Document Consolidation & Auto‑Foldering for Consultancy Clients
Consultancy firms were manually filling multiple templates per client and filing them in the right folders. We delivered a single smart form that captures client data (plus images), populates every template, auto‑names files, and saves everything into a client‑specific Google Drive structure.
Challenge
Consultancy teams handled different consolidation packs (engagement letters, KYC, scopes, approvals) across many clients. Manual data entry into multiple templates led to version mix‑ups, wrong file names, scattered images, and misplaced folders—hurting speed and compliance.
Solution
Unified Intake (Consultancy‑Ready): A single form where teammates choose the consolidation pack and enter core client data.
Data Fields Captured: Client Name, Engagement ID, Service Line, Primary Contact, Email/Phone, Billing Address, Project Address, Consultant Owner, Deadlines/Milestones, Fee & Currency, Tax IDs/GST, Scope Notes, KYC fields (PAN/ID types), Signatories, Custom Clauses.
Template Merge: Auto‑populate all approved templates (Engagement Letter, KYC Form, NDA, Scope of Work, Fee Schedule, Approval Sheet) with the captured fields, placed exactly per template positions.
Image & File Uploads: Upload client logos, ID proofs, site photos, and signatures from the same form. Files are stored under Google Drive → Client Folder → /assets and linked into documents where required (e.g., logo on letterhead, ID proof in KYC).
Smart Naming & Auto‑Foldering: Use a strict schema (ClientName_ConsolidationType_Date_v1). Create the client root folder if missing and place documents in subfolders ("01_Intake", "02_Agreements", "03_KYC", "04_Approvals", "assets").
Drive Sync & Permissions: Save to Google Drive with correct access for the consultancy team; log creator, timestamp, and version.
Status, E‑Sign & QC: Dashboard shows completion status, missing fields, and e‑signature progress; sends e‑sign requests automatically and flags exceptions for review.
Why it Works
A coordinator opens the form, selects the consolidation pack (e.g., "Standard Consultancy Onboarding"), fills client details, and uploads any images (logo, ID proof, signatures). The system generates Docs/PDFs, creates the client folder, files each document in the correct subfolder, and posts a link summary to the team.
Impact
- 75% time reduction preparing and filing consultancy documents
- Eliminated naming errors and missing images/attachments
- Faster client onboarding with consistent, compliant packs
- Live status dashboard for coordinators and partners
- Repeatable playbook for new consolidation types and geographies
Ready to Repeat Less &
Grow More?
Let’s map your automation journey together. Book your personalized demo today.