Documents Portal
How Accountants Share Documents Securely with Clients
Why email attachments are risky, how a client portal helps with GDPR, and a step-by-step process for folders, visibility, e-signature and audit trail.
Built for UK accountants, bookkeepers and growing accountancy practices.
How it works
Email attachments are still the most common way accountants exchange documents, and the riskiest. Files end up in multiple inboxes, are sent to the wrong person or forwarded without control. Under UK GDPR, a practice is responsible for the personal and financial data it holds, so a structured approach to sharing is worth adopting.
Start with structure: one folder per client and one sub-folder per service, such as Accounts - Year End + CT600. Upload records into the right place and switch Visible to client on only when a document is ready; the client is notified on upload. For engagement letters and accounts approval, use e-signature: choose the signatory, place Signature and Date fields and link the request to the client task, so the signed document sits with the job.
Share by portal link, not attachment, using Email Client and its View Documents button. Give portal access only to the right contacts, with linked clients controlled per user. Finally, review what is shared regularly — the Visible badges make this quick. Together, these steps create an audit trail: who uploaded each document, when it was modified, which client and task it belongs to and what the client can see.
A folder for every client
All client folders with size, date added, modified, creator and a Visible badge when shared with the client. Search, list or grid view, All and Recent tabs, and storage usage.
What you can see
- One folder per client in All Documents.
- Creator and Modified columns for each folder.
- Visible badges showing what is shared.
- Storage usage bar.
Why it matters: Steps 1 and 6 — consistent structure and a quick review of what is shared.
Upload many files at once
Drag and drop or browse PDFs, images, CSV, XLS and ZIP files. Switch on Visible to client and the client is notified.
What you can see
- Multi-file upload with drag and drop.
- Visible to client toggle.
- Client notification note on upload.
Why it matters: Step 2 — documents are shared only when you choose to make them visible.
Step 2: place fields
Drag Signature and Date fields onto the page and assign each one to a recipient.
What you can see
- Signature and Date fields placed on the PDF.
- Each field assigned to the recipient.
- 2 of 2 fields assigned check before proceeding.
Why it matters: Step 3 — engagement letters and accounts approvals signed electronically.
One-click document email
Email Client opens a ready-made message with a View Documents button; recipients get access to the shared document.
GDPR and client data
Yes. Folders and files can be marked visible to the client or hidden, and a Visible badge shows what is shared.
Engagement letters and accounts approval by e-signature
Yes. Choose recipients, drag signature and date fields onto the PDF, link it to a task and send the invite.
Keeping an audit trail
All client folders with size, date added, modified, creator and a Visible badge when shared with the client. Search, list or grid view, All and Recent tabs, and storage usage. Rename the document, see the assigned client and the task it belongs to.
Explore the complete guide
Frequently asked questions
Does Remindoo create client folders automatically?
Yes. Each client has a folder, and each service (for example Accounts - Year End + CT600) has its own sub-folder.
Can I choose what the client sees?
Yes. Folders and files can be marked visible to the client or hidden, and a Visible badge shows what is shared.
Can clients e-sign documents?
Yes. Choose recipients, drag signature and date fields onto the PDF, link it to a task and send the invite.
How much storage is included?
The storage bar shows usage against your allowance (for example 0.2 GB of 3 GB).
Why is a client portal safer than email attachments?
Documents stay in your portal and clients access them through a link, with visibility controlled per file and folder, rather than copies sitting in inboxes.
How does Remindoo help keep a document audit trail?
Each document shows its creator, date added and modified date, and is linked to the client and task it belongs to, with visibility shown by badges.
Continue the Documents Portal guide
See documents portal in Remindoo
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