Managing Portal Documents & Checklists

How document tracking works

Each active filing in Prompt has a document checklist — a list of the documents you need from the client before you can complete the filing. The default checklist for each filing type is based on what HMRC and Companies House typically require, but you can customise it for any individual client.

When a client uploads a document through their portal link, it's automatically matched to the correct filing and added to the checklist. Prompt also runs validation checks on the upload — checking file type, content, and other criteria depending on your settings — and assigns a verdict to each document.

Once all items on the checklist are marked as received, the filing's reminder sequence stops. Your client won't receive any more chasing emails for that period.

Viewing uploads from the client detail page

The most direct way to manage a client's documents is from their detail page. Open a client from the Clients table, then scroll to the filing you want to review. Each filing shows its checklist with the current status of every document — whether it's been uploaded, manually marked as received, or is still outstanding.

Clicking on an uploaded document opens the document preview, where you can:

• Preview the document in-browser without downloading it
• See the verdict assigned by Prompt's validation pipeline
• Download the original file
• Remove the document if it was uploaded in error

You can also view all uploads across your entire client base from Documents → Activity Log, which lets you search and filter by client, filing type, date, and document verdict.

Marking documents as received manually

Not every client uses the portal. Some will email documents directly, others will post physical copies. When that happens, you can mark the document as received manually so that Prompt's checklist reflects the real state of things.

On the client detail page, find the relevant checklist item and use the Mark as received option. This updates the checklist status to received without requiring an actual file upload — the reminder pipeline treats manually received documents the same as portal uploads when checking whether all documents are in.

If you later receive the digital version, you can upload it and the record will be linked to the same checklist item, replacing the manual entry with the actual file.

Customising the checklist per client

Every client is different. A sole trader filing a Self Assessment return needs different documents than a limited company with PAYE and rental income. Prompt's default checklists cover the standard case for each filing type, but you can adjust them per client to match their specific circumstances.

From the client detail page, open the checklist editor for any filing. You can:

• Remove checklist items that don't apply to this client
• Add items that are specific to this client's situation
• Rename items to match the terminology the client is familiar with

Customisations apply to that client's filing only and don't affect the default checklist for other clients. If you want to change the default for all new clients, update the template in Settings → Document Checklists.

Clearing review flags

When Prompt's validation pipeline can't automatically verify a document, it assigns a "Review needed" verdict and flags it for your attention. These flags appear in the to-do list on the dashboard and in the document activity log.

To clear a review flag, open the document from the client detail page or the activity log, inspect it manually, and mark it as either accepted or rejected. Accepting clears the flag and updates the verdict to Verified. Rejecting removes the document from the checklist and can optionally trigger a notification to the client asking them to upload a replacement.

Documents with uncleared review flags don't count as received for the purposes of stopping the reminder sequence — so clearing flags promptly keeps your checklists accurate.