A client portal for accounting firms, on WhatsApp.
Clients get one clear checklist and timely nudges. Your staff stop chasing the same files every month.
This client portal for accounting firms runs on WhatsApp, so clients use an app they already have. An assistant sends each client the checklist for their job, takes documents in on WhatsApp or an upload link, files them by client and period, ticks off what has arrived and reminds them about the rest. Anything still missing after the reminders goes to the accountant.
- Checklists and reminders
- Filed by client and period
- Missing items go to staff
No upfront consultation fee. Free discovery and a free tailored proposal.
Hi Mei Ling, for your 2026 accounts please send bank statements, purchase receipts and the payroll summary.
Bank statements attached, Jan to Dec.
Thanks, all 12 months received. Purchase receipts and the payroll summary are still outstanding.
Receipts attached. Payroll is still with our HR.
Got them, thank you. I've let Aina, your accountant, know about payroll.
Every job starts with chasing documents.
Work can't start until clients send their statements, receipts and payroll. Staff send the list, chase by phone and personal WhatsApp, then dig files out of chats and emails and rename them before anyone can begin.
Before: staff chase by hand
- Send each client the document list
- Chase by phone and personal WhatsApp
- Save files from chats and email
- Rename and sort them by client and month
- Track what's missing in a spreadsheet
After: the collection assistant
- Checklist sent for each client and job
- Files received on WhatsApp or an upload link
- Named, filed and ticked off by period
- Clients still missing items called by staffYour team
- Reminders timed, progress tracked per client
Staff can see which clients are ready to start and which need a call. Documents are already named and in the right folder.
Document collection, from checklist to a complete client file.
Who does what in client document collection for accounting firms, from first request to complete file. The assistant and the document store carry the chasing and filing; accountants step in when a client stalls or a file needs judgement.
Reminders stop as soon as an item arrives, and a client can ask for a person at any point in the chat.
The assistant chases and files. Accountants do the accounting.
Collection is repetitive and time-bound, which suits automation. Reading the documents and advising the client stays with your staff.
- Sending checklists by client, job and period
- Receiving files on WhatsApp, email or upload link
- Checking file type, period and readability
- Naming and filing documents by client
- Timed reminders for missing items only
- Clients who stall after reminders
- Unclear or incomplete documents
- Questions about what to send and why
- Adding items to a client's checklist
- Reviewing and processing the documents
Clients who stall reach a person, with the chat attached.
- Gives tax or accounting advice
- Shares one client's files with another
- Messages clients who haven't opted in
How the pieces connect.
Clients send files the way they already do. Documents land in the folders your staff already use, and the tracker shows who is ready.
WhatsApp
GmailUpload link
Google DriveClient folders
Google Sheets
AutoCountStorage and practice software differ by firm, so we confirm folder structure, retention and access rights during discovery.
WhatsApp AI chatbots →What accounting firms report after automating client paperwork.
Published results from accounting and bookkeeping practices that automated how client documents are handled.
A bookkeeping firm in Singapore with 120 SME clients.
The same firm, with its error rate down from 4.1% to 0.6%.
An accounting practice sorting, checking and sending letters to clients, 200+ documents in under 10 minutes.
- Days from request to complete file
- Clients complete without a call
- Reminders per client
- Files needing a resend
- Jobs started on schedule
What shapes a document collection build.
Every firm collects differently. These factors shape the checklists, reminders and the effort involved.
- Clients and jobs
- Number of clients, job types and how often you collect.
- Checklists
- Items per job type and period, and who keeps them up to date.
- Channels
- WhatsApp, email, an upload link or a client portal.
- Document store
- Google Drive, SharePoint, your practice software or a file server.
- Reminder rules
- Timing, tone, languages and when a person takes over.
- Data and consent
- PDPA, WhatsApp opt-in, retention and who can open each folder.
Client portal for accounting firms questions.
Straight answers about scope, data, ownership and support. Can’t find yours? Ask us directly below.
What is a client portal for accounting firms, and how does this one work?
It is one place where clients receive their document checklist and send files to the firm. This one runs on WhatsApp and an upload link, so there is no new app for clients to learn. The assistant sends the checklist for each job, checks every file, names and files it by client and period, and reminds the client only about what is still missing.
How is this different from client portal software for accountants?
The main difference is where clients do the work. Off-the-shelf client portal software for accountants usually asks clients to log in to another website, which some clients put off for weeks. Here the checklist and reminders arrive on WhatsApp, and files still land in your own folders, so your records stay where your staff already work.
Can clients send documents as WhatsApp photos?
Yes. Photos, PDFs and spreadsheets can arrive on WhatsApp, by email or through an upload link. Each file is checked for type, period and readability, and blurry, cropped or wrong-period files are flagged so the client is asked to resend before anyone starts work on the job.
Does it work with Google Drive, SharePoint and AutoCount?
Yes. Documents are filed into Google Drive, SharePoint, your practice software or a file server, named by client, period and document type, and progress is tracked in Google Sheets. Processing can follow once the file is complete: our AutoCount case study shows an accounting firm's supplier invoices turned into AutoCount drafts.
How do reminders work without annoying clients?
They only mention what is still missing, so a client who has sent everything hears nothing more. Each reminder stops as soon as the item arrives. Your firm sets the timing, tone and language, in English, Bahasa Melayu or Chinese, and after the last reminder the client goes to a person on your staff instead of getting more messages.
Is client data protected under PDPA?
Yes, handling follows PDPA. Files only go to that client's folder, each client sees only their own checklist, and WhatsApp opt-in and consent are recorded. Access follows your existing folder permissions, retention is agreed with you, and hosting and AI providers are confirmed per firm. The assistant gives no tax or accounting advice.
How much does a client portal for accounting firms cost?
It depends on the number of clients and job types, the channels you collect through and where documents are stored. After a free discovery session we map your checklists and storage, then quote privately for your firm. Starting with one job type, such as year-end accounts, keeps the first build focused.
How long does it take to set up?
It depends on how many checklists and storage locations are involved. We start with one job type and one channel, get that working with real clients, then add the rest. Your document lists by job type and access to your storage are the main things we need to begin.
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See the workflow →Map your document collection process.
Tell us how your firm requests and chases client documents today. We'll show you what the assistant would handle and where your staff stay in charge. No obligation.