New client
A matter has just opened
ID, proof of address and a signed engagement letter are requested before work starts.
Workflow · Collecting documents
Missing paperwork, requested, collected and filed.
It spots what is missing, asks for it, collects uploads through a secure link, checks they are readable and in date, and files them.
When this happens
Any time a matter or client file is missing something your checklist says it needs.
Records
Year-end paperwork is due
Statements, receipts and certificates are requested well before your own internal deadline.
Forms
A form needs signing
Unsigned forms are spotted on the file and sent back to the client with a clear request.
Expired
A document has run out
An ID document or certificate past its expiry date is flagged and a new one requested.
Unreadable
A photo is blurred
Cropped, dark or partial uploads are caught on arrival and the client is asked to try again.
Silence
The client has gone quiet
Reminders go out on your schedule. After the last one, a person decides what happens next.
What happens, step by step
The homepage shows four steps. This is the full version, including where verification stays with your staff.
- 01Automatic
What is missing
It compares the checklist for each matter type with what is already on file and lists what is still needed.
- 02Automatic
Request sent
The client gets a plain list of what is needed and a secure upload link, by email and text if you allow both. Each request says why the document is needed and what a good copy looks like, which cuts down on second attempts.
- 03Automatic
Reminders on your schedule
If nothing arrives, reminders follow at the gaps you set. They stop as soon as everything is in.
- 04Automatic
Uploads received
Files arrive through the secure link and are stored in your firm's own system, not an inbox. Each upload is logged with the time it arrived and the request it answers.
- 05Automatic
Checked on arrival
It checks each file is readable, complete, the right kind of document and in date. If not, it tells the client what is wrong and asks again.
- 06Automatic
Filed to the matter
Documents are named consistently, filed to the right matter and ticked off the checklist. If it cannot tell which matter, it asks your team.
- 07Waits for you
Your team verifies
Identity and anti-money laundering checks, source of funds, and whether a document is acceptable are decisions for your staff. It tells them when a file is ready.
- 08Waits for you
Gaps come to you
When a client has not responded after the last reminder, or says they cannot provide something, a person decides the next step.
What runs on its own, and what waits for you
Working out what is missing, asking for it, chasing, checking the basics and filing run on their own. Those are checklist tasks. Verifying identity, assessing risk and deciding whether a document meets your obligations stay with your staff.
Before launch we agree a checklist for each type of matter, the reminder schedule, which documents need an expiry check and who is told when a file is complete. Documents are stored where you choose, in your firm's name, with UK or EU hosting where you need it. Changing a checklist later is a message to us, not a rebuild.
Requests can go out of hours, so a client can upload in the evening when they have their paperwork to hand. Every message is in your tone and says it was sent by an AI assistant.
- A checklist for each matter type
- Reminder timing and how many
- Which documents need expiry checks
- Where files are stored and how they are named
- Who is told when a file is complete
- Email, text or both
An example request
A fictional thread for a new property purchase.
Purchase matter opened. Checklist shows passport and proof of address missing. Engagement letter signed.
AI receptionistHi Leo, this is the AI assistant at Harlow & Reed. To start your purchase we need your passport and a recent utility or council tax bill. You can upload them here: secure link.
ClientSent the passport. Is a bank statement OK instead of a bill?
AI receptionistThank you, your passport has arrived. Whether a bank statement will do is for your solicitor to decide, so I have asked them and will let you know.
Passport checked: readable, all four corners visible, in date. Filed to Leo's purchase matter. Question sent to Sam, the fee earner.Sam replies that a recent bank statement is fine. Leo is told.ClientUploaded the statement.
Statement checked: readable and dated within the period Sam set. Filed. Sam told both documents are ready for the firm's ID checks.How it looks in your sector
Law
Law firms
ID, proof of address and source of funds documents are requested and filed to the matter. Anti-money laundering checks and decisions stay with your compliance team. It only collects and organises.
Read more →Accounting
Accountants
Bank statements, P60s, receipts and rental records are chased ahead of your internal deadline. It checks files are readable and complete. It does not prepare figures or comment on tax.
Read more →Healthcare
Healthcare
Registration forms, referral letters and insurance details are requested and filed to the patient record. Clinical content is reviewed by your staff, and storage is set up to suit health data.
Read more →The rules it works by
Limits on collecting documents
- It never verifies identity.ID and anti-money laundering decisions belong to your staff.
- It never guesses the matter.If it cannot tell where a file belongs, it asks your team.
- It never deletes a document.Replacements are added alongside, and your retention rules apply.
- It always uses your secure link.Uploads land in your system, not in someone's inbox.
Questions about collecting documents
Does it carry out ID or AML checks?
No. It collects the documents, checks they are readable and in date, and tells your team they are ready. Verification and any decision about risk stay with your staff.
Where are the documents stored?
In your firm's own system or storage, in your firm's name. We agree where during the audit, with UK or EU hosting where you need it.
What does it check on each file?
That it opens and is readable, is complete, looks like the type of document requested, and is in date where that matters. Anything it is unsure about goes to a person rather than being accepted. It does not judge whether a document is genuine. That is part of your team's verification.
What if a client never sends anything?
Reminders follow your schedule. After the last one, the matter is flagged to a person to decide whether to call, wait or pause the work.
Can we have different checklists for different work?
Yes. Each matter type has its own list, and you can change a list at any time by telling us.
Other workflows
Thirty minutes. No obligation.
Human tired.Computer do it.
We will tell you honestly where AI will and will not save your firm time.