Digital document collection and verification

Purpose

 1.1. Automate the request, collection, verification, and routing of digital client documents required for compliance, KYC, and onboarding in accounting firms.
 1.2. Reduce manual follow-ups, streamline document intake, enforce file-type/account ID uniqueness policies, and auto-validate key data before onboarding.
 1.3. Route documents automatically for review, compliance checks, and archival, ensuring full audit trail and seamless client experience.

Trigger Conditions

 2.1. New client onboarding form submission detected.
 2.2. Client registers for an appointment/consultation.
 2.3. New engagement initiated in CRM or management system.
 2.4. Document expiry notification (e.g., driver’s license requires update).
 2.5. Manual trigger by staff through CRM or document portal.

Platform Variants

 3.1. DocuSign
 • API: Envelopes:create — Automate sending document request templates, enforce signature, and identity verification.

 3.2. Dropbox
 • API: /files/upload — Auto-generate secure folders, upload documents directly, trigger verification workflow.

 3.3. Box
 • API: box.files.upload — Request, store, and audit client documentation, real-time status updates.

 3.4. OneDrive
 • API: /drive/items/{item-id}/content — Auto-upload and classify documents under client-specific folders, trigger next onboarding step.

 3.5. Google Drive
 • API: files.create, permissions.create — Request upload via folder links, set access, and validate file presence.

 3.6. PandaDoc
 • API: documents/send — Send document requests, automate reminders, and auto-validate signatures.

 3.7. IntakeQ
 • Feature: Secure Forms — Form submission triggers collection and verification flow, integration with backend.

 3.8. Jotform
 • API: form submissions — Auto-parse submitted fields, route attached documents for validation.

 3.9. Adobe Sign
 • API: Transient Documents and Agreement endpoints — Collect, verify, and obtain digital signatures on required documents.

 3.10. ShareFile
 • API: Upload — Securely receive files, trigger automated virus/malware scanning and tagging.

 3.11. HubSpot
 • API: crm.objects.contacts — New contact submission triggers document checklist and request via email.

 3.12. Salesforce
 • API: Files: create, Tasks: create — Automatically generate tasks for document upload, verify receipt against checklist.

 3.13. Zoho CRM
 • API: Contacts, Documents — Request and receive files linked to a contact record, trigger review step.

 3.14. Xero HQ
 • API: Client Files — Request, collect, and secure documents for accounting client compliance.

 3.15. Slack
 • API: chat.postMessage, files.upload — Notify clients or staff with upload links, auto-confirm receipt.

 3.16. Microsoft Teams
 • API: send message, files.upload — Create onboarding channel, send reminders, verify uploads.

 3.17. Freshdesk
 • API: Tickets:create — Ticket auto-opens for missing items, API tracks attachment uploads and status.

 3.18. SignNow
 • API: Document create and invite to sign — Request, collect, and verify signed onboarding files.

 3.19. Zapier
 • Feature: File Trigger/Action — Bridge file collection (from email, cloud drive) into CRM or document checker apps.

 3.20. SFTP (Secure FTP servers)
 • Trigger: File Drop Event — New file arrival triggers antivirus scan and status update to case manager.

 3.21. Notion
 • API: Create/Update Page — Request uploads via forms, log verification status and compliance tags.

Benefits

 4.1. Faster onboarding with real-time document validation and reminders, reducing client back-and-forth.
 4.2. Compliance guaranteed with time-stamped, organized file storage and audit trails.
 4.3. Minimized risk of human error and data leaks through automated, secure verification and routing.
 4.4. Improved staff efficiency by eliminating repetitive communications and manual checks.
 4.5. Enhanced client experience with guided, digital-first interactions and secure upload portals.