Monthly or Year-end records, collected without the chase
Send one checklist to every client, let the reminders run themselves, and get statements, receipts and signed letters filed by client name. Then deliver accounts back on a secure, verified link.
Year-end 2026. Please send everything below by 31 January.
- ✓Bank statementsReceived
- ✓Purchase invoices34 files
- •Signed engagement letterPending
- ✓Payroll summaryReceived
31 of 42 clients complete · 18 reminders sent
Email-verified · expires 30 days · 3 views
How a year-end runs when nobody has to chase
The same four steps whether it is one client or your entire book.
Request
Build the checklist once — statements, invoices, payroll, engagement letter — then send it to one client or all 400 in a single campaign.
One checklist, reusedChase
Reminders go only to the clients still outstanding, on your interval, until the deadline you set on the request. They stop the moment records land.
Nobody chasesFile
Everything routes into Drive, Dropbox or OneDrive in a folder named after the client, with a row in Sheets or Excel so you can see the whole book at a glance.
Filed on arrivalDeliver
Send accounts, statements and reports back on a link only the client can open — email verified, watermarked, with an expiry date.
Verified deliveryBuilt for the parts of practice nobody bills for
Every plan includes all of it. You choose volume, not which features get unlocked.
Bulk requests with reminders
Send the same year-end checklist to your whole client list, then let follow-ups run on a schedule until each one is complete.
Signature and upload on one form
Engagement letters signed on screen in the same step as the documents. No separate e-signature subscription, no second link to explain.
Verified secure delivery
Send accounts and statements on links gated by email verification or a password, with expiry dates, blocked download and watermarks.
OCR for receipts and invoices
Pull text out of scans and photographed receipts in bulk, straight into a spreadsheet, instead of typing them in.
A record of every client
Who has sent what, what is still outstanding and when it arrived — in one table rather than in somebody’s inbox.
Automations
A completed submission creates the client folder, updates the tracker and notifies the manager. No code, no per-task billing.
Six jobs, one request system
Year-end and tax returns
The annual scramble, turned into a campaign that sends itself and reports where every client stands.
- One checklist across the whole book
- Deadline shown on the request
- Live view of who is still outstanding
Monthly bookkeeping
Recurring requests for statements and receipts, so the month closes without a reminder written by hand.
- Recurring email campaigns
- Photographed receipts read by OCR
- Straight into Drive and the ledger sheet
Client onboarding and KYC
Identification, proof of address and the signed engagement letter, collected before the first piece of work.
- Signature and upload on one form
- Sensitive documents behind verification
- Virus scanning on every file
Payroll
Starter forms, timesheets and payroll changes gathered from clients on a fixed monthly rhythm.
- Recurring monthly requests
- Per-client folders, no mixed-up files
- Restricted access for payroll staff
Audit and PBC lists
Prepared-by-client lists that track themselves, so the audit team can see progress without asking.
- Long checklists with per-item status
- Approval workflow on submissions
- Bulk ZIP download for the file
Delivering accounts
Statements and management accounts sent on a link that only the intended client can open.
- Email-verified or password gated
- Expiry dates and blocked download
- Proof of when it was opened
Four line items on the practice software bill, doing one job
A document-request tool, an e-signature subscription, something to send accounts securely, and a form builder that charges extra for uploads. FileDrop is all four, on one login.
Document-request tools
Chasing records from clients with a checklist and automatic reminders.
Dropbox file requests, Content Snare, FileInvite
E-signature add-ons
Getting the engagement letter signed — usually a second tool and a second link.
Standalone e-signature subscriptions
Secure send and portals
Delivering accounts and statements to the right person, provably.
Portals bolted onto practice software
Form builders
Intake forms where uploads, custom domains and approvals sit behind a paid tier.
Typeform, JotForm, Paperform
One subscription, not four
Every FileDrop plan includes all five tools — upload forms, secure PDF links, tables, automations and the Google Workspace add-on. You pick the volume your practice needs, not which features get unlocked. Plans start at $12 a month.
Collecting records from clients
| Feature | FileDrop | Google Forms | Typeform | JotForm | Paperform |
|---|---|---|---|---|---|
| File upload fields | ✓ | ✓ | ✓paid | ✓paid | ✓paid |
| Signature field | ✓ | — | — | ✓paid | ✓paid |
| Document collection portal (OTP-gated) | ✓ | — | — | — | — |
| Approval workflow | ✓ | — | — | ✓paid | — |
| Recurring email campaign scheduler | ✓ | — | — | — | — |
| Per-invitation read and responded tracking | ✓ | — | — | — | — |
| Auto-route files to Drive, Dropbox or OneDrive | ✓ | — | — | — | — |
| Virus scanning on uploads | ✓ | — | — | — | — |
Sending accounts and statements back
| Feature | FileDrop | Dropbox | Google Drive | WeTransfer | Issuu | tiiny.host |
|---|---|---|---|---|---|---|
| Email verification gate | ✓ | — | — | — | — | ✓ |
| Password protection | ✓ | ✓paid | — | ✓ | ✓paid | ✓ |
| Dynamic watermarking (email, IP, timestamp) | ✓ | — | — | — | — | — |
| Expiry by date and view count combined | ✓ | — | — | ✓date only | — | — |
| Download toggle (view-only mode) | ✓ | ✓ | ✓ | — | ✓paid | — |
| Per-view analytics with daily trends | ✓ | — | — | — | ✓paid | ✓aggregate |
Comparison reflects publicly documented features at the time of writing and covers the capabilities practices ask about most — not every product’s full feature set. Vendors change their plans; check the current details before you switch.
Financial records, handled like financial records
You hold bank statements, payroll and identification for people who did not choose your software. FileDrop is built and hosted in the EU, and every access control is available on every paid plan.
- ✓Hosted in Germany by Hetzner, built in the EU since 2022. GDPR, CCPA and CASA documented in the open.
- ✓TLS 1.3 in transit, encrypted at rest, with virus scanning on every uploaded file.
- ✓Verified access — email-gated or password-protected links, expiry dates, blocked download and print, dynamic watermarks.
- ✓Seats and admin control on Business+ and Max, so juniors and payroll staff see only the clients they work on.
What practices ask first
Something we have not covered? Talk to us — chat is open 10:00–19:00 CET.
Do our clients need an account to send us records?
No. They open your link, upload and they are done — no sign-up, no portal password to reset every January. That is usually the difference between records arriving this week and arriving after the deadline.
Can we send the same checklist to every client at once?
Yes. Bulk request campaigns send one checklist across your whole book, and the reminders that follow go only to the clients who have not responded. Each client still sees their own private page and their own files.
Can the engagement letter be signed on the same form?
Yes. A signature field sits alongside the upload fields, so the client signs and sends their records in one step rather than through a separate e-signature tool and a second link.
Where do the documents end up?
Wherever you already work. Uploads route into Google Drive, Dropbox or OneDrive in a folder named after the client, and responses sync to Google Sheets, Airtable or Excel so you can see the whole book in one row-per-client view.
How do we send accounts back securely?
As a link rather than an attachment. Gate it by email verification or a password, set an expiry date, block download and print, and apply a watermark carrying the viewer’s email and the timestamp. You also get a record of when it was opened.
Is it appropriate for sensitive financial data?
It is built for it: EU hosting in Germany, TLS 1.3 in transit, encryption at rest, virus scanning on uploads, and documented GDPR, CCPA and CASA positions. Business+ and Max add team seats and admin control over who can see which clients.
Send your first document request before the next deadline
Build the checklist once, send it to the whole book, and let the follow-ups run themselves.