Stop chasing clients for briefs, site surveys, and planning documents.
Let Jotask do it.
Send each client or contractor a branded portal link. They upload site surveys, client briefs, planning documents, and compliance certificates directly — no account to create, no email thread to dig through. Automatic reminders handle the follow-ups at D+3, D+7, and D+14. Every project document pack lands in your practice dashboard, complete, before the deadline.
Incomplete project documentation delays every stage of an architectural project
Missing client briefs delay design starts
A project can't begin without a clear brief, site information, and planning history. Waiting for clients to email documents at their own pace pushes every downstream milestone. A structured checklist with automatic reminders collects everything before the kick-off meeting.
Incomplete planning packs cause submission rejections
Planning authorities reject applications for missing documents — OS maps, ownership certificates, heritage statements, flood risk assessments. A single missing item restarts the 8-week planning clock. Collecting the full document set before submission prevents unnecessary delays.
Missing contractor certificates create compliance gaps
As contract administrator, you need insurance certificates, accreditation documents, and health & safety plans from every contractor before work starts on site. Chasing these by email creates compliance gaps that expose your firm and your clients to liability.
How Jotask collects documents from your clients and contractors
- 1
Build a project document checklist
Add every document required for a project stage: client brief, site survey, planning docs, contractor certificates. Save it as a template to reuse on every similar project in seconds.
- 2
Send a branded portal link
One email — your practice brand, not Jotask's. The client or contractor clicks the link, sees their checklist in the browser, and uploads directly. No account to create.
- 3
Automatic reminders handle the chasing
If a client hasn't submitted everything by day 3, Jotask sends a polite nudge. Day 7: firmer. Day 14: urgent. Your planning timeline stops depending on a client remembering to scan a document.
- 4
Everything lands in your project dashboard
Documents appear the moment clients submit. See which projects have complete packs, which clients are lagging, and which certificates are still outstanding — at a glance.
Built for every type of architectural project
Residential projects
Every residential extension, loft conversion, or new build requires a client brief, measured site survey, planning history, title deeds, and neighbour consent documentation before design can begin. Collecting these by email creates scattered threads and missing items that delay planning submissions.
- ✓Client design brief and wish list
- ✓Measured site survey or architect's drawings
- ✓Planning history and previous consent documents
- ✓Title deeds and boundary information
- ✓Party wall agreement and neighbour notifications
Commercial & fit-out projects
Commercial architecture requires landlord consent, existing building drawings, services information, and contractor compliance certificates before a single design drawing is produced. Missing any one item delays project start and exposes the firm to liability.
- ✓Landlord licence to alter and consent letter
- ✓Existing building plans and services drawings
- ✓Structural engineer preliminary report
- ✓Contractor public liability insurance certificate
- ✓Fit-out specification and brand guidelines
Planning applications
Planning applications require a precise set of documents from clients, surveyors, and consultants — OS maps, ownership certificates, heritage statements, flood risk assessments — collected before submission. A single missing item causes a rejection and restarts the clock.
- ✓OS location plan and site plan
- ✓Certificate of ownership / land ownership proof
- ✓Heritage or listed building impact statement
- ✓Flood risk assessment (if applicable)
- ✓Ecology survey or bat survey report
Contractor & subcontractor compliance
Before any contractor starts work on site, architects acting as contract administrators need to collect insurance certificates, accreditation documents, method statements, and health & safety plans. Chasing these by email creates compliance gaps and project delays.
- ✓Public liability and employer's liability certificates
- ✓Contractor accreditation (CHAS, Constructionline, etc.)
- ✓Method statement and risk assessment (RAMS)
- ✓Health and safety plan for the project
- ✓Waste carrier licence and disposal documentation
How Jotask compares to what architecture practices use today
| Feature | Jotask | Dropbox | Google Drive | |
|---|---|---|---|---|
| Client submits without an account | Yes | No — attachment only | No — Dropbox login required | No — Google login required |
| Automatic reminders | Yes — D+3, D+7, D+14 | Manual only | No | No |
| Structured checklist per project stage | Yes | No — free-form | Folders only | Folders only |
| Deadline + auto-pause | Yes | No | No | No |
| Reusable project templates | Yes | Manual copy-paste | No | Copy folder only |
| Branded client portal | Yes — your logo + colour | No | No | No |
| Timestamped audit trail | Yes | Partial — inbox search | Partial — activity log | Partial — activity log |
| Self-hostable for data control | Yes — Docker, any VPS | No | No | No |
Features built for architecture practice workflows
No account required for clients or contractors
Send a magic link. Clients and contractors open it in any browser — no sign-up, no password, no app to install. A homeowner client or a new subcontractor submits documents in under two minutes.
Automatic escalating reminders
D+3: polite nudge. D+7: firmer reminder. D+14: urgent follow-up. Set it once per project stage — never write another 'just chasing your brief' email again.
Reusable project templates
Save 'Residential extension', 'New build', 'Planning application', or 'Contractor onboarding' as templates. Create each new project's document request in seconds.
Deadline + automatic pause
Set a submission deadline — the day before the planning application or project start. When it passes, the portal flags missing items so you know exactly what still needs chasing.
Timestamped audit trail
Every document submission is logged with a timestamp. When a contractor disputes what was provided, or a client questions the brief, you have an unambiguous record — not a reconstructed email thread.
Your practice brand on every portal
Add your logo and accent colour. Every portal your clients and contractors see carries your practice brand — not a generic tool they don't recognise. Increases submission rates and reinforces your professionalism.
Pricing — start free, no credit card required
Self-hosted
Free
Full features, no limits. One Docker command on any VPS. Your data, your server, your jurisdiction.
Self-host on GitHub →Solo
12 €/month
Hosted. 1 seat, 15 active requests, 10 GB storage. For sole practitioners managing their own projects.
Get startedAgency
29 €/month
Hosted. Up to 5 seats, unlimited requests, 100 GB storage. For architecture practices managing multiple projects and clients.
Get startedFrequently asked questions
- What is the best document collection tool for architects?
- The best tool lets clients submit planning documents and briefs — and contractors provide compliance certificates — without creating an account, with automatic reminders when documents are missing. Jotask covers all of this and is free to self-host.
- How do architecture firms collect client briefs and site documents efficiently?
- Send each client a magic link. They click it, see a structured checklist in any browser, and upload directly. No account required. Automatic reminders handle clients who haven't submitted everything before the deadline.
- Do clients and contractors need to create an account to submit documents?
- No. They receive a magic link by email. They click it, see your branded portal in any browser, and upload directly — no sign-up, no password, no app.
- What documents can architects collect with Jotask?
- Any document — client briefs, site surveys, planning history, title deeds, contractor compliance certificates, structural reports, building regulations sign-offs, and design approval sign-offs.
- How does Jotask prevent project delays caused by missing planning documents?
- Jotask sends automatic reminders at D+3, D+7, and D+14 if a client or contractor hasn't submitted their required documents. Set it once per project stage — it runs itself.
- Can architecture firms create reusable templates for different project types?
- Yes. Save 'Residential extension', 'New build', 'Commercial fit-out', or 'Planning application' as templates. Create each new project's document request in seconds.
- How is Jotask different from email for collecting project documents?
- Email loses files in threads and doesn't show what's missing. Jotask gives each client a clear checklist with automatic reminders — every submission is timestamped and auditable.
- How does Jotask compare to Dropbox or Google Drive for document collection?
- Dropbox and Drive are storage tools — they don't track what's missing, send reminders, or give clients a structured checklist. Jotask is purpose-built for collecting specific documents: each item has a status and clients get automatic reminders.
Every project document, collected before the deadline.
Free to self-host. No credit card required to start on the hosted plan. Set up your first project checklist in minutes.