How to organize client documents in your firm

Use the entity name or a stable internal code as your first folder. Inside it, use the work period and document category. Keep payroll and identity files in restricted locations if their access requirements differ.

For example, a March request for Harbor Studio could have a Bank folder and an Expenses folder inside its March folder. A teammate should be able to find the card statement from the period and category without searching by sender.

Use dates in year-month-day order so filenames sort correctly. Add a short account label only if needed to tell two statements apart. Avoid including full account numbers, employee names or identity numbers in the filename.

For a March statement, a usable filename is Harbor-Studio_Bank-Operating_2026-03.pdf. When date coverage differs from a calendar month, use the actual start and end dates. Keep versions distinguishable while review is in progress.

For each upload, record the requested item, the date received, the review result and who will act next. If a replacement arrives, identify the accepted version and handle the superseded copy according to your firm’s policy.

In DocAsker, view incoming files on the request and review the per-item results. When the files are ready, you can download the accepted documents together as a ZIP from the request. Open the archive, confirm the file list and move it to your firm’s access-controlled storage.

If a teammate approves an exception, record which file they accepted and why. For example, a bank letter covering the required dates may be sufficient for one engagement when the bank does not provide a separate statement.

Check the names and access permissions when you close the request. Revoke portal access when needed, and follow your firm’s rules for keeping or removing working copies.