Collect and manage client documents

AgniDesk guide · Document management · Updated 5 October 2026

File documents against a customer, licence, notice or return. Request missing files with a checklist and private upload link.

Upload a document

  1. Open Clients › Document management and press Upload.
  2. Pick the Customer and choose the Files — you can select several at once.
  3. Under Filed against, link the file to what it is for: a registration or licence, a licence application, a challan, a notice, a return, an FSSAI licence, a DSC or a CLRA licence.
  4. Choose a Category (for example Return acknowledgement, Challan, KYC or Financial statements) and the Financial year, such as 2025-26.
  5. Add Notes if useful, then upload.

Each customer gets their own folder automatically, named with their customer ID and trade name. The same files also appear in the Customer documents card on the customer's page, where you can upload with categories such as KYC, GST, Income tax, TDS, EPF / ESI, DSC, Audit and Bank.

Each file can be up to 4 MB by default. Your plan's storage allowance applies to the total.

Request documents from a customer

Requests are made from the Return tracker, so the list belongs to one return and period (for example “GSTR-3B — Aug 2026”).

  1. In Returns & filings › Return tracker, press Documents on the customer's card.
  2. Press Start the list. It is filled with what this return usually needs; add items with + Add a document or remove ones you do not need.
  3. Write a Note to the customer if you like — it appears at the top of the email and the upload page.
  4. Press Save the list, then Email the request — or Get a link to copy the link and send it yourself.

Mark each item Still needed, Received or Not needed as you go. The dialog shows how many are still needed and when the customer was last emailed. Sending a request moves the return to Documents awaited on the tracker; once every required item is received it moves to Documents received.

An upload link works for 14 days. Sending a new email or link replaces the old one, and Stop the link ends it straight away.

What the customer sees

The customer opens the link — no account or password needed. They see your firm's name, the heading “Documents for …”, your note, the date the link works until, and each item on the list with a Choose file button (Add another file after the first upload). Items you have received are marked Received.

  • They can upload PDF, JPG, PNG, HEIC, Excel, CSV, Word and ZIP files — up to 10 files per item.
  • Files go straight to your firm and are stored encrypted.
  • An expired or stopped link tells them to ask you for a new one.

Uploads are filed on the customer's record under Client upload with the right financial year, and the person who asked and the person on the return are notified.

Remind customers automatically

In Settings, turn on Reminders to customers, set Days before the due date (1 to 30, 5 by default) and tick the returns under For these returns — GSTR-3B, GSTR-1, QRMP returns, CMP-08, GSTR-9, the income-tax return, 24Q, 26Q, EPF ECR and ESI.

Each morning AgniDesk emails customers whose return is due within that window and who still owe documents — the list of what is needed and their upload link. A customer gets one reminder per return and period, and none once the return is under way or filed, or if they have no email on file.

On a customer's page, the Client portal card gives the customer one link, with no password, where they see everything you are waiting for from them (and can upload it) plus their invoices and what is still due. Use Email a link or New link to copy; Close portal switches it off. Portal links last 30 days by default.

A customer who has had a portal link before can ask for a fresh one themselves from your workspace's portal page with Email me a link.

Find, preview and manage files

Search by file name, customer or what it is for, and filter by customer, Filed against, category and year. Files your customers sent are marked “from the customer”. Click a file name to download it or Preview to view a PDF or image. Change / File against… updates what a file is linked to, its category, year and notes.

Remove takes a file off the list. The file itself is kept until the customer is purged. Staff cannot remove files.

How files are kept secure

  • Every file is encrypted with a key that belongs to your workspace alone.
  • Every download and preview is recorded in the audit log, with who, when and from where.
  • People only see customers and services they are allowed to work on.
  • AgniDesk support staff cannot open your documents.

Common questions

How do I collect ITR or GST documents from clients?

Open the Return tracker, press Documents on the client's card, start the checklist and press Email the request (or Get a link). The client uploads each document against the checklist, and you see what is still missing.

Does my client need to create an account to upload documents?

No. The private link is the key. It works for 14 days and can be stopped at any time.

What file types can clients upload?

PDF, JPG, PNG, HEIC, Excel, CSV, Word and ZIP — up to 10 files per checklist item, each within the upload limit (4 MB by default).

Can AgniDesk remind clients to send documents before the due date?

Yes. Turn on Reminders to customers in Settings and choose the returns and how many days before the due date. Each client gets one reminder per return and period while documents are still owed.

Are client documents stored securely?

Yes. Files are encrypted with your workspace's own key, every download is logged, and access follows each person's services and customers.