Client follow-up workflows for agencies and service teams
Stop chasing clients for missing files.
Send one private link, collect files and answers in a guided checklist, and see exactly what is still missing before your team starts reviewing.
From scattered requests to one reviewable submission
Before XPressUI
With XPressUI
Workflow intro
See how a messy client request becomes one reviewable submission.
A quick tour of the client link, guided submission, notification email, and operator review workflow.
Open on YouTubeClient document collection is still too manual
Files arrive everywhere
Invoices, IDs, statements, and certificates land in email threads, shared drives, WhatsApp messages, and random attachments.
Submissions are incomplete
Your team loses time checking what is missing, asking again, and manually rebuilding the client file.
No clear status
Clients do not know what is expected, and your team cannot instantly see what is complete, pending, or wrong.
You do not need another form builder. You need a client follow-up workflow.
A structured workflow your clients can actually complete
Create a secure document intake, send one private link, and receive a complete, organized file set for review.
1. Build the checklist
Define exactly which documents each client must submit: invoices, bank statements, IDs, contracts, certificates, or custom requirements.
2. Send one private link
Your client sees a clean portal with clear instructions, expected files, and submission status.
3. Receive a complete file set
Everything arrives structured, traceable, and ready for review — with less manual follow-up for your team.
Built for 2026 workflows
Go beyond file collection when you are ready.
Start with a reliable intake workflow now. Then add AI-assisted review layers as your process matures.
OCR-ready foundation
Your document flow is structured so OCR layers can be added without redoing intake.
Data extraction path
Prepare for targeted extraction from invoices, certificates, and recurring client documents.
Missing-file checks
Track which required documents are submitted, pending, or rejected.
Review summaries
Turn uploaded files into clearer review queues for your team.
Why not email, Drive, or another SaaS?
Generic tools
- • Email and Drive create messy, manual follow-up
- • Form plugins collect inputs, not complete client workflows
- • Generic SaaS adds another login without matching your workflow model
- • DIY AI scripts are hard to trust, support, and standardize
XPressUI
- • XPressUI Pro for site-owned delivery, XPressUI Cloud when operations should live in XPressUI
- • Clear checklists, private links, and submission status
- • A branded experience your clients already recognize
- • A foundation for AI-assisted review and validation
Designed for firms managing recurring client documents
Reduce follow-ups
Give clients a clear checklist and reduce the time spent asking for missing documents.
Standardize intake
Use repeatable workflows instead of rebuilding the process for every client or every month.
Choose the right pack
Use XPressUI Pro first, then move to XPressUI Cloud from €19/month when shared operations, quotas, catalogs, and review should live in Console.
From the Blog
All articles →WordPress Development
Why WordPress Agencies Are Replacing Typeform With a Native Intake Portal
At some point, every WordPress agency reaches for Typeform. The situation is always the same. You need to build a serious multi-step intake form for a client —…
Read the articleSimple pricing to launch your first repeatable intake workflow
Start with XPressUI Free or XPressUI Pro for client-site delivery. Use XPressUI Cloud when your team wants hosted workflow operations.
XPressUI Pro
Build structured client document portals on the client site and replace scattered email follow-ups with a clear intake workflow.
- Use it on up to 5 production sites
- Automatic updates via the client-site admin
- Pro components included for document collection
- Early-access Starter pricing while Scale plans are being prepared
One-time payment
excl. VAT, no hidden fees.
Discuss Cloud planDirect Pro sales are temporarily paused while XPressUI Free is being validated by WordPress.org.