Document collection
Document collection software that knows what is still missing
OnboardingCustomers is document collection software built into the onboarding plan. You request files from named customer contacts in their portal, each request shows whether it is requested, uploaded, approved or rejected with a reason, reminders chase what is late, and every file is stored securely with type and virus checks.
- Certificate of insurancePDF, 412 KB Approved
- W-9 formPDF, 96 KB Approved
- Security questionnaireXLSX, 58 KB In review
- Employee data exportCSV required Rejected, wrong format
- Brand guidelinesNot uploaded yet Requested 5 days ago
Every request has a status you can trust
The question an implementation manager asks most often is whether a file has arrived and whether it is the right one. Four statuses answer both.
Status 1
Requested
Assigned to a named contact with a due date and the accepted file types. Shown in their portal as an open task.
Status 2
Uploaded
The file passed type and virus checks and is waiting for review. Your reviewer gets a notification.
Status 3
Approved
The reviewer confirmed it is correct. The task closes and any dependent task in the plan can start.
Status 4
Rejected with reason
The customer sees exactly what is wrong and uploads a new version. The old one stays in history.
The cost of collecting documents by email
Document collection by email fails quietly. A customer replies with four attachments and a note saying the fifth is coming. Two weeks later nobody remembers whether the fifth arrived, the files live in one person's inbox, and the insurance certificate that was accepted turns out to have expired the month before.
A shared folder is only slightly better. It shows what was uploaded but not what is still missing, who was supposed to send it, or whether anyone on your side checked it. Folders do not send reminders and they do not block the next step of the plan until the right file is approved.
Document collection software ties each file to a request, a person and a step in the plan. For Kestrel Payroll, a payroll provider onboarding mid-sized employers, the standard template asks for the prior payroll register, the federal and state tax account numbers on letterhead, a voided check for each bank account and the signed client service agreement. Payroll cannot run in parallel until all of them are approved, and the plan shows exactly which one is holding it up.
Agreements that need a signature rather than an upload go through e-signatures in the same portal, so the customer handles both in one visit.
Typical requests by type of business
- B2B SaaS
- Security questionnaire, data processing agreement, sample data export, SSO metadata
- Agencies
- Brand guidelines, logo files, ad account access, content calendar
- MSPs
- Network diagram, asset list, admin credentials handover form, backup policy
- B2B fintech
- Certificate of incorporation, beneficial owner list, bank letter, compliance policies
- Payroll and HR tech
- Prior payroll register, tax account notices, voided checks
Security for files your customers trust you with
Customers hand over contracts, financial records and access details during onboarding. The storage behind the portal is built for that.
- Files stored encrypted and served only to people on the project
- Type checks and virus scanning on every upload before it is accepted
- Version history when a file is replaced after a rejection
- Audit log entries for every upload, view, download, approval and rejection
- Access ends when a contact is removed or a magic link is revoked
- SSO for your own team and a security review pack on Enterprise
Fewer follow-ups for your team
Late documents follow the same reminder rules as every other customer task. The contact who owns the request hears about it first, during their business hours. If it stays open, the champion is told, and the project health moves to amber with the missing file named as the reason. Nobody on your team has to keep a list of who still owes what.
For IT providers with long access and asset lists, see how teams use this for an MSP onboarding checklist. Regulated teams can read about B2B fintech customer onboarding, where the audit trail matters as much as the files.
Frequently asked questions
Still deciding? Write to [email protected] and a person on our team answers.
What happens when an uploaded file is wrong?
Which file types can customers upload?
Can we request the same documents from every customer?
How much storage is included?
Who can see the files a customer uploads?
Collect the next set of customer documents in one place
Create an account, add your standard document requests to a template and see every missing file at a glance.