Keep proof of client contact
When a client disputes what they were told — or CRA asks when a firm advised a client of a deadline — the evidence is scattered across sent folders and memory. Notes live in personal notebooks or nowhere. Proving contact happened, and when, takes an afternoon of inbox archaeology.
Firms keep proof of client contact in SpidNums by keeping internal notes alongside the client's file, sending client email through the configured transport so every send lands in a delivery log, and using e-signed engagement letters where formal acceptance matters. When a question surfaces later, the firm can show what was sent, when, and what the client signed.
How firms run it, step by step
Log the conversation as an internal note
After a call or meeting, the note goes into the system where the team works, not a personal notebook — anyone covering the file sees the history.
Internal Team
Send client email through one channel
Firm email runs on Gmail SMTP or Resend with the firm's branded template, so client-facing sends leave through a channel the firm controls.
Email integration
Check the delivery log
Every send is recorded — what went out, to whom, and when. That log is the difference between "we emailed you" and showing it.
Email integration
Use e-signature where acceptance matters
Scope, pricing, and terms go out as engagement letters the client e-signs on a public letter page — a dated, signed acceptance rather than a silent email.
Engagement Letters
Watch events surface in-app
The notification feed and live header bell surface activity as it happens, so contact-related events are seen by the team rather than buried.
Notifications
Client CRM
Internal Team
Email integration
Engagement Letters
Notifications
Related use cases
Features used
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Frequently asked questions
How does SpidNums prove an email actually went to a client?
Through the email delivery log. Client email leaves through the firm's configured transport — Gmail SMTP or Resend — and each send is logged, so the firm can show what was sent and when rather than pointing at a sent folder.
Can SpidNums record terms a client accepted?
Yes, through engagement letters: the client e-signs on a public letter page, and the stored letter carries both the firm's signature and the client's. For informal contact, internal notes capture who said what and when, on the file the whole team can see.
Where should staff record phone calls and meetings?
As internal notes, kept in the system the team shares so anyone covering the file sees the history. A note written the day of the call, in a shared record, stands up far better later than a recollection.
See this workflow with your own client list in it.
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