Collect client documents in one place
Client records arrive by email attachment, drive link, and the occasional paper drop-off, then live wherever they landed. When a preparer needs last year's file, the search spans three inboxes. And chasing what is still missing depends on someone remembering to ask.
Firms keep client documents in one place by storing them on the client's file in SpidNums, where the client portal shows each client the documents on their own file. The chase for what is missing runs as tasks with due dates and SLA colours, so an outstanding record ages visibly instead of silently.
How firms run it, step by step
Anchor the file to the client record
The client record is the anchor: contacts, services, deadlines, and the documents on the client's file hang off one entry rather than an inbox thread.
Client CRM
Give clients the portal view
A signed-in client sees the documents on their own file alongside their services and deadlines, which ends the "can you re-send that" thread.
Client portal
Run the chase as tasks
Each outstanding item becomes a task with an owner and a due date inside the client's project, ordered so the next ask is obvious.
Task Master
Let SLA colours age the gaps
A missing-document task turns orange within seven days of its due date and red at due — the same colour rule the rest of the firm runs on.
Dashboard & SLA
Close the loop at review
When the file is complete, the task status flips inline and the project moves on. The documents stay on the client's file for next year.
Task Master
Client CRM
Client portal
Task Master
Dashboard & SLA
Related use cases
Features used
Go deeper
Frequently asked questions
Where do client documents live in SpidNums?
On the client's file, in the firm's own tenant storage — storage is namespaced per tenant. Each client sees the documents on their own file through the branded portal, and the firm works from the client record instead of searching inboxes.
How do firms track documents that are still missing?
As tasks. An outstanding item gets an owner and a due date in the client's project, and the shared SLA colour rule — green beyond seven days, orange within seven, red at due — makes an ageing gap visible before it stalls the file.
Can clients check their documents without emailing the firm?
Yes. A client signs into the branded portal — invited by magic link — and sees the documents on their own file, along with their services, deadlines, and engagement letters. No other client's material is visible.
See this workflow with your own client list in it.
A tailored demo walks the exact steps above with your services and deadlines.