The PBC list, finally under control.
Run your prepared-by-client requests, workpaper evidence and tax documentation as tracked, per-item requests with a full audit trail.
The problem
Audit and tax work lives or dies on getting the right documents from clients on time. Clivanta turns the prepared-by-client (PBC) list into structured, per-item requests — each one tracked from request to accepted evidence, with versions preserved and an immutable audit log ready for the file. Instead of reconciling a spreadsheet against a mailbox, your team sees exactly which items are outstanding, submitted or accepted, and juniors stop losing fieldwork to chasing attachments.
- PBC lists kept in spreadsheets that are out of date the moment you send them
- Evidence scattered across email attachments with no version control
- Juniors spending a third of fieldwork chasing missing items
- No clean trail of who provided what, and when, at review time
Where it fits
Statutory audit PBC
Send the entire prepared-by-client list to the client as one structured pack. Each item — bank confirmations, the fixed asset register, payroll reconciliations — carries its own status, version history and comment thread, so you always know what has arrived and what is still outstanding.
Tax return preparation
Collect the documents behind each return — invoices, statements, prior-year filings — organised per client and per period, with automatic reminders that chase the missing items for you. Everything needed to prepare the return sits in one place instead of a string of emails.
Workpaper evidence
Accepted files lock as evidence and export as a clean pack — documents, versions and the audit log together — so your review and archiving always agree with the underlying record.
Recurring VAT and periodic filings
Reuse the same pack every period so recurring VAT and periodic filings take minutes to set up, with the identical standard requests going out to each client on schedule.
Documents you'll collect
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
Does Clivanta fit our existing PBC workflow?
Yes. You model your prepared-by-client (PBC) list as a reusable pack, launch it to the client, and track every item — bank confirmations, the fixed asset register, payroll reconciliations — from request to accepted evidence. It maps onto how you already scope fieldwork, so there is no new methodology to learn; Clivanta simply replaces the spreadsheet-and-email chase that sits underneath it.
Can we reuse our standard PBC list across engagements?
Yes. You build your PBC list once as your firm's house pack and instantiate it for every engagement in seconds. Because each engagement takes a snapshot of the pack when it launches, later improvements to your template never rewrite the evidence or history of audits already in progress.
Can clients reply by email instead of using a portal?
Yes. Clients 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 PBC 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 audit team.
Is the evidence trail suitable for review and archiving?
Yes. Every request, upload, revision and acceptance is written to an insert-only audit log with the actor and a timestamp, giving you a defensible record of how each piece of evidence was obtained. When a reviewer or regulator asks how a figure was supported, the answer is a timestamped chain rather than a reconstructed mailbox.
Does accepted evidence export for the workpaper file?
Yes. At any time — including after the engagement closes — you can export a complete pack per engagement containing every accepted document, its full version history, and the audit log as CSV. That gives you clean, self-contained workpaper evidence for archiving, without zipping up mailboxes at year end.
Related use cases
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