Your clients never create an account.
You list the documents you need and enter your client's email. DokuTrak sends one secure link for that request. The client opens it, sees the checklist and uploads, on a phone or a computer. No password, no verification email, no app to install.
The link expires 14 days after it is sent, or on your deadline (up to 30 days). The client is warned before it expires, and the link closes when the request is complete.
The follow-up is no longer your job.
Until the packet is complete, DokuTrak reminds the client of what is still missing: by default 2, 5, 10 and 14 days after the request. A workspace admin can change that cadence for the whole workspace, and reminders stop once the request is complete.
Every reminder appears in the request’s activity, marked delivered or failed, next to the last time the client opened the upload link.
Optional. It flags; you accept or ask again.
Once a workspace admin switches it on, each uploaded file is read against what you asked for. The review flags a wrong document type, a wrong period, an expired document, missing required details or an unreadable scan, and says why in one sentence. When it is not confident, it says it is not sure rather than calling the file fine.
Off by default. Each plan includes a monthly number of AI validations. Past it, uploads keep working and files simply arrive without a flag.
One note, and the client knows what to fix.
A person on your team looks at each file and accepts it or marks it for re-upload with a short note. DokuTrak emails the client that note, in their language, and reopens that document on the same link. The note also shows on the upload page, under the document to replace.
No new thread and no forwarding. The replacement arrives as a new version of the same document, in the same request.
Build the list once. Send it to every client.
Save a request as a template: the title, the message and the list of documents. Send it to the next client in a few clicks, or send one template to up to 100 clients at once, importing the recipients from a CSV file. Templates are shared with everyone in the workspace.
Tax season, monthly close, a new matter, a loan file: one template each, reused as often as you need.
Find a file months later without searching email.
Every document you collect is kept in one library, grouped by client and then by request. Search by file name, request title or the name or email of the person who sent it. Download a whole request as a ZIP, or select documents across requests and export them together.
Every view and download of a document is written to the audit log: who, what, when.
See every open request at a glance.
The request list splits active, completed and overdue requests, and a separate To validate queue holds the files waiting for a person to look at them. Search by request title or by client name or email, and switch between your own requests and the whole workspace.
Each request shows which documents arrived, which are missing and which were sent back, without opening a spreadsheet.
Scanned, encrypted, logged.
Every upload is scanned for malware before it is accepted. Files are stored in Cloudflare R2, encrypted at rest with AES-256 by the provider, and reached only through short-lived signed links. Workspace members are admins or members, and a member can only change the requests they created.
The controls in place, and the ones not claimed yet, are listed on the security page.
DokuTrak is client document collection software, not a client portal or a practice-management suite. If you need these, a portal is the better buy; our comparison of client portals names the ones worth a look.