How TASC sped up document collection for 80+ accounting clients

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The Problem

TASC needed a more efficient way to collect financial documents and client information.

The team’s manual processes—email-based document requests, Google Sheets for tracking, and an ineffective Google Drive integration—were time-consuming. These inefficiencies disrupted reporting timelines and caused delays for both the company and its clients.

Previously, TASC experimented with a custom server and out-of-the-box document collection software (FileInvite). But neither fully met their needs.

The ideal solution had to:

• Provide a clear overview of required documents for clients, enabling direct uploads and allowing for real-time updates to their personal and company information.
• Streamline client onboarding for TASC administrators, including automating document requests, and tracking submissions efficiently.

The Solution

Kateryna Kryvenda is a Softr expert who specializes in creating a wide range of applications tailored to clients' needs, with the goal to save them time and money while enhancing productivity.

Kateryna built a client document portal for TASC using Softr and Airtable, with three key user groups: Admins, Clients, and Company Representatives. The platform introduced seamless document management and automation to improve speed and efficiency.

Key features include:

• Automated Document Requests: Admins can create new document requests from the system, with  recurring requests generated monthly or quarterly via an automation with Make and Airtable.
• ‍Client Portal for Seamless Uploads: Clients can upload required documents from a secure portal, mark requests as complete, and directly access their Google Drive folders.‍
• Smart Automations & Integrations: Documents are automatically sorted into designated Google Drive folders, while email notifications keep clients updated. ‍
• Custom User Experience: Conditional buttons and visibility settings ensure tailored access for different user groups, making the portal simple to navigate and use.

The Impact

The client document portal allows TASC to handle 3-10 document requests per client, per month for 80+ clients — without the back-and-forth. This has significantly reduced manual work and improved efficiency with:

• Time Savings: The app's automations have eliminated tedious manual document requests, tracking, and organization, allowing the TASC team to focus on higher-value tasks.
• ‍Accuracy & Data Security: Real-time updates reduce errors and ensure data integrity, leading to smoother reporting workflows.‍
• Scalability & Flexibility: Softr’s user management capabilities, including custom permissions, provide a secure, tailored experience for clients and TASC team members.
  

By leveraging Softr's no-code technology, TASC has transformed client document management, achieving faster, more accurate collection and reporting while improving the overall client experience.