Collect documents from your clients
One request per client, an encrypted list of documents, review one by one, and reminders: for year-end accounts, VAT, payroll, a case file or a rental.
On this page
Help sections
Document collection asks your clients for the documents you need, and files them for you. A request is a list of documents ("Bank statements", "Signed stock count"…), a due date and a link. Your client opens the link and uploads files without creating an account; you review each document and ask for a correction if needed.
Document collection is available on Pro, Teams and Enterprise accounts. Like a drop box, it needs your file password: see Receive and send automatically.
Create a request
- Open Collection in the sidebar.
- Click New request.
- Choose a Template: accountant (year-end accounts, VAT return, monthly payroll inputs, company formation), lawyer (new client file, employment tribunal, divorce), notary (property sale, estate), landlord (rental application) or association (membership).
- Enter the Client, their email address if you want to be able to remind them, the Due date, and the folder to File received documents into.
- Click Create request, then Copy link, and send it to your client.
The "Rental application" template only asks for documents allowed by French decree no. 2015-1437: an ID, a proof of address, proof of employment and proof of income.
Review documents
The list shows, for each client, how many documents are still expected and the due date. Open shows the request document by document:
- Expected: nothing has arrived.
- Received, to check: your client uploaded a file for this document.
- To be redone by the client: you asked for a correction.
- Approved or Waived.
For each document, Approve accepts it. Ask for a correction lets you pick a reason (illegible, incomplete, wrong period, wrong document, not signed) and add a note. Your client reads it on their deposit page. Waive removes an optional document from the list.
Received files are filed automatically into the chosen folder, like those of a drop box, and the document becomes Received, to check. File now does not wait for the next pass. A file sent without being linked to a document shows up as to sort.
Receive by email
In a request, Create an address gives it an address like b-…@filarr.eu. Your client can email documents to it as attachments: they arrive to sort, and the email is not end-to-end encrypted before it reaches us.
Remind
Remind sends an email to the client's address: "3 documents expected by your firm", the due date and the link. At most one reminder a day.
If you entered the client's address, Filarr also reminds them on its own: seven days before the due date, the day before, and three days after. No reminder once every document has arrived, nor when your client has just uploaded and you have not looked yet.
What Filarr sees
Document names, your reasons and your clients' comments are encrypted with each request. Our servers keep the due date, the number of documents still expected and the dates of uploads, which is what reminders need. They never keep the name of a document or the content of a file.