Collect everything from clients before the engagement starts —
not 2 weeks in.
Send each client a branded portal link. They upload data exports, signed agreements, and project materials directly — no account to create, no shared folder to manage. Automatic reminders handle the chasing at D+3, D+7, and D+14.
Engagements start late because client data intake is unstructured
Data arriving in the wrong format, weeks late
You requested a sales export, the client sends a screenshot. You asked for three years of financials, they send one. Without a structured intake with clear file requirements, clients submit what they think you need — not what you actually need. The analysis starts late.
Signed agreements chased by email
Every engagement requires a signed NDA, engagement letter, or statement of work before work can begin. Tracking signed documents across email threads — and chasing follow-ups — is administrative overhead that shouldn't exist in a professional consultancy.
No record of what was provided
When a client later claims they sent a document, or disputes the scope of what was shared, your only evidence is a scattered email history. Jotask creates a timestamped record of every submission — what was requested, what was provided, and when.
How Jotask collects documents and data from your consulting clients
- 1
Build an engagement intake checklist
Add every document, data file, and sign-off required for the engagement. Save it as a template to reuse on every similar project in seconds.
- 2
Send a branded magic link
One email — your consultancy's branding, not Jotask's. The client clicks the link, sees their personal checklist in the browser, and starts uploading. 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 engagement timeline stops depending on a client's inbox habits.
- 4
Everything lands in your project dashboard
Files appear the moment clients upload. See which engagements have complete intake packs, which clients are outstanding, and what's still missing — at a glance.
Built for every stage of a consulting engagement
Strategy project kickoff
Starting a strategy engagement requires a signed agreement, background documentation, financial data, and access to internal reports — before any analysis can begin. Collecting it all by email loses items and delays the engagement by weeks.
- ✓Signed engagement letter and NDA
- ✓Company overview and organisational chart
- ✓Financial statements (last 3 years)
- ✓Existing strategy documents or board papers
- ✓Competitor analysis or market research the client holds
Data collection for analysis
Analytical consulting requires raw data: sales exports, CRM data, operational metrics, survey responses. Getting structured data from clients by email produces a mess of renamed files, wrong formats, and missing fields.
- ✓Sales data export (CSV or Excel)
- ✓CRM or ERP data extract
- ✓Operational KPI report
- ✓Customer survey responses
- ✓Process documentation or SOPs
Operational audit
Auditing operations requires process documentation, system access, contracts with suppliers and staff, and signed authority to proceed — all of which must be collected and timestamped before the review begins.
- ✓Process maps and SOPs
- ✓Supplier contracts and SLAs
- ✓Staffing structure and job descriptions
- ✓System access for review (credentials — encrypted)
- ✓Signed audit engagement letter
Retainer onboarding
Bringing a client onto a retainer requires a signed agreement, background intake, and initial briefing materials — so the first month doesn't disappear into administration instead of billable work.
- ✓Signed retainer agreement and scope of work
- ✓Current priorities and 90-day goals
- ✓Key contact details and communication preferences
- ✓Access to tools and platforms (encrypted credentials)
- ✓Existing reports or dashboards for context
How Jotask compares to what consultants use today
| Feature | Jotask | Google Drive | SharePoint | |
|---|---|---|---|---|
| Client uploads without an account | Yes | No — attachment only | No — Google login required | No — Microsoft account required |
| Automatic reminders | Yes — D+3, D+7, D+14 | Manual only | No | No |
| Structured checklist per engagement | Yes | No — free-form | No | No |
| Encrypted sensitive data fields | Yes — AES-256 | No — plain text | No | No |
| Deadline + auto-pause | Yes | No | No | No |
| Reusable engagement templates | Yes | Manual copy-paste | Folders only | Partial — templates library |
| Timestamped audit trail | Yes | Partial — inbox search | Partial — activity log | Partial — version history |
| Self-hostable for data control | Yes — Docker, any VPS | No | No | Partial — on-premises |
Features built for consulting firm workflows
No client account required
Send a magic link. Clients open it in any browser — no sign-up, no shared folder, no new account. The main reason clients delay submitting documents is friction. Jotask removes it.
Automatic escalating reminders
D+3: polite nudge. D+7: firmer reminder. D+14: urgent follow-up. Set it once per engagement — never write another 'just chasing the data export' email again.
Encrypted sensitive data collection
Clients enter confidential information, credentials, or sensitive data into AES-256 encrypted fields. It never sits in a plain-text email thread or an unsecured shared folder.
Timestamped audit trail
Every document submitted is logged with a timestamp. When a client disputes what was provided or agreed, you have an unambiguous record — not a reconstructed email chain.
Reusable engagement templates
Save 'Strategy project kickoff', 'Operational audit', 'Data collection for analysis', or 'Retainer onboarding' as templates. Create the next client intake portal in seconds.
Your consultancy brand on every portal
Add your logo and accent colour. Every portal your clients see looks like it came from your firm — not a third-party tool they don't recognise.
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 independent consultants and solo advisors.
Get startedAgency
29 €/month
Hosted. Up to 5 seats, unlimited requests, 100 GB storage. For consulting firms with multiple project managers.
Get startedNot ready to commit? Self-host for free — full features, your own server.
Frequently asked questions
- What is the best document collection software for consultants?
- The best document collection tool for consultants lets clients upload data, agreements, and project materials without creating an account, and sends automatic reminders when items are missing. Jotask covers all of this — and is free to self-host.
- How do consultants collect data and documents from clients efficiently?
- The most efficient method is a dedicated client portal — not email or a shared Google Drive. Jotask sends clients a magic link so they upload to a structured checklist. No account required. Automatic reminders chase incomplete submissions.
- Do clients need to create an account to upload documents?
- No. Your client receives a magic link by email. They click it, see a branded portal in any browser, and upload directly — no sign-up, no password, no app.
- What documents can consultants collect from clients?
- Any file type — signed NDAs and agreements, data exports (CSV, Excel), financial reports, org charts, process documentation, survey responses, interview transcripts, and more.
- Can consultants collect sensitive data securely?
- Yes. Jotask supports AES-256 encrypted note fields for sensitive information — API keys, credentials, confidential data. The self-hosted option keeps data on your own infrastructure.
- Can consultants create reusable intake checklists?
- Yes. Save 'Strategy project kickoff', 'Operational audit', or 'Retainer onboarding' as templates. Create each new client portal in seconds.
- How is Jotask different from Google Drive or SharePoint?
- Google Drive requires a Google account and doesn't show what's missing. SharePoint requires access provisioning. Jotask gives each client a clear checklist with automatic reminders — no account, no admin overhead.
- How does Jotask reduce delays at the start of consulting engagements?
- Jotask sends automatic reminders at D+3, D+7, and D+14 if a client hasn't submitted everything. You set it once at engagement kickoff — it runs itself.
Ready to stop chasing clients for documents and data?
Set up your first engagement intake portal in under 2 minutes. Jotask handles the reminders — you focus on the work.