Stop collecting network credentials and SOWs over email.
Let Jotask do it securely.
Send each client a secure portal link. They submit credentials, documents, and sign-offs directly — no account to create, no email thread to trace. AES-256 encrypted fields for sensitive access details. Automatic reminders handle the chasing.
IT engagements start late because client intake is unstructured
Credentials arriving in plain-text email
A client pastes their router admin password, VPN pre-shared key, or Microsoft 365 global admin credentials into an email. That email sits in both inboxes indefinitely, gets forwarded, and becomes a security liability. Collecting credentials securely should be standard — not an afterthought.
Incomplete intake delays the engagement start
You can't audit, migrate, or support what you don't understand. Missing network diagrams, asset registers, and system access details delay every IT engagement. A structured intake — with automatic reminders — collects everything before day one.
No signed authorisation before work begins
Running diagnostic tools, accessing systems, or testing security without written authorisation exposes your consultancy to risk. Jotask creates a timestamped record of every sign-off and document submitted — before any work begins.
How Jotask collects documents and credentials from your IT clients
- 1
Build an engagement intake checklist
Add every document, credential, and sign-off required: network diagrams, admin accounts, signed agreements. Save it as a template to reuse on every similar engagement 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 submitting. 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 start date stops depending on a client's email habits.
- 4
Everything lands in your dashboard
Files and encrypted credentials appear the moment clients submit. See which engagements have complete intake packs, which clients are outstanding, and what's still missing — at a glance.
Built for every stage of an IT engagement
New client IT audit
Before you can audit a client's infrastructure, you need their network diagrams, asset registers, existing contracts, and admin credentials — all of which arrive slowly across a dozen email threads if you don't structure the intake process.
- ✓Network topology diagram (Visio, PDF, or image)
- ✓IT asset register (servers, endpoints, network hardware)
- ✓Existing software licences and subscriptions
- ✓Admin credentials for key systems (encrypted)
- ✓Current IT contracts and SLAs
Managed services onboarding
Starting a managed services engagement requires collecting every credential, documenting every system, and getting a signed agreement — before you can take responsibility for anything. A structured intake prevents gaps that become incidents.
- ✓Signed MSP agreement and SLA
- ✓Router, firewall, and switch admin credentials (encrypted)
- ✓Microsoft 365 / Google Workspace global admin credentials (encrypted)
- ✓Backup configuration and recovery targets
- ✓Emergency contact list and escalation procedures
Infrastructure migration
Migrating servers, domains, or cloud workloads requires source system credentials, migration sign-off documents, and a change approval record — all timestamped before any work begins.
- ✓Source server admin access (encrypted)
- ✓DNS registrar login or transfer authorisation code
- ✓Cloud provider credentials (AWS, Azure, GCP) — encrypted
- ✓Signed change request and rollback approval
- ✓Data classification and retention policy document
Security assessment
A penetration test or security review needs scope documentation, prior audit reports, and explicit written authorisation before a single tool runs. Collecting this in a structured, timestamped way protects both parties.
- ✓Signed scope of work and rules of engagement
- ✓Previous penetration test or audit reports
- ✓System and network diagrams in scope
- ✓Written authorisation for testing
- ✓Contact details for out-of-hours escalation
How Jotask compares to what IT consultants use today
| Feature | Jotask | Teams | Google Drive | |
|---|---|---|---|---|
| Client uploads without an account | Yes | No — attachment only | No — Teams login required | No — Google login required |
| Encrypted credential collection | Yes — AES-256 | No — plain text | No — plain text | No — plain text |
| Automatic reminders | Yes — D+3, D+7, D+14 | Manual only | No | No |
| Structured checklist per engagement | Yes | No — free-form | No | No |
| Deadline + auto-pause | Yes | No | No | No |
| Reusable engagement templates | Yes | Manual copy-paste | No | Folders only |
| Timestamped audit trail | Yes | Partial — inbox search | Partial — message history | Partial — activity log |
| Self-hostable for data sovereignty | Yes — Docker, any VPS | No | No | No |
Features built for IT consultant workflows
Encrypted credential fields
Clients enter passwords, VPN keys, and admin credentials into AES-256 encrypted fields. Credentials are never in email, never in a shared password manager invite — they go straight into secure storage.
No client account required
Send a magic link. Clients open it in any browser — no sign-up, no password manager to join, no app. The main reason clients delay submitting information 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 network diagram' email again.
Timestamped authorisation records
Every document submitted is logged with a timestamp. When a client disputes what was authorised or signed off, you have an unambiguous record — not a reconstructed email chain.
Reusable engagement templates
Save 'New client IT audit', 'Managed services onboarding', 'Infrastructure migration', or 'Security assessment' as templates. Create the next client portal in seconds.
Self-hostable for data sovereignty
Deploy on your own VPS with Docker. Client credentials and documents never leave your infrastructure — critical when handling sensitive access details and regulated data.
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 solo IT consultants and independent MSPs.
Get startedAgency
29 €/month
Hosted. Up to 5 seats, unlimited requests, 100 GB storage. For IT consultancies with multiple engineers onboarding clients.
Get startedNot ready to commit? Self-host for free — full features, your own server, complete data sovereignty.
Frequently asked questions
- What is the best document collection software for IT consultants?
- The best document collection tool for IT consultants lets clients submit credentials, SOWs, and access details without creating an account, encrypts sensitive data, and sends automatic reminders. Jotask covers all of this — and is free to self-host.
- How do IT consultants collect network credentials from clients securely?
- Jotask provides encrypted note fields (AES-256) where clients enter passwords, VPN details, and admin credentials. They never sit in a plain-text email thread.
- Do clients need to create an account to submit information?
- No. Your client receives a magic link by email. They click it, see a branded portal in any browser, and submit directly — no sign-up, no password, no app.
- What information can IT consultants collect with Jotask?
- Any file or text — network diagrams, asset registers, contracts, SOWs, router credentials (encrypted), VPN configurations, server access details, M365/Google Workspace admin credentials, and more.
- How does Jotask store client credentials securely?
- Sensitive fields are stored with AES-256 encryption. Credentials are encrypted on submission and only readable through the dashboard — never in email or unencrypted communication.
- Can IT consultants create reusable onboarding checklists?
- Yes. Save 'New client IT audit', 'Managed services onboarding', or 'Security assessment' as templates. Create each new client portal in seconds.
- How is Jotask different from email or a shared password manager?
- Email is insecure and loses credentials in threads. Password manager invites require clients to create accounts. Jotask gives each client a magic link to a structured checklist — credentials go straight into encrypted storage.
- How does Jotask reduce delays at the start of IT 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 collecting credentials over email?
Set up your first secure client intake in under 2 minutes. Jotask handles the reminders and encryption — you focus on the engagement.