Document Collection

Source document collection is one of the most time-consuming aspects of bookkeeping. AtlasOS streamlines this process with the client portal, automated reminders, Smart Inbox routing, and AI-assisted document classification.

Client portal document requests

The client portal is the primary channel for requesting and receiving source documents. To set up a document request:

1. Navigate to the entity's client portal settings
2. Create a document request with a checklist of required items (e.g., bank statements, invoices, receipts, payroll reports)
3. Set a due date for the request
4. The client receives an email notification with a link to their portal

Clients upload documents directly to the portal, where they are stored against the entity record and linked to the relevant processing period.

Automated reminders

When a document request remains unfulfilled past its due date, AtlasOS sends automated reminder emails to the client. Reminder frequency is configurable:

• First reminder -- On the due date
• Follow-up reminders -- At intervals you define (e.g., every 3 days)
• Escalation -- After a configurable number of reminders, the account manager is notified to follow up manually

Smart Inbox routing

Documents sent via email rather than the portal are captured by the Smart Inbox and routed automatically:

• Bank statements -- Identified by sender (e.g., bank notification addresses) and routed to the correct entity
• Invoices and receipts -- Matched to entities by client name, reference number, or email address
• SARS correspondence -- Tax-related notifications are routed based on tax reference number matching

The AI triage engine improves its routing accuracy over time as you correct any misrouted items.

AI document classification

When documents are uploaded (via portal or email), AtlasOS can classify them automatically:

Document Type	Classification
Bank statement	bank_statement
Sales invoice	invoice_sales
Purchase invoice	invoice_purchase
Receipt	receipt
Payroll report	payroll_report
Tax certificate	tax_certificate

Classification helps organise the entity's document store and makes it easier to locate specific items during the processing cycle.

Tracking document completeness

The task board and entity dashboard show document collection status for each client:

• Documents received -- Count of uploaded items against the requested checklist
• Outstanding items -- Which specific documents are still missing
• Days overdue -- How long the request has been outstanding
• Client responsiveness -- Historical tracking of how quickly each client responds to requests

This visibility helps you prioritise follow-ups and identify clients who consistently delay the processing cycle.

Best practices

1. Standardise your checklists -- Use the same document request template for clients with similar profiles
2. Set realistic due dates -- Give clients at least 5 business days to gather and upload documents
3. Encourage portal use -- Documents uploaded via the portal are easier to track than email attachments
4. Review classifications -- Periodically check AI classifications to ensure accuracy and correct any errors

Next steps

• Billing & Time Tracking -- Recording time against document collection and processing
• Monthly Processing Workflows -- Using collected documents in the bookkeeping cycle