Sick of chasing clients for documents? Here’s how to fix it

Chasing clients for documents isn’t just frustrating, but also a massive drain on your time and energy. You send an email, then a reminder, then another, and still nothing shows up. It’s almost as if you need an alternative, more effective kind of reminder:

Though it’d be great to have Ivan in real life, the reality is that most firms don’t have a bat-wielding enforcer to make clients hand over their paperwork. Instead, they’re stuck with endless follow-ups and wasted hours.

The good thing is there are smarter (and less intimidating) ways to get the documents you need without turning into the bad guy in your clients’ inbox.

Why clients (almost) never send documents on time

Spending half your week sending reminders is a universal pain point. Just scroll through Reddit and you’ll find so many accountants, bookkeepers, and other client-facing professionals venting about the exact same struggle: 

Lawyers, marketers, real estate agents, and consultants all share the same frustration. The reasons are pretty simple, but they add up fast.

1. Procrastination and avoidance

Here’s the truth: most clients would rather do literally anything other than hunt down paperwork. Admin feels like a chore, so they push it to “later”, but this usually turns into “never”.

Solution: Set firm deadlines and make it clear what happens if they miss them.

2. Confusion

Sometimes it’s the uncertainty that stops them from sending the requested information and docs. If your requests aren’t crystal clear, clients get stuck thinking “Wait, what exactly do they need from me?” That’s why they’ll stall instead of asking for further clarification.

Solution: Remove the guesswork with simple step-by-step instructions.

3. Lost in the inbox

Even well-meaning clients can miss your emails because they receive so many. Industry reports show that a typical employee gets around 25 emails a day, and that’s actually a conservative estimate. Add in Slack pings and other notifications, and your carefully worded request for documents doesn’t stand a chance.

Solution: Use automated reminders that keep nudging them without you having to lift a finger.

The hidden costs of chasing clients for docs and information

The time you spend chasing clients eats away at your day. Hours that should be dedicated to billable work are lost to sending reminders and digging through email threads. 

Besides that, the constant back-and-forth is mentally draining and it leads to stress (or eventual burnout). And then there’s the opportunity cost: every minute spent chasing is a missed chance to deliver more value or take on additional clients.

Smarter ways to collect documents from your clients

Chasing clients doesn’t have to be part of your daily grind, especially if you’re using the right approach and the right tools. Here are some tips for making the document and data collection process a lot easier for all parties involved. 

Note: We’ll also show how our own tool Content Snare can help you put these ideas into practice.

1. Guide your clients with clear instructions

A lot of delays happen because clients simply don’t know what you want. That’s why you should always provide step-by-step instructions that remove the guesswork. 

Here’s an example: each request you send through Content Snare can include detailed explanations, examples, and even reference files or videos to show clients exactly what you need:

2. Consolidate your requests into a single form

Instead of drip-feeding requests over dozens of emails, we recommend bringing everything together in one organized list. It’s less overwhelming for clients, and easier for you to track. For instance, Content Snare presents every request in an easy-to-follow checklist-style interface:

3. Automate reminders

This is likely the most important tip because manual follow-ups are time-consuming and demoralizing. Automation takes the pressure off you, while still keeping clients accountable.

Content Snare provides an elegant solution because it features built-in automated reminders that keep nudging clients until they complete their requests. You don’t have to be the annoying person sending the same nagging emails because the system handles it for you.

The best part is that you can take full control of your reminder emails by deciding how many get sent, when they are sent, and what they say:

4. Make it easy for clients

Clients need a process that’s intuitive and frictionless. The less effort it takes to hand over documents, the faster they’ll actually do it.

With Content Snare, there’s no need for complicated logins since clients can simply click the link you send and get straight to their request: 

In case they can’t finish everything in one sitting, it’s no problem: their progress is automatically saved, so they can come back later and pick up right where they left off.

The tool that stops the chase: Content Snare

Content Snare was literally built to solve the “chasing clients for documents” problem, but it’s much more than a reminder system. 

It’s a secure and widely adopted platform that has been helping professionals across industries since 2016. Today, our client portal is trusted by more than 1,600 companies globally, from accounting and bookkeeping firms to legal practices, real estate agencies, and digital marketers. 

What makes Content Snare different from other form builders and client portals is the combination of ease-of-use and security.

First, clients don’t have to fight with clunky logins or confusing dashboards because they get one-click access to a branded portal that’s intuitive and frustration-free. On the back end, your firm can rest easy knowing Content Snare is ISO 27001 certified, powered by military-grade encryption to keep sensitive data safe.

The results speak for themselves. According to the user survey:

• Firms spend 71% less time gathering information.
• Costs are reduced by 77%, with a 9x ROI on average.
• Projects move faster, with a 67% reduction in stalled work.
• Accuracy improves too, with 52% fewer mistakes in client submissions.

Case studies back this up, too. For instance, Liston Newton Advisory improved efficiency by 50% and boosted data completeness by 70% using Content Snare, while marketing agency Ranksey saves up to 50 hours per month. 

That’s what makes Content Snare more than a tool. It’s a quick solution to reclaim your time and give clients a professional experience they’ll really appreciate.

Interested?

Sign up for a free 14-day trial right now. No credit card info required, no strings attached!

FAQ

How can I ask clients for documents without sounding pushy?

Tone makes all the difference. Instead of firing off “Just following up” emails, frame your requests around collaboration: explain why you need the information, how it helps them, and give clear deadlines. Tools like Content Snare make this easier by handling polite and scheduled reminders automatically, so you don’t have to worry about tone every single time.

Can document collection be improved for clients as well as firms?

Absolutely. A smoother process reduces frustration for both sides. Clients don’t want to guess what’s required or resend files multiple times. A structured request system with features like progress tracking and autosave ensures they can work at their own pace, which leads to fewer mistakes and less back-and-forth. 

What’s the safest way to collect sensitive client information?

Email is widespread, but it’s not the most secure option for sensitive data. A dedicated client portal with encryption and compliance certifications (like ISO 27001) gives you peace of mind that documents are protected. That’s why many firms prefer Content Snare - the tool is designed for secure file collection rather than relying on standard inboxes.