Give the role a reliable starting point.
Provide engagement checklists, secure portal instructions, file naming conventions, and a reviewer for ambiguous records.
Records ready for review
Client document coordination
Organize client requests and source files against an engagement-specific checklist.
Book a free consultationScope, access, and coverage are agreed with your team.
The day-to-day work
A clear queue. A useful handoff.
Define the recurring work and the evidence your team needs to review it. These building blocks become a role-specific operating plan.
- Send approved document requests
- Maintain receipt and missing-item logs
- Index files in the approved client portal
- Escalate incomplete or conflicting records
What comes back to your team
Work you can see and review.
Client request tracker
A working record with source references, current status, and the person responsible for the next step.
Document receipt index
A focused view of missing inputs, unanswered questions, and items that need your decision.
Missing-information brief
A dated handoff that distinguishes completed work from pending review and unresolved exceptions.
Put the role into practice
From the first brief to the final check.
A practical handoff
A client uploads bank statements for only part of the requested period. The assistant records the months received and asks for the remaining records using the approved request, leaving accounting interpretation to the engagement team.
Illustrative workflow, not a client case study.Check the work before closing the loop.
Check entity, period, document type, readability, and duplicate versions. A received file is not a reviewed or accepted accounting record.
Your systems, your permissions
Fit the role to your environment.
Tool familiarity is considered when defining the role. Your team approves every platform, access level, and source of truth.
KarbonTaxDomeShareFileMicrosoft 365
Platform names describe possible working environments, not endorsements or a promise of certification.
Before you start
A few useful questions.
What should we prepare for client document coordination?
Provide engagement checklists, secure portal instructions, file naming conventions, and a reviewer for ambiguous records.
How will we know what is complete?
Check entity, period, document type, readability, and duplicate versions. A received file is not a reviewed or accepted accounting record.
Which decisions remain with us?
No accounting advice, tax positions, unsupported account classification, or use of client credentials outside approved access.
Can the role work in our existing tools?
We scope the role around your approved systems, including environments such as Karbon, TaxDome, ShareFile. Access, training, and the final tool requirements are confirmed before the role begins.
Related support
Connect the work around this role.
Visible work queues
Engagement workflow support
Maintain engagement tasks, review stages, and dependencies across your practice.
Explore the serviceAn orderly startClient onboarding support
Coordinate approved intake steps and keep the new-client file complete for your practice team.
Explore the serviceRoom for client workPractice administration
Coordinate the inbox, appointments, and recurring administrative follow-through behind your firm.
Explore the serviceA role shaped around your operationStart with the work
Start with the work
you want to hand over.
Tell us where the queue slows down. We’ll discuss the scope, tools, coverage, and review points that belong in your support role.
Book a free consultation
Define the role before making a commitment.