Document Collection Package
Client Document Collection Automation
Collect Client Documents With Fewer Reminders
Chasing clients for missing paperwork slows everything down. DartSol sets up a simple workflow that shows clients exactly what to send, collects uploads in one place and sends reminders automatically until the checklist is complete.
Starting at
$499USD
for one intake workflow with a checklist, uploads, reminders and status tracking.
Starter scope includes
- One client intake workflow
- A document checklist for that workflow
- Upload integration with your file storage, such as Google Drive, OneDrive or Dropbox
- Automated reminders for missing documents
- A status tracker showing what has been received
Third-party subscriptions, usage fees and ongoing support are billed separately. See pricing details
Discuss Your ProjectWho this helps
- Firms onboarding many new clients each season
- Teams chasing missing items by phone and email
- Offices tracking who has sent what in a spreadsheet
What it does for your business
Clients know what to send
A clear checklist shows each client exactly which documents you need.
Fewer manual reminders
Reminders go out automatically for missing items, so your team spends less time chasing.
Status at a glance
The tracker shows what has arrived and what is still missing for every client.
Example: a tax preparer’s new-client intake
- Step 1
Intake
A new client fills in a short intake form and receives the document checklist.
- Step 2
Upload
The client uploads W-2s, 1099s and last year’s return through an upload link, and the files go to the firm’s storage.
- Step 3
Reminders
If anything is missing, the client gets a friendly reminder every few days.
- Step 4
Status
The tracker updates as files arrive, so staff can see which clients are ready.
How it works
- 1
Discuss your project
Tell us which documents you collect and how you follow up today.
- 2
Confirm scope and price
We agree the checklist, upload destination, reminder schedule and tracker, then send a written quote.
- 3
Build and test
We set up the workflow and test it end to end with sample files.
- 4
Go live
New clients start receiving checklists and reminders automatically.
Pricing and what’s included
Included in the starting price
- One client intake workflow
- A document checklist for that workflow
- Upload integration with your file storage, such as Google Drive, OneDrive or Dropbox
- Automated reminders for missing documents
- A status tracker showing what has been received
Billed separately
- File storage, form or e-signature subscriptions
- Usage fees from connected platforms, such as email or SMS sending
- Ongoing support and changes after setup
- Extra workflows, checklists or integrations beyond the starter scope
Prices are starting prices in US dollars from DartSol LLC for the starter scope listed above. Larger or more complex projects are quoted after we discuss your needs, and your final price is confirmed in a written quote before any work begins.
Frequently asked questions
How much does document collection automation cost?
It starts at $499 for one intake workflow with a document checklist, upload integration, automated reminders and a status tracker. More workflows, e-signatures, client portals or complex rules increase the price. We confirm the final price in a written quote.
Where do uploaded files go?
To storage your business controls, such as Google Drive, OneDrive, Dropbox or SharePoint, depending on what you already use. We confirm the setup before quoting.
Do I need a separate client portal subscription?
Not always. We can often build the workflow around the storage, forms and email you already use. If a dedicated client portal would serve you better, we’ll say so, and any portal subscription is billed separately by its provider.
Is this suitable for sensitive documents?
We limit access to the people who need it and use the security features of your storage platform. Requirements vary by industry, so check any specific obligations with your compliance adviser. We don’t claim certifications such as HIPAA or SOC 2.
How do reminders work?
Reminders go out by email on a schedule you choose and stop once the required documents are received. SMS reminders may be possible depending on your tools and can add usage fees.
What do you need from me to set it up?
Your document checklist, access to your file storage and email account, and the reminder wording you’d like. The timeline depends on access and approvals, and we agree a schedule in your quote.
What support do I get after launch?
Ongoing support, new checklists and changes are optional and quoted separately.
Discuss Your Project
Tell us about the workflow you want to improve. It takes about a minute.
What happens next
- 1We review your request.
- 2We reply by email with any questions, or suggest a short call.
- 3If it's a good fit, you get a written quote for the agreed scope.
DartSol LLC is registered in Austin, Texas, and works remotely with businesses across the United States, as well as in Canada and Australia. Prefer email or WhatsApp? Visit our Contact page.