Stop chasing buyers for KYC 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 transaction's documents land in your dashboard, organised.
Document chasing is slowing every property transaction
KYC packs arriving piecemeal
The passport comes by email, the bank statement via WhatsApp, the proof of address 'later today'. You spend 30 minutes assembling one client's pack — multiplied across every transaction in progress.
Manual chasing every time
You write the same 'just chasing' email again. The buyer apologises, sends half the documents, and the rest arrive three days later. Meanwhile solicitors are waiting and the chain is at risk.
Anti-money-laundering pressure
AML compliance requires ID and proof of funds for every buyer and seller. Missing or incomplete documents aren't just an inconvenience — they're a compliance risk on every transaction.
How Jotask collects property documents from your clients
- 1
Build a document checklist
Add every item you need for the transaction: ID scans, proof of funds, mortgage approval, signed forms. Save it as a template to reuse on the next sale in seconds.
- 2
Send a branded magic link
One email — your agency branding, not Jotask's. The buyer or seller 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 uploaded everything by day 3, Jotask sends a polite nudge. Day 7: firmer. Day 14: urgent. You never write another 'just chasing' email.
- 4
Everything lands in your dashboard
Files appear the moment clients upload. See which transactions are complete, which clients are lagging, and which items are still missing — all in one view.
Built for every type of property transaction
Estate agents (residential sales)
Every sale needs KYC from buyers and sellers — passports, utility bills, proof of funds — before you can progress to exchange. Chasing them by email blocks transactions.
- ✓Passport or driving licence (colour scan)
- ✓Proof of address (utility bill / bank letter < 3 months)
- ✓Proof of funds or mortgage agreement in principle
- ✓Signed terms of engagement
- ✓Anti-money-laundering declaration
Lettings agents & property managers
Tenant referencing requires ID, employment contracts, references, and Right to Rent checks — collected from multiple people on a tight move-in timeline.
- ✓Right to Rent documents (passport, visa, share code)
- ✓Employment contract or payslips (last 3 months)
- ✓Bank statements (last 3 months)
- ✓Previous landlord reference
- ✓Guarantor ID and proof of income
Commercial real estate agents
Commercial deals require company documents, director IDs, proof of trading, and signed heads of terms — from legal entities with multiple stakeholders.
- ✓Certificate of incorporation
- ✓Director ID and proof of address
- ✓Last 2 years' accounts
- ✓Bank statements (3–6 months)
- ✓Signed heads of terms
Property developers & new-build sales
Reservation packs for new builds require buyer ID, mortgage offers, solicitor details, and deposit evidence — collected before legal exchange can start.
- ✓Reservation form (signed)
- ✓Buyer ID and proof of address
- ✓Mortgage offer or proof of cash funds
- ✓Solicitor instruction confirmation
- ✓Deposit payment confirmation
How Jotask compares to the tools agents currently use
| Feature | Jotask | Google Drive | WeTransfer | |
|---|---|---|---|---|
| Client uploads without an account | Yes | No — attachment only | No — Google login required | Partial — expires after 7 days |
| Automatic reminders | Yes — D+3, D+7, D+14 | Manual only | No | No |
| Structured checklist per client | Yes | No — free-form | No | No |
| Deadline + auto-pause | Yes | No | No | No |
| Reusable transaction templates | Yes | Manual copy-paste | Folders only | No |
| Branded client portal | Yes — logo + colour | No | No | No |
| Dashboard — all clients in one view | Yes | No | Partial | No |
| Self-hostable for data control | Yes — Docker, any VPS | No | No | No |
Features built for property professionals
No client account required
Send a magic link. Buyers and sellers open it in any browser — no sign-up, no password, no app. Removes the #1 reason clients delay uploading their documents.
Automatic escalating reminders
D+3: polite nudge. D+7: firmer reminder. D+14: urgent follow-up. Set it once per transaction — never write another 'just chasing the documents' email.
Reusable transaction templates
Save 'Buyer KYC pack', 'Tenant referencing', or 'Vendor instruction' as templates. Create the next request in seconds — same checklist, new client portal link.
Deadline + automatic pause
Set a deadline for document submission. When it passes, the portal pauses automatically — clear, professional, no awkward conversations about delays.
Your brand on every portal
Add your agency logo and accent colour. Every document portal your clients see looks like it came from your agency — not a third-party tool.
Dashboard — all transactions at a glance
See which clients have completed their uploads, who's lagging, and which items are still outstanding — across every transaction in progress.
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. Perfect for independent agents.
Get startedAgency
29 €/month
Hosted. Up to 5 seats, unlimited requests, 100 GB storage. For agencies with multiple negotiators.
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 real estate agents?
- The best document collection tool for real estate agents lets buyers and sellers upload ID, proof of funds, and mortgage approvals without creating an account, and sends automatic reminders when items are missing. Jotask does exactly this — and is free to self-host under AGPL-3.0.
- How do real estate agents collect KYC documents from clients?
- The most efficient method is a dedicated document portal — not email. Jotask sends clients a magic link so they can upload passport scans, proof of address, proof of funds, and mortgage agreements directly to a structured checklist. No account required. Automatic reminders chase lagging clients.
- Do buyers need to create an account to upload their documents?
- No. Your client receives a magic link by email. They click it, see a branded checklist in any browser, and upload their documents directly — no sign-up, no password, no app to install.
- What documents can real estate agents collect with Jotask?
- Any file type — passport scans, proof of address, bank statements, mortgage approvals, solicitor letters, survey reports, signed terms of engagement, and more. You can also collect text answers and encrypted notes.
- How does Jotask handle reminders for missing documents?
- Jotask sends an automatic nudge at D+3, a firmer reminder at D+7, and an urgent follow-up at D+14. You set it once per transaction — never write another follow-up email.
- Is Jotask GDPR-compliant for collecting real estate client documents?
- Jotask is open source (AGPL-3.0) and self-hostable, so you can run it on a server in your jurisdiction. The hosted plan runs in an EU-region environment. All files are scoped to each request.
- Can I create document templates for different transaction types?
- Yes. Save a 'First-time buyer KYC pack' or 'Tenant referencing pack' as a template. For each new transaction, create the request in seconds — same document list, new portal link.
- How is Jotask different from emailing a document list to buyers or sellers?
- 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. You see everything in one dashboard.
Ready to stop chasing clients for property documents?
Set up your first document request in under 2 minutes. Jotask handles the reminders — you progress the transaction.