Use case

The month-end document chase, automated.

Collect bank statements, invoices and payroll inputs from every client on a repeating schedule, tracked per period with a clean audit trail.

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The problem

Outsourced bookkeeping, fractional-CFO and payroll firms depend on the same documents from every client, every period. Clivanta turns the recurring close checklist into structured, per-item requests that go out on schedule and chase themselves, so your team stops opening the month by emailing clients for bank statements. Each period is tracked from request to accepted document, versions preserved, and the whole file exports clean for the workpapers.

Every month-end starting with a round of "please send your bank statements" emails
Client documents scattered across email, WhatsApp and shared drives
Payroll inputs arriving late and holding up the run
No clean per-period record of what the client actually provided

Where it fits

Monthly & quarterly close

Send the same close pack to every client each period — bank statements, sales and purchase invoices, expense receipts — with automatic reminders so the books close on time without your team doing the chasing.

Payroll processing

Collect starters, leavers, timesheets and variable-pay inputs before each run, tracked per pay period, so nothing holds up payroll and every input is on file for the audit.

Year-end & handover to the accountant

Assemble the full year's supporting documents per client and export a clean, self-contained pack for the annual accounts or the external auditor.

VAT & periodic filings

Reuse a standard pack so recurring VAT returns collect the same evidence from each client on schedule, with the identical requests going out every period.

Documents you'll collect

Bank statements Sales & purchase invoices Expense receipts Payroll inputs (timesheets, starters/leavers) Credit-card statements Prior-period accounts

How Clivanta handles it

The same reliable loop, whatever you're collecting.

Per-item requests

Every ask is its own tracked item with a status, due date, files and version history.

Reusable packs

Standardise a request list once and launch it for every client, matter or vendor.

Automatic reminders

Escalating, per-item reminders chase what's outstanding so you don't have to.

Portal or reply-by-email

Counterparts upload through a magic-link portal, or simply reply by email.

Immutable audit trail

Every request, upload, version and acceptance is logged with actor and timestamp.

Scoped, secure access

Each party sees only their own items; internal notes and threads stay private.

Frequently asked questions

Can the same requests go out to every client automatically each period?

Yes. You build a close pack once and schedule it to reissue to each client at month- or quarter-end, with escalating reminders if documents are late. Opening the period stops being a manual round of emails and becomes a standing workflow that chases the missing items for you.

Can clients just reply by email with their documents?

Yes. A client can upload through their secure portal or simply reply to the request email and attach the files. Either way the documents land against the exact item they belong to, the sender is recorded, and the item moves into your review queue — so email replies do not create filing work for the bookkeeping team.

Does everything export cleanly for the workpapers or the auditor?

Yes. At any time you can export a complete pack per client and period containing every accepted document, its full version history, and the audit log as CSV. That gives you clean supporting evidence for the accounts or a hand-off to the external auditor without zipping up mailboxes.

Can we reuse one checklist across all our clients?

Yes. You define your standard close and payroll checklists once as house packs and instantiate them for each client in seconds. Updating a template never disturbs periods already in progress, because each period takes a snapshot of the pack when it launches.