Artificial Intelligence and Automation

How to Automate Document Collection

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The Problem: Manual Document Collection

How much time do you spend each week:

  • Sending emails to request documents
  • Chasing clients who haven't responded
  • Checking that received documents are readable and complete
  • Filing documents in the right folders
  • Looking for a document a client sent 3 weeks ago

If you're like most professionals, the answer is: way too much time.

The 5 Steps to Automate Your Collection

Step 1: Create Standard Document Lists

Start by listing the documents you need for each file type:

  • Tenant file: ID, 3 payslips, tax notice, rent receipts...
  • Account opening: ID, proof of address, bank details...
  • Financing file: ID, payslips, tax notice, bank statements...
  • School registration: Parent ID, family book, proof of address, school certificate...

Step 2: Choose the Right Tool

Your tool should allow:

  • Create forms with document upload
  • Define mandatory document lists
  • Send automatic reminders
  • Verify document quality
  • Centralize all files

Formulr meets all these criteria and adds electronic signature and KYC.

Step 3: Configure Automatic Reminders

The key. Your reminders should be:

  • Automatically scheduled (D+1, D+3, D+7...)
  • Personalized with the client's name
  • Specific to missing documents
  • Multi-channel (email + SMS for urgent cases)

Step 4: Enable Automatic Verification

No point receiving 50 documents if half are blurry or incorrect. AI can verify:

  • Document readability (not blurry, not cut off)
  • Document type (it's indeed an ID, not a license)
  • Validity date (document not expired)
  • Information consistency (same name on all documents)

Step 5: Offer a Client Portal

Give your clients a space where they can:

  • See the list of documents to provide
  • Upload their files at their own pace
  • Track their file progress
  • Receive confirmation when complete

Expected Results

By automating your document collection, you can expect:

  • 70% reduction in time spent on reminders
  • Complete files 2x faster
  • Compliant document rate > 95%
  • Improved client satisfaction
  • Zero lost documents

Conclusion

Automating document collection is no longer a luxury, it's a necessity to stay competitive. The tools exist, they're accessible, and ROI is immediate.

Try Formulr for free and automate your document collection today.

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