The end of the email chase for documents.
Clivanta is the secure way to request, collect and audit documents from clients and third parties — each ask tracked per item, with its evidence, conversation and audit trail attached.
Needs review
12
Overdue
7
Due this week
23
Certificate of insurance
RI-014
Signed master agreement
RI-015
Proof of address
RI-016
Beneficial owner declaration
RI-017
Bank statement — December
RI-018
The problem
Your request list is a spreadsheet. Your evidence is a mailbox.
Every team runs the same loop: send a list, wait, re-send the list, chase by phone, receive four attachments with no context, and reconcile it all against a tracker that was already out of date. The work is fine. The plumbing is broken.
See how Clivanta models it40+
Email threads per engagement
30%
Of junior time spent chasing
1 in 4
Requests with no clear status
Constant
Version confusion at review
The model
One object at the root: the document request.
Everything else in Clivanta is a way of grouping, tracking or reporting on the documents you ask for.
Root object
Request item
One client request: a single document, question or confirmation with its own status, due date, files, versions and threads.
Grouping
Pack
Request items grouped into a pack the other side actually understands — Onboarding, Financials, Compliance. Draft it, then launch it.
Container
Engagement
Packs roll up into an engagement — a year-end audit, a new-hire onboarding, a vendor review. One progress number, one deadline picture.
And separately: internal tasks. Team-only work tied to a client or engagement — a review step, an approval, a follow-up call. The other side never sees them, and they never pollute the request list.
Built for the way document collection actually works.
Two threads, one item
A client-facing thread and a team-only thread live side by side on every request item. Discuss internally without a second tool and without a leak.
Immutable audit trail
Requested, submitted, revised, accepted — every transition is written insert-only with actor and timestamp, ready for the file.
Reminders that behave
Escalating nudges per item, pausable by the client with a reason. Chasing stops being a person's job.
Portal or reply-by-email
Clients answer wherever they are. Email attachments route back to the exact request item they belong to.
Scoped access
Contacts see only their engagement's packs. Internal tasks, notes and team threads are structurally invisible to them.
Evidence you can export
Accepted files, version history and the log export as a clean pack per engagement — no zipping mailboxes at year end.
Use cases
One workflow, every document handoff.
If your team asks outside parties for documents on a recurring basis, Clivanta fits.
Audit & Tax
Run the prepared-by-client list, workpaper evidence and tax documents as tracked, audited requests.
ExploreCorporate Services & Company Formation
Collect KYC, UBO and due-diligence documents for company formation and ongoing corporate administration — tracked and audited every cycle.
ExploreAccounting & Bookkeeping
Collect month-end, quarter-end and payroll documents from clients on a recurring schedule — tracked and reconciled without the email chase.
ExploreLegal & Litigation
Request discovery, due-diligence and IP documents with privilege-safe version control.
ExploreHR & Employment
Onboard new hires and manage sensitive employee documents with secure, tracked collection.
ExploreReal Estate
Collect leasing, maintenance and HOA documents with photo evidence and tracked requests.
ExploreVendor & Procurement
Onboard vendors and keep compliance documents current with automated, tracked requests.
ExploreThe loop
From pack to sealed evidence.
- 01
Build from a pack
Start from a seeded pack for your workflow — audit, onboarding, KYC, vendor intake. Adjust the groups and request items while it's still a draft.
- 02
Launch it
One launch sends one clean invitation. The other side sees a portal with their packs, not fifty forwarded emails.
- 03
Collect per item
Each upload lands against its request item with a version number. Questions get answered in the item's own thread.
- 04
Review and accept
Your queue shows only what needs a decision. Accept, or request a revision with a reason the client can see.
- 05
Close and export
Pack completion hits 100%, the audit log is sealed, and the evidence pack exports to your workpapers.
For your team
A queue instead of an inbox.
- Review queue shows only items awaiting your decision
- Internal tasks and team-only notes stay behind the wall
- Progress per pack, per engagement, per client
- Reusable packs so the next engagement takes ten minutes to set up
For the other side
A checklist, not a scavenger hunt.
- One link, no password gymnastics
- Clear list of what's outstanding and what's done
- Ask a question on the item instead of a new email
- Pause reminders with a reason when something is blocked
FAQ
Questions, answered.
What is Clivanta?
Clivanta is a document collection platform — a secure portal where your team requests specific documents from clients and third parties, tracks each one from request to receipt, and keeps a complete audit trail. Instead of chasing files over email, you send a structured list of requests; each recipient uploads against the exact item you asked for, and you can see at a glance what is outstanding, submitted or accepted. It is built for teams that collect documents on a recurring basis, such as audit, corporate services, accounting, legal, HR and procurement.
Do our clients or counterparts need an account?
No. Anyone you collect documents from opens a secure, personalised portal through a magic link sent to their email — there is no signup, password or app to install. If they would rather not use the portal at all, they can reply to the request by email and their attachments are routed to the right item automatically. Keeping the barrier to responding as low as possible is a large part of why documents come back faster.
Where is our data stored?
All documents and client data are stored on EU-hosted infrastructure, with no transfer outside the European Economic Area (EEA) for storage or processing. Data is encrypted in transit with TLS and at rest with AES-256, and encryption keys are rotated by the platform rather than left to your IT team. For teams handling regulated or sensitive documents, EU data residency is a core part of the product rather than an add-on.
Do the people we collect from ever pay?
Never. Clivanta is paid for entirely by the team doing the collecting. The clients, counterparts and third parties you request documents from always use the portal for free — charging someone to hand you documents would defeat the purpose. Because every plan includes unlimited client contacts, onboarding more of them never increases your bill.
Does Clivanta chase people for us?
Yes — automatic chasing is one of the main reasons teams adopt it. Each request has its own escalating reminder schedule, so overdue documents are chased on your behalf without anyone remembering to send a follow-up. Recipients can pause a reminder with a stated reason when something is genuinely blocked, and the pause is logged, so chasing stops being a person's job without becoming a nuisance.
