Kolinea is live. It is a shared folder with your clients: you open it for one matter (a house to build, a sale, a mortgage, a year-end close), your clients get in through a personal link, with no account to create, and every request in it has an owner, a status and a due date. Messages, documents, sign-offs, decisions and appointments move along the same thread, from the first message to closure.
Kolinea is built for professionals who follow a client over weeks or months: home builders, renovation contractors, project managers, accountants, lawyers, real-estate agents, mortgage brokers, wealth advisers. Here is what you can do with it from day one, one problem at a time.
Where is everything you said to a client?
In the folder thread. Usually a decision goes out by email, the photo arrives on WhatsApp, the quote sits in an attachment and the appointment gets settled over the phone, so nobody has the full picture. In Kolinea, each folder has a single thread where messages, documents, requests and appointments line up by date.
Your client writes in it just as you do. They can upload a file or send you a request, which lands on your dashboard like any other. The thread can be searched and filtered, open tabs update live, and your team talks in internal notes the client never reads. Your clients get a single email that gathers a folder’s activity a few minutes after the latest change, and nothing is sent when there is nothing new. The details are on the folder thread, where nothing gets lost.
Do your clients need an account?
No. Each client gets a personal link, confirmed by a code sent by email on every new device; no account to create, no password to remember. For a client you can only reach by phone, you create a single-use link from their contact card, to be opened within 24 hours, with a 6-digit code you pass on yourself, separately.
Everyone in the folder has their own access: full by default, or limited, in which case they only read what names or mentions them. A subcontractor or a notary follows their part of the folder without reading the rest. Your clients never pay. Your client gets in without an account walks through the entry step by step.
How do you know who is waiting on what?
Open the folder’s waiting view. It separates what is waiting on you (a document to accept, a request to answer) from what you expect from the other side, with overdue items on top. Nothing is typed in by hand: every request published feeds these lists and drops out of them once it is handled.
Your client, for their part, lands on “Waiting on me”, with what is asked of them. On your dashboard, “Where to act” sorts your folders by urgency, next to the due dates, milestones and confirmed appointments of the coming fourteen days, across all folders. Knowing who has to act, without looking for it shows both sides.
How do you keep a record of a client’s decision?
By asking for it in the folder rather than in a message. A decision sent by email gets read at the wrong moment, noted somewhere else or forgotten, and nobody is in charge of carrying it over. Kolinea gives you two ways to avoid that.
A choice decision asks a question with two to six options: the tiles, the facade, the length of the loan. The answer carries the date and the person’s name, and stays attached to the question. Your clients can put a choice to you too.
A sign-off, reserved for the professional, submits a subject written out in full, with a document if needed: a quote, a variation, the annual accounts. Each named person accepts, or refuses with a reason, and the acceptance records the date, the time, their name and the exact subject accepted. It is a simple, dated approval in the person’s name, with no value as a qualified electronic signature.
How do you collect every document a folder needs?
With a document request: one line per expected document, an instruction if needed (“all pages”, “less than three months old”) and one due date for the lot. Your client uploads their files against each line. You accept each document, or refuse it with a reason: only that one goes back to “to provide”, and the client sends only that one again. The request closes once everything is accepted, and the files join the folder’s “Documents” tab. See a document request, one line per expected document.
Sensitive documents, a loan offer or a tax notice, are published as confidential: only the team and the participants the post names or mentions can read them, and the notary or subcontractor in the same folder does not see them unless you name them. The details are in document confidentiality.
Who chases when the due date gets close?
Kolinea does, from the due date you set on the request. Automatic reminders go out two days before the due date, on the day, the day after, then seven days later, and stop as soon as the request is handled. Never two on the same day, and none right after you have chased by hand. They cover requests, document requests, decisions and sign-offs; the “Remind” button is still there for a specific case. See automatic reminders.
For an appointment, you offer up to five slots from the folder. Your client picks one or asks for others, and the confirmation reaches them with a calendar invitation: arranging an appointment without three rounds of messages shows the exchange.
What is left once the folder is done?
Everything that was asked, provided and decided. You close the folder: it becomes read-only for everyone, and any request still open is marked as left unresolved at closure. It stays readable for life by everyone, as long as your workspace exists, whatever your plan; if you delete the workspace, every participant is told by email 30 days beforehand. Each participant can also export the folder as they read it, the thread as a PDF plus the original documents.
Two years after a house is handed over, the accepted quote is still there, with the date and the name of whoever accepted it. A closed folder remains readable, years later covers the export in detail.
What Kolinea does not do
Kolinea does no qualified electronic signature, no invoicing or payment, and no import of your emails or WhatsApp conversations. It does not read your availability to suggest slots, and the reminder schedule cannot be tuned request by request. The archive is a dated record in each person’s name: your legal retention obligations remain yours.
Where do you start?
The “Open my first folder” button asks for your trade and the folder’s name, then signs you up with your email address. The folder opens with the folder template for your trade: its posts wait in the composer, each one ready to prepare or remove in one click. You add your clients, publish a first request, and they receive their link.
Your workspace starts with 14 days of Premium, no credit card required, then moves to the Free plan (2 active folders, 2 members). Premium costs €9 excl. VAT a month, or €84 excl. VAT a year.