A template for each type of client
Keep a year-end list for limited companies, partnerships and sole traders, and start each request from the one that fits. Each request gets its own copy to tailor.
Create a templateUse case
Year-end documents, collected once.
Bank statements, invoices, loan and payroll records from every client after their year end. Send each one the list for their type of business, and let reminders chase the rest.
Last updated
One list, chased for you
Two in, one to go. The next reminder asks only for the pension contributions.
How it works
One year-end, four steps.
The same way of working for every client, whatever kind of business they run.
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1
Build your templates
One list for each type of client.
A limited company, a partnership and a sole trader keep different records. Build a year-end template for each, then tailor it for one client before you send.
Create a template -
2
Send with a due date
Each client gets their own link.
Set the date you need everything by and send. Your client uploads from a phone or computer, with no account, and comes back to the same link for the rest.
Due dates and overdue requests -
3
Let reminders follow up
Only what's missing, until it's in.
By default, reminders go out 3 and 7 days after sending and 3 days before the due date. Each lists only what's outstanding, and they stop once everything is in.
How automatic reminders work -
4
Review each file
Approve it, or ask for the right period.
Approve each file, or ask for a replacement when a bank statement stops a month short. Approving the last document completes the request.
Ask a client for a replacement file
A limited company, a partnership and a sole trader keep different records. Build a year-end template for each, then tailor it for one client before you send.
for Willow & Co · Due 31 Mar
Private upload link · what Willow & Co seesNo account needed
N
Northstar Accounting
Documents requested for
Due 31 Mar
Upload a few, leave some missing, then see what the reminders do.
Default schedule
Features
What gets the year-end in and closed.
Due dates and overdue labels
Every request shows how long is left, turns amber in the last three days and red once it's overdue.
Due dates and overdue requestsReplacements with a note
Wrong period? Ask for a replacement with a note your client sees next to that document. The earlier version stays in the history.
Ask a client for a replacement fileSee who's stuck
The Overview's Needs your attention list flags overdue requests, new uploads and clients who haven't sent anything yet.
Client notes
When a document doesn't exist, your client says so in a note from their upload page instead of leaving a gap.
Read and reply to client notesA link, not an account
Clients upload through a private link on any device: a PDF from their bank, or a photo of a receipt.
How client links are protectedZIP download
Download a client's year-end as one ZIP and file it in your own system.
Download all files as a ZIPRetention you choose
Files are kept for 30 days to a year after a request is completed, then deleted. You're emailed before they go.
How long files are keptA year-end, start to finish
Before the year ends, build a year-end template for each type of client: limited company, partnership and sole trader. New workspaces start with an Annual Tax Return template to copy. Each client's type is on their client page.
When the year ends, create each client's request from their template, tailor it, set your due date and send.
As files arrive, reminders chase only what's still missing. When a bank statement stops a month short, ask for a replacement with a note your client sees next to it.
In the busy weeks, the Overview's Needs your attention list shows who's stuck: overdue requests, and clients with nothing uploaded a week after you sent the link. Send any of them a reminder now, with your own message.
When it's all in, approving the last document completes the request and your client is emailed that everything was received. Download the files as a ZIP and file them in your own system. GarnerDocs isn't an archive: files are deleted after the retention period you choose.
Example checklists by type of client
Keep each list short: ask for what this client has. The year-end accounts checklist covers each item in more detail.
Ltd company
- Bank statements for every business account, to the year end
- Sales and purchase invoices
- Payroll summary and loan statements
- Dividend records
Partnership
- Bank statements for every business account
- Sales and purchase invoices
- Partners' drawings and capital introduced
Sole trader
- Business bank statements
- Sales invoices and expense receipts
- Mileage log and home office costs
What GarnerDocs doesn't do
GarnerDocs collects the records. You prepare the accounts. It doesn't connect to your accounts production or tax software, read figures from documents or file anything.
Questions
Can I change the list for one client?
Yes. When you create a request from a template, add, remove or rename documents for that client before you send. After sending, use Edit checklist on the request. Neither changes the template.
Can a company director upload from their phone?
Yes. They open the link from the email on their phone and upload each document, or take a photo of it. There's no account, password or app, and if they stop halfway the same link takes them back to where they were.
What if a client doesn't have one of the documents?
They write a note from their upload page, up to 2,000 characters, such as "no loans this year". You're notified, and you can remove that document from the request. You can also mark a request complete with documents still missing, after confirming.
How long are the files kept?
For the retention period you choose: 30, 90, 180 or 365 days after a request is completed. Then they're deleted, and you're emailed 14 and 3 days before. GarnerDocs isn't an archive, so download what you need to keep.
Related
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For accountants
Year-end accounts, tax returns, new client onboarding: send each client one checklist through a private link, and let reminders chase whatever is still missing.
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Checklist
Year-end accounts checklist for clients
Three year-end lists, for limited companies, sole traders and partnerships, with a line on why you need each document.
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Templates
Create a template
Save a checklist you send often, then start new requests from it.
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
No credit card required.