Stop chasing clients for KYC and case documents.
Let Jotask do it.
Send each client a branded portal link. They upload their documents directly — no account to create, no app to install. Automatic reminders handle the follow-ups at D+3, D+7, and D+14. Every matter's documents land in your dashboard, organised.
Incomplete document packs are delaying matters and creating compliance risk
KYC packs arriving piecemeal
The passport comes by email, the proof of address 'later this week', the source of funds never. You spend 20 minutes chasing one client — while the matter clock runs and the deadline approaches.
Credentials sent in plain text
Clients email passwords, account numbers, or case-relevant login credentials in plain text — or worse, in a WhatsApp message. These sensitive details should never sit in an inbox.
AML compliance at risk
Anti-money-laundering regulations require complete, verified KYC before proceeding. Incomplete ID packs aren't just inconvenient — they're a regulatory exposure for every fee earner on the matter.
How Jotask collects legal documents from your clients
- 1
Build a matter checklist
Add every document required for the matter: ID scans, KYC forms, signed client care letter, evidence files, property documents. Save it as a template to reuse on similar matters instantly.
- 2
Send a branded magic link
One email — your firm's branding, not Jotask's. The client clicks the link, sees their personal checklist in the browser, and starts uploading. No account to create, no app to install.
- 3
Automatic reminders handle the chasing
If a client hasn't uploaded everything by day 3, Jotask sends a polite nudge. Day 7: firmer. Day 14: urgent. You never write another 'just chasing the documents' email.
- 4
Everything lands in your dashboard
Files appear the moment clients upload. See which matters have complete packs, which clients are lagging, and which documents are still outstanding — all in one view.
Built for every legal practice area
Residential conveyancing
Every property transaction requires KYC, proof of funds, and a growing stack of property documents — from multiple parties, under tight exchange deadlines.
- ✓Client ID (passport + proof of address)
- ✓Source of funds evidence (bank statements, mortgage offer)
- ✓Anti-money-laundering declaration
- ✓Signed client care letter and terms
- ✓Property information forms (TA6, TA10)
Employment law
Discrimination, unfair dismissal, or settlement matters require employment contracts, payslips, correspondence, and performance records — often supplied piecemeal by anxious clients.
- ✓Employment contract and any variations
- ✓Payslips (12 months)
- ✓Performance reviews and disciplinary letters
- ✓Relevant correspondence (email threads)
- ✓Witness statements
Immigration law
Visa and settlement applications require a precise stack of documents with strict deadlines. Missing one item can invalidate the entire application.
- ✓Current and expired passports
- ✓Biometric residence permit
- ✓Proof of English language proficiency
- ✓Financial evidence (bank statements, payslips)
- ✓Relationship evidence (for family visas)
Wills, trusts & probate
Probate matters require the original will, death certificates, property valuations, and asset schedules — often gathered from bereaved families on a sensitive timeline.
- ✓Original will (or evidence of intestacy)
- ✓Death certificate
- ✓Property title deeds or Land Registry documents
- ✓Bank and investment account statements
- ✓Funeral expense receipts
How Jotask compares to what law firms use today
| Feature | Jotask | Google Drive | Dropbox | |
|---|---|---|---|---|
| Client uploads without an account | Yes | No — attachment only | No — Google login required | Partial — Dropbox login required |
| Automatic reminders | Yes — D+3, D+7, D+14 | Manual only | No | No |
| Structured checklist per matter | Yes | No — free-form | No | No |
| Encrypted sensitive data collection | Yes — AES-256 | No — plain text | No | No |
| Deadline + auto-pause | Yes | No | No | No |
| Reusable matter templates | Yes | Manual copy-paste | Folders only | No |
| Branded client portal | Yes — firm logo + colour | No | No | No |
| Self-hostable for data control | Yes — Docker, any VPS | No | No | No |
Features built for legal document collection
No client account required
Send a magic link. Clients open it in any browser — no sign-up, no password, no app. The main reason clients delay uploading 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 matter — never write another 'just chasing the ID documents' email to a client.
Encrypted sensitive data collection
Clients enter account numbers, passwords, or PIN codes into an AES-256 encrypted note. You read it once. Then it's gone — never sitting in an email inbox.
Deadline + automatic pause
Set a document deadline. When it passes, the portal pauses automatically — creating a clear professional expectation without awkward phone calls.
Reusable matter templates
Save 'New client KYC', 'Conveyancing pack', 'Employment matter', or 'Probate checklist' as templates. Create the next matter request in seconds.
Your firm's brand on every portal
Add your firm's logo and accent colour. Every document portal your clients see looks like it came from your practice — not a third-party tool.
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 and small firms.
Get startedAgency
29 €/month
Hosted. Up to 5 seats, unlimited requests, 100 GB storage. For firms with multiple fee earners.
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 law firms?
- The best document collection tool for solicitors lets clients upload ID, KYC documents, evidence, and signed forms 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 solicitors collect KYC documents from clients?
- The most efficient method is a dedicated client portal — not email. Jotask sends clients a magic link so they can upload their passport, proof of address, and other required items to a structured checklist. No account required. Automatic reminders chase incomplete submissions.
- Do legal 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 law firms collect with Jotask?
- Any file type — passport scans, proof of address, source-of-funds documents, signed client care letters, contracts, evidence files, court orders, property documents, and more.
- How does Jotask handle reminders for missing legal documents?
- Jotask sends an automatic nudge at D+3, a firmer reminder at D+7, and an urgent follow-up at D+14. Set it once per matter — no more manually chasing clients for missing ID on deadline.
- Is Jotask secure enough for confidential legal documents?
- Jotask is open source (AGPL-3.0) and self-hostable, so you can run it on your firm's own server. The hosted plan runs in an EU-region environment. All files are scoped per matter. Sensitive fields are encrypted with AES-256.
- Can law firms create reusable document templates for different matter types?
- Yes. Save 'New client KYC', 'Conveyancing pack', or 'Probate checklist' as templates. For each new matter, create the request in seconds — same document list, new client portal link.
- How is Jotask different from emailing clients a document list?
- Email gives clients no structure — documents arrive piecemeal across multiple threads. Jotask gives each client a clear checklist showing exactly what's needed and what's still missing. Fee earners see everything in one dashboard.
Ready to stop chasing clients for legal documents?
Set up your first matter document request in under 2 minutes. Jotask handles the reminders — you progress the matter.