A template per kind of client
Build your lists for individuals, companies and trusts once, then start each request from the one that fits.
Create a templateUse case
Your clients' ID documents, in through one private link.
For law firms, lenders, financial advisors, insurance brokers and accounting firms that need ID before work starts: send each client one checklist, ask for a clearer copy when an ID is blurred or cropped, and let reminders chase the rest.
Last updated · Facts checked
How it works
One new client's ID, four steps.
The same start for a person, a company or a trust, whatever kind of work comes next.
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1
Pick the template
One list for each kind of client.
Start the request from your template for an individual, a company or a trust, then add or remove documents for this client.
Create a template -
2
Send a private link
One link, no account.
Add a line under a document where it helps, such as which IDs you accept, set a due date and send. Your client uploads from a phone or computer.
Create a request -
3
Let reminders follow up
Only what's missing, until it's in.
By default, reminders go out 3 and 7 days after you send the request and shortly before the due date, listing only what's outstanding.
How automatic reminders work -
4
Review each file
Approve it, or ask for a clearer copy.
Approve each document, or ask for a replacement when an ID photo is blurred or a corner is cut off. The earlier file stays in the history.
Ask a client for a replacement file
Start the request from your template for an individual, a company or a trust, then add or remove documents for this client.
for Tessaly Holdings · Due 6 Nov
Private upload link · what Tessaly Holdings seesNo account needed
W
Wrenfield Partners
Documents requested for
Due 6 Nov
Upload a few, leave some missing, then see what the reminders do.
Default schedule
Features
What gets a new client's ID in, and then gone.
A note on each document
Say which IDs you accept and how recent a document must be. Your client sees the line under that document's name.
Add, remove or rename requested documentsReplacements for blurry or cropped IDs
Ask for a new copy with a note your client sees next to that document. The file you sent back stays in the history.
Ask a client for a replacement fileA link, not an account
Each link opens one request and nothing else. If one is forwarded by mistake, generate a new link and the old one stops working.
How client links are protectedKept only as long as you choose
A completed request's files are deleted after your retention period: 30 days to a year. You're emailed 14 and 3 days before.
How long files are keptZIP download for your records
Download the request's files as one ZIP and keep what your own procedures say you must, in your own system.
Download all files as a ZIPA new client's ID, start to finish
Before clients come in, build a template for each kind of client you take on: an individual, a company, a trust. Each request gets its own copy to tailor.
When a client signs up, add them, a person or a business, and create their request from the template that fits. Remove what doesn't apply, add a line under a document where it helps, such as which IDs you accept, and send. Your client gets one private link for the whole set, with no account or password.
As files arrive, reminders chase only what's still missing.
When it's all in, approving the last document completes the request. Download the files and keep what your procedures say you must, in your own system. Then GarnerDocs deletes them after the retention period you choose.
When an ID is blurred or cropped
Photos taken on a phone are often hard to read: glare across the photo, a corner cut off, only the front of a two-sided card. Ask for a replacement with a note, such as "please include all four corners". Your client sees it next to that document, and the next reminder asks for it again.
The file you sent back stays in the document's history until the request's files are deleted.
Example checklists
An individual
- Passport or driver's license
- A second form of ID
- Proof of address, such as a recent bank statement or utility bill
A company
- Certificate of formation or incorporation
- Ownership structure chart
- Photo ID for each owner and the person signing
A trust
- Trust agreement
- Photo ID and proof of address for each trustee
These aren't what any regulation requires. Your own procedures set what you collect, and from whom.
What GarnerDocs doesn't do
GarnerDocs collects ID documents. It doesn't check them.
It collects them securely and keeps them only for your retention period. It doesn't verify identity, check sanctions or watch lists, or replace your KYC and AML procedures. Deciding what to collect, checking it and keeping records stay with you.
Files sit in private storage, and only your team can download them, plus any webhook you set up to receive download links. Everyone in your workspace can open every request's files, so only invite people who should see them. A completed request's files are deleted 30, 90, 180 or 365 days after it's completed, whichever retention period you choose. Your firm's owner, and admins who keep these emails on, are emailed 14 and 3 days before. Owners and admins can delete a request's files sooner. Copies may stay in restricted backups for up to 30 days. Read how files and links are protected on the Security page.
It doesn't connect to an identity verification service, a screening tool or your client records system. For what the rules expect, see FinCEN's Customer Due Diligence rule in the US, your responsibilities under money laundering supervision on GOV.UK in the UK (both checked on 19 October 2026), and your regulator's or professional body's guidance. This page isn't legal advice.
Questions
Does GarnerDocs verify identity?
No. It collects the documents your client uploads and shows them to your team. It doesn't verify identity, check sanctions lists or run any other check. Those stay with your own KYC and AML procedures.
How long are ID documents kept?
For the retention period your firm chooses: 30, 90, 180 or 365 days after a request is completed. Then the files are deleted, and you're emailed 14 and 3 days before. Owners and admins can delete them sooner.
Can a client see other clients' documents?
No. Each link opens one request and nothing else: its checklist, the files your client uploaded to it and your notes on them.
Can clients take a photo of their ID on their phone?
Yes. They open the link in their phone's browser and upload the photo, with no app or account. Each document accepts PDF, JPG, PNG and ZIP by default, and you can allow HEIC, the format many iPhones save photos in.
A company has several owners. Do they each need a link?
Not if one person gathers them. Add a document for each owner's ID to the company's request. If an owner should upload their own, add them as a client with their own email address and send them a request.
Related
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For immigration lawyers
Family, employment and humanitarian cases: send one checklist per case through a private link your client and their family can open from any country, and let reminders chase what's missing.
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For loan officers and mortgage brokers
Purchases, refinances, self-employed borrowers: send each borrower one needs list through a private link, add conditions as they come in, and let reminders chase what's missing.
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For financial advisors
New-client onboarding packs and yearly reviews: send each client one list through a private link, schedule the annual request, and let reminders chase the statements they forget.
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For insurance agents and brokers
New-business quotes, yearly renewals and claims: send each client one list through a private link, schedule renewal requests, and let reminders chase what they forget.
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Checklist
Client onboarding checklist for accounting firms
Your firm's onboarding steps, from engagement letter to HMRC authorisation, and the documents to ask each type of client for.
Spend less time chasing. More time doing the work that matters.
Make document collection the easiest part of working with your clients.
Start your free trial
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