documents do not appear in the task. Ask the client to confirm they uploaded to the correct task. If files are large, the upload may still be processing -- wait a moment and refresh the task.
Digitization email is not sending. Check that the Digitization email is configured under the client's settings. Verify your email integration is connected in Settings & Apps > Emails.
Monthly folders are not being created automatically. Ensure the cloud storage integration (Google Drive, Dropbox, OneDrive, or SharePoint) is properly connected in Settings & Apps.