Identity & address
- Photo ID (passport or driving licence)
- Proof of address
- Proof of relationship / status where relevant
- Power of attorney documents
Legal & admin
Request documents from clients and keep the whole matter organised
Legal and admin work runs on documents from clients: ID, proof of address, signed forms, evidence and supporting paperwork. ClientLoop lets you send a clear request per matter, chase what's missing automatically, and keep everything for a case in one secure place.
The problem
Client documents arrive late, incomplete and scattered
Every matter starts with a document request, and clients rarely send everything at once. You email for ID and a signed form, they send the ID, you follow up for the form, they attach the wrong version, and important evidence trickles in over weeks. Meanwhile the case file is spread across an inbox, and finding the latest version of a document means scrolling back through a thread.
For a firm or admin team handling many matters, this is both a time drain and a risk. Sensitive documents don't belong in email, and you need to be able to see — and show — exactly what a client has provided.
The workflow
How the collection process runs
Set it up once, then run the same collection flow for every client.
- 01Define the request per matter type
Create a Template for each kind of matter listing the documents you need — ID, proof of address, signed forms, evidence, supporting paperwork.
- 02Send the client a secure request
The client gets a branded workspace with a clear checklist, so they know exactly what to provide for their matter.
- 03Documents come in per matter
Everything is uploaded to one workspace for that client, so the case file stays together instead of scattering across email.
- 04Reminders chase outstanding items
Automatic reminders keep the client moving so evidence and forms don’t sit unreturned for weeks.
- 05Review and progress the matter
Check each document, request corrections where needed, approve, and keep a clear record of what was provided.
What you collect
Documents commonly collected
Signed forms & authorities
- Signed client care / retainer forms
- Authority to act
- Consent and declaration forms
- Completed questionnaires
Evidence & supporting
- Correspondence and contracts
- Financial statements
- Certificates (birth, marriage, death)
- Photographs and other evidence
The solution
How ClientLoop helps
A request pack per matter type
Save the document list for each matter type as a Template and send the right one per client in a click.
The whole case file in one place
Every document a client provides lands in a single workspace, so the matter stays organised instead of scattered across email.
Forms and files together
Signed forms, questionnaires and uploaded evidence are collected in one client-facing workspace.
A clear record of what was provided
See exactly which documents a client has returned and which are outstanding, per matter.
Reminders that chase for you
Automatic reminders keep clients moving so documents don’t sit unreturned while a matter waits.
Secure and private
Sensitive documents are encrypted and each client only sees their own workspace via a scoped invite link.
Automation
Automation examples
Connect ClientLoop to the tools you already use via the API, webhooks, Zapier or n8n.
New matter opened → request sent
When a matter is created in your case management system, call the ClientLoop API to send the right document request Template automatically.
Documents in → notify the fee earner
A webhook fires when a client’s pack is complete, so the responsible person is notified the matter can progress.
Completion → update the matter
Use Zapier or n8n to move the matter to the next stage in your case management tool once documents are collected.
Example workflow
From new matter to a complete, organised case file
Matter openedRequest created
Document request sentID, forms, evidence
Workspace openedSecure invite link
Documents uploadedFiles + signed forms
Reviewed & approvedCorrections requested
Matter progressesFile kept together
Keep every matter’s documents in one organised, secure place
Send each client a clear document request, chase what’s missing automatically, and keep the whole case file together — instead of rebuilding it from an email thread.
FAQ
Common questions
Can I keep all of a matter’s documents together?
Yes. Everything a client provides for a matter lands in a single workspace, so the case file stays organised in one place rather than spread across email attachments.
Is it secure enough for sensitive legal documents?
Documents are encrypted in transit and at rest, and each client can only access their own workspace via a scoped, time-limited invite link.
Can clients sign and return forms here?
You can include signed forms and completed questionnaires in the same request, collected alongside uploaded evidence and ID.
Can requests be sent automatically when a matter is opened?
Yes. When a matter is created in your case management system, it can call the ClientLoop API to send the right document request Template automatically.
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