Structured requests, not vague emails
Define exactly what you need. Clients know what to provide — fewer incomplete submissions.
Document collection automation
Automate document collection — from request to approval
Stop chasing files by email. Define what you need, send one secure link, and let the portal track every submission to done.
The problem
The problem with email-based document collection
Email was never designed for document collection. You end up fighting the medium — and the admin stacks up across every client.
- Attachments get missed
- Replies get buried
- No version control
- Manual follow-ups
- Spreadsheet tracking
How it works
From request to approval, without the manual effort
Six steps. No chasing. No inbox archaeology.
- 01
Create the request
Name each item, add a note, set the file type. Clients never guess what to send.
- 02
Send to the client
One secure link to their branded workspace. No account, no password, no attachment buried in a thread.
- 03
They upload
Files and forms land in the right slot — not your inbox. Nothing gets misplaced.
- 04
Reminders fire
Missed a date? ClientLoop nudges them on schedule. You're not the one chasing.
- 05
You review
Preview in the dashboard. Request changes with clear written feedback — no ambiguous reply emails.
- 06
Approve and automate
Mark it complete. Fire your CRM, Slack or the next step via API and webhooks.
Example: document collection, end to end
Create templateDefine doc pack
Send to clientSecure invite link
Auto remindersScheduled nudges
Client uploadsFiles received
Admin reviewsPreview + feedback
ApprovedRequest complete
One request, tracked
Give document collection the structure it deserves.
Every item has a slot. Every slot has a status. You see what's in and what's still outstanding — at a glance, not by scrolling your inbox.
Features
Everything you need to replace the email chain
Reusable request templates
Build a pack once — mortgage, onboarding, compliance — and reuse it for every client in a click.
Automatic reminders
Scheduled nudges to anyone with outstanding items, so you're not the one chasing.
Document review and feedback
Preview files before downloading. Request specific changes. Approve when satisfied.
Progress tracking at a glance
Every outstanding request, every client, one dashboard. Know exactly what's missing.
API and webhook integration
Wire submission events to your CRM, spreadsheet or Slack. Update records the moment a request is approved.
Reusable templates, automatic reminders and API/webhook access are on the Pro plan. See pricing →
Who it's for
Built for anyone collecting documents professionally
Same structured request, tracked in one place instead of an inbox.
- Accountants — engagement letters, ID, SA302s
- Mortgage brokers — payslips, bank statements, proof of deposit
- Agencies — signed contracts, brand assets, briefs
AccountantsMortgage brokersFinancial advisersSolicitorsCompliance teamsAgenciesHR teamsRecruitment teams
Common questions
What is document collection automation?
Document collection automation means replacing manual, email-based document requests with structured workflows. Instead of sending emails, attaching lists of requirements, chasing clients manually and tracking things in a spreadsheet, you use a tool like ClientLoop to define what you need, send it to the client via a secure link, and track progress automatically.
How is ClientLoop different from just using email?
Email asks clients to figure out what to send and how to send it. ClientLoop gives them a structured checklist with clear upload slots for each document. Progress is tracked automatically, reminders fire automatically, and everything lands in one organised workspace — not scattered across your inbox.
Can I use templates to speed up recurring requests?
Yes. ClientLoop supports reusable document templates and request packs — pre-defined sets of documents that you can send to any client with a few clicks. This is especially useful for onboarding workflows where every client needs the same core set of documents.
What happens after a client submits documents?
You're notified of the submission, can preview documents in the dashboard, add feedback if something needs changing, or approve the submission. You can also connect this to your other tools via webhooks — for example, updating a CRM record when a request is approved.
Can I connect document collection to my existing tools?
Yes, via the ClientLoop API and webhooks. When a client submits documents or a request is approved, ClientLoop can notify your other systems. See our n8n and Zapier pages for workflow automation examples.
Is this suitable for regulated industries?
ClientLoop is designed with security in mind — encryption in transit and at rest, workspace isolation between clients, scoped invite links and access controls. For specific compliance requirements (GDPR, FCA, etc.), contact us at info@clientloop.digital to discuss your use case.
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Send once. The portal chases.
Replace email threads with structured requests, automatic reminders and one dashboard. Free for your first 5 clients.