PromptusphereHow to collect your customers' documents complete and in one place
This template asks for each document in its own item, with the formats and size you accept. Your team accepts or rejects each file with a reason, and the customer goes straight back to the one they need to replace.
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Describe how you work today and we'll suggest the questions
The problem
Documents arrive scattered: the ID over WhatsApp, the proof of address by email, the tax certificate weeks later as a blurry photo. Someone has to read the whole chat to know what is missing, rename files and write again to ask for the one that cannot be read. When the customer sends a new version, nobody knows which one is right.
When to use it
- You open a file for a new customer and need ID, proof of address and tax details.
- You work with individuals and companies, and you ask companies for articles of incorporation and power of attorney.
- You need the signed contract back, scanned into a single PDF.
- You ask for recent certificates and want to review them before marking the file complete.
How it works
1. Adjust the document list
Start from the document collection template. Add or remove files, change the allowed formats and maximum size, and decide what is required. Once you publish it, that version stays fixed for every request.
2. Send the request
Share it by email, private link or a prepared WhatsApp message. Your customer uploads clear photos or PDFs from their phone and their progress saves automatically. Email reminders go out on the schedule you set.
3. Review each file
You accept or reject each document with a reason. The customer gets a notice and lands right on the file they need to replace, and the earlier version is kept. When everything is in order, you approve the document review.
The template, question by question
This is how it arrives in your workspace. Change questions, options and approvals to fit the way you work.
What it asks
It starts with contact details and one question that shapes the rest: whether the customer is an individual or a company. Then it asks for a valid government ID, voter ID front and back or passport, and only for companies it adds the articles of incorporation and the legal representative's power of attorney when it is not in the articles. Next come proof of address no older than 3 months, the RFC with its format validated and the tax status certificate no older than 30 days. Finally it asks for the contract signed on every page as a single PDF, with space to say when any missing document will be ready. Everything feeds one approval: the document review done by your team.
Approvals
- 01Document review (your team)
What reopens when something changes
- Document reviewReopens if this changes: Valid government ID, Articles of incorporation, Legal representative's power of attorney, Proof of address, RFC (Mexican tax ID), Tax status certificate (constancia de situación fiscal), Signed contract
| Question | Answer | Required |
|---|---|---|
| Your details | ||
| Full name | Short text | Yes |
| Short text | Yes | |
| Phone or WhatsApp | Short text | Yes |
| Taxpayer type | One option: Individual, Company | Yes |
| Identification | ||
| Valid government ID | File: PDF, JPG, JPEG, PNG, HEIC, 10 MB | Yes |
| Articles of incorporation | File: PDF, 25 MB | If it applies |
| Legal representative's power of attorney | File: PDF, 25 MB | No |
| Address | ||
| Proof of address | File: PDF, JPG, JPEG, PNG, HEIC, 10 MB | Yes |
| Tax details | ||
| RFC (Mexican tax ID) | Short text | Yes |
| Tax status certificate (constancia de situación fiscal) | File: PDF, 10 MB | Yes |
| Contract | ||
| Signed contract | File: PDF, 25 MB | Yes |
| Comments | Long text | No |
Common mistakes
Asking for everything in one file
A single PDF with everything does not let you reject only the document that fails. Ask for each one in its own item.
Asking individuals for company documents
Articles of incorporation only apply to companies. Let the template show them based on the taxpayer type.
Rejecting without saying why
“It does not look right” leaves the customer guessing. Write the reason, for example that the proof of address is older than 3 months.
Accepting any format and size
Set formats and a maximum size for each document. That way the file arrives readable and the customer knows what to upload.
Frequently asked questions
Can my customer upload photos from their phone?
Yes. Depending on what you allow for each document, it accepts JPG, PNG or HEIC photos and PDFs. Uploads save automatically and they can finish later.
What happens if they upload the wrong document?
You reject it with a reason and they get a notice that takes them to that document. When they replace it, the earlier version is kept.
How does my customer get in?
They open the link and confirm their email with a 6-digit code. They do not create an account or pay anything.
Are they reminded if they do not finish?
Yes, by email. By default 2 and 5 days after the invitation and the day before the due date, at most one a day. You change the schedule, and reminders are cancelled once they are no longer needed.
Can I adapt the list to my process?
Yes. Duplicate the template and change documents, formats and sizes, or describe your process and AI drafts a template you review before publishing.
Start with this template
It lands in your workspace ready to adjust. Your customers answer it for free from their phone.
Use this template