Document collection software to gather client files—the smart way.
Stop chasing clients for data, documents, and signatures—let them come to you. Portalstack is your modern document collection software solution for service businesses.
No credit card required
Why use a document collection software like Portalstack?
Let’s be real – document collection is a royal pain in the <insert word>. It’s about as exciting as watching paint dry. You’re constantly sending reminders (after reminders). When you do finally get responses (often in drips), at times the documents or information is either in the wrong format, or way off base from what you requested.
It's time-consuming
Collecting data, documents and signatures from clients is time-consuming. Free up your time, so you can focus on value-added work (stuff clients actually pay for).
Client experience suffers
Emailing PDFs and Excel spreadsheets as checklists to clients is clunky. Instead, provide your clients with an intuitive and easy experience.
Version control is messy
Document collection via endless streams of emails is a version control nightmare. You run the risk of taking action on services based on information buried within outdated emails.
Let our document collection software do the chasing for you.
Sure, you try your best to keep the ball rolling, but there’s a limit to how many “hey, just following up” emails you can send. The good news is, you no longer have to put up with the stress of constantly chasing clients for information and documents. Let Portalstack do the heavy lifting for you. What’s more, your clients will thank you for it.
Documents lost in inbox graveyard. 
Constantly sending reminders.
Hard to explain the details of your requests.
Portalstack
Everything organized in once place.
Schedule auto reminders
Use rich content and tooltips to simplify your requests
All-in-one document collection software solution.
One platform. One software subscription. All you need to collect documents, information, and e-signatures under one roof.
REQUEST FORM
Build your document collection request form in minutes
Create document collection requests effortlessly with our simple drag-and-drop request form builder. Enhance your forms with conditional logic, tooltips, and comments to ensure you gather accurate information from clients on the first try—eliminating the need for back-and-forth revisions.
MOBILE FILE UPLOAD
Clients can capture documents using their smartphone cameras.
Make it easy for clients to upload documents on the go. They can use their phone’s camera to capture documents, which are then automatically uploaded to their secure client portal.
REQUEST TEMPLATES
Reuse document collection templates
Use one of our starter templates or create a custom one that suits your specific needs. Your document collection request templates can be reused, making it even easier to streamline your workflow and improve your productivity.
ESIGNATURES
Collect signatures with ease
Say goodbye to the days of printing, signing, and scanning contracts and agreements. Portalstack includes an integrated e-signature solution with a complete audit trail.
RICH CONTENT
Use rich content for better engagement
Avoid overwhelming your clients with text-heavy instructions. Incorporate rich content, such as images and videos, to create an engaging experience while communicating important information.
NOTIFICATIONS
Stay informed of collection progress
Receive immediate notifications when a document collection request is ready for your review.
APPROVAL WORKFLOW
Approve or reject each requested item
It happens – clients sometimes provide you with the wrong document or information. With Portalstack, you have the ability to reject any requested item, as well as add clarifying comments to help with resubmission.
DATA SECURITY
Keep client information secure
Keep all client data and documents in a secure document collection portal, accessible only through multi-factor authentication. Rest easy knowing sensitive information is not sitting in email inboxes that can be inadvertently shared or compromised.
How to collect documents using Portalstack’s request form builder.
Build your information request form.
Specify the information or documents you need using our straightforward drag-and-drop form builder. Add descriptions, tooltips, images, and videos as necessary to simplify the process for your clients.
To build a request form, you can start from scratch or use one of our starter templates.
Share your request
You can share your requests in two ways: via client portals or by generating a unique, non-guessable link (with the option to add a pin code).
Schedule reminders
Set your reminder schedule and let Portalstack send the gentle nugdes on your behalf.
You get notified
You are notified the moment a request is submitted and ready for your review.
Approve each requested item
You review the provided information and approve or reject each requested item. If an item is rejected and further clarification is required, simply add comments before requesting resubmission. Items that have been approved are locked from further editing.
How to collect documents using Portalstack's mobile file request feature.
Create a "Mobile Upload Request"
Select your client and the folder where files will be stored. Specify the documents you need collected. After submitting your request, a secure link is automatically emailed to your client.
Clients upload files using their phone
Your client opens the secure link to view the list of requested files. They can then simply select each file request and use their phone’s camera to capture and upload documents.
Files stored and sorted in client portal
Once your client submits the request, the files are securely stored in the specified folder within their secure client portal. Both you and your client can access these files at any time.
AUTOMATION
Document collection software with smart automation features.
Autosave
Peace of mind that updates are progressively saved.
Auto Reminders
Schedule auto-reminders and let Portalstack do the chasing for you.
Conditional Logic
Hide or reveal requested items using conditional logic.
Auto Map Common Fields
Ability to pre-populate common fields to eliminate double entry.
WHO IS PORTALSTACK FOR?
Smart document collection software for busy professionals.
Sadly, no matter what field you’re in, the time-suck of hunting down documents and data is a universal pain. Here are just some examples of professions that would benefit from using Portalstack…
Accountants
Bookkeepers
Lawyers
Mortgage Brokers
Finance Brokers
Insurance Brokers
Architects
Business Coaches
Property Managers
Watch our document collection software in action.
Here is an example of how easy it is to build and send an information request form. While this video uses accountants as the example, the process is the same for all industries.
Frequently asked questions.
Is there a limit on the number of 'requests'?
No. Unlike other document collection software, Portalstack does not impose a limit on monthly ‘active requests’ (i.e. the number of questionnaire forms you can send to clients requesting information).
Do my clients need to remember another password?
No. To access their request questionnaire forms, your clients can either enter the one-time 6-digit code sent to their mobile/cellular phone or use the Magic Link (expiring link emailed to them). If you are only collecting non-sensitive information, then you can simply send your clients a non-guessable link.
Is there a limit of the number of questionnaire form templates?
No. You can add as many templates as you want.
What information can be collected?
Essentially anything that your clients can input or upload can be collected – for example, client data, business information, content, documents, images, files, etc.
Is there a charge for client access?
No. You can add as many clients as you want. We only charge you for your internal users under your subscription.
How secure is the data?
We take data security seriously. Our platform is hosted on Amazon Web Services sitting behind their bank-grade infrastructure with 256-bit encryption. We’ve designed Portalstack with a security first architecture. You can find out more by reading our Security Policy.
Seeking something more than just a document collection software?
Portalstack is an all-in-one platform for sharing and gathering information.
Onboard Clients
Make a good first impression. Create a digital onboarding process to gather essential information when starting a new client engagement.
Client Portal
Offer your clients a unified experience. Provide a self-service collaboration hub where clients can easily interact with your business.
Virtual Data Room
Safeguard your IP while sharing information with external parties such as investors. Ideal for capital raising, due diligence, or investor updates.
Client onboarding portal and data room for professional services and fast-growing startups.
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