Accountants: gather the year-end documents
Document requests
Year-end documents, gathered in a single request
Statements, invoices, inventory: your client uploads each document into the request; you accept or refuse with the reason.
- A document list for each request, with a due date
- Refusal with a reason: the client knows what to upload again
- The request closes when everything is accepted
Replaces: Email attachments · WeTransfer · Shared drive
Your client uploads their documents from their phone
The year-end starts with the documents
At year-end, a practice's work starts with obtaining what makes drawing up the accounts possible: December's bank statement, supplier invoices not yet received, the stock count at 31 December, the schedule of fixed assets acquired, the loan agreements. Every folder has its own documents, each one arrives by a different route, and the inbox no longer says who sent what.
The cost is re-reading a thread before each chase to work out what is still missing, then doing it again a week later because two documents arrived in between.
One request per year-end, one line per document
You list the expected documents once, with a deadline for the set. Your client files each one against the line that asks for it, not into a shared folder where everything blurs together. You can address the request to just one of the participants on the folder, the manager or the partner, rather than to both.
An incomplete document is refused with its reason. A stock count without unit values, say: the client reads the reason on that very line, files it again, and you have nothing to re-explain over the phone. Automatic reminders go out two days before the due date, on the day, the day after, then seven days later, and stop once the request is complete.
What the catalogue sets up for year-end
The "Year-end documents" template already carries the list: December bank statements, supplier invoices not yet received, loan agreements, the schedule of fixed assets acquired, with a fifteen-day deadline. The "Stock count" template adds a checklist (count the stock, list the equipment no longer in use, value work in progress) and then a request for the count at 31 December, "with quantities and unit values".
Apply them to a folder and the request goes out already written, in your own words. The whole year-end folder, with its three steps, is covered on the page about folder templates for accountants.
After the documents, the rest of the year-end
The document request is only one step of the folder. In the example case, once the documents are in, the draft balance sheet is published, the annual accounts go out for sign-off, then a new request gathers the signed minutes and the attendance sheet for the general meeting. Every step stays in the same thread.
For real, on a year-end
The example case follows the 2025 year-end of a landscaping limited company. You see the document request, a stock count refused for missing unit values and filed again complete, and the documents still to come. Open without an account.
Related reading
- Document requests, the feature in detail
- Accountants: collecting your clients' documents, from year-end to filing
Document requests, in other lines of work
More features for your line of work
Your next folder, with nothing lost along the way
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