Requesting documents

When you need files from a client, the Request documents dialog turns it into a tracked chase-list. The client sees a structured checklist in their portal, uploads each item, and you watch the status update.

This is a lighter alternative to sending a full organizer — use it for one-off asks like “need updated bank statements” or “missing the 1099 from your second brokerage”.

How to open the dialog

Three entry points open the same dialog:

The dialog header reads Request Documents with the subtitle “Request documents from {client name}. They’ll be notified on their portal.”

How to fill out the request

Message to client

Free text up to 2,000 characters. Goes at the top of the request in the client portal:

Please upload the following documents for your 2025 return — appreciate it!

Optional. If you leave it blank, the client sees only the items.

Documents

Each item is a card with three fields:

Click + Add Another Document for more items. Max 50 items per request. The footer counter shows “N items”.

Remove an item with the × in its top-right.

[Screenshot: Request Documents dialog with three items added]

Sending

The Send Request button becomes active as soon as at least one item has a label. Click it:

1. Assure Pro creates the request with every item marked Pending.
2. The client gets a portal notification and an email.
3. The dialog closes with a toast: “N document(s) requested from <client>”.
4. The chase-list appears on the client’s portal.

Where requests show up

Firm side: the Document requests panel

Above the file list, the Document requests panel lists every open request for this client. Each row shows:

• Request title or first item label
• Sent date
• Item progress: “2 of 5 uploaded”
• Status badge (Pending, Partially fulfilled, Fulfilled, or Cancelled)
• Expand to see individual items

The panel collapses when there are no active requests, so it doesn’t clutter the file area.

Client side: the portal homepage

The client sees their open requests pinned at the top of the portal. Each item shows:

• Label and your note (if any)
• An upload area (“Drop file or click to upload”)
• Status pill (Pending, Uploaded, Approved, or Rejected)

When they upload, the file:

• Lands in their Documents with the type you selected.
• Updates the request item to Uploaded.
• Sends you a notification.

The four item statuses

When you reject an item, your note is shown to the client in the portal so they know what to do.

The four request-level statuses

A request auto-flips to Fulfilled when every item is either Uploaded or Approved — you don’t need to manually close it.

How to approve uploads

From the Document requests panel:

1. Expand the request.
2. Click the uploaded file row to open the document in the drawer.
3. Review it.
4. In the row, click Approve (or Reject with a note).

Approving locks the item — the client can’t replace it without you rejecting first.

How to remind a client

If a request is still pending after a few days, the row kebab has Send reminder. The client gets a fresh notification and email pointing to the same chase-list.

There’s no automated reminder cadence on document requests. Automated reminders live on the workflow side.

How to cancel a request

Open the kebab on the request and pick Cancel request. The client loses the ability to upload to it. Any already-uploaded files stay in the client’s documents (they’re real files), but the chase-list disappears from the portal homepage.

How engagement-scoped requests work

When you open the dialog from an engagement, the request is tied to that engagement. Uploads land in that engagement’s subfolder automatically. The engagement’s Documents tab shows the request and its progress alongside other engagement files.

This is the right path when you need “the missing items for the 2024 1040” — not generic chasing.

When to use a request vs an organizer

• Organizer — structured first-time intake. 30 or more questions, multiple sections, conditional logic. Use for the full pre-engagement gathering. See Sending organizers.
• Document request — targeted ask, a handful of files, no questions. Use for mid-engagement chasing.

They’re not mutually exclusive — many engagements use both, an organizer at intake and document requests later for the items the organizer missed.

Common patterns

”Client uploaded a file but not via the request”

That’s fine — the file is in their documents. To close the loop on the request item, you can upload the same file as the request item’s response (kebab → Mark as uploaded with existing file). Or Approve the request item directly if the manual upload satisfied it.

”I want to chase one item that’s still missing after most of the request is done”

The request stays Partially fulfilled until every item is done. Click into the pending item → Send reminder sends a targeted nudge.

”Cancel everything from a request I sent by mistake”

Kebab → Cancel request. Files already uploaded stay in documents — they don’t get deleted.

”Send the same request to 10 clients”

There’s no bulk send yet. Workarounds:

• Save a message template with the standard text, paste into the request’s Message field for each client.
• Send via the workflow: a pipeline stage with a “Request documents” task template can fire when an engagement enters that stage.

Permissions

Next

• Document types & categories — what populates the type dropdown.
• Sending organizers — the heavier intake path.
• Browsing & uploading — where uploaded files land.