Client document management software for small businesses
Stop chasing documents on WhatsApp and email. Request files with a secure link, see what is missing in real time, and store client records in an encrypted vault.
“CoreBase Document Management is secure document collection and storage software for small businesses and professional firms. It eliminates file-chasing by sending clients a single link with a clear checklist. Clients upload files from phone or desktop without installing an app, and your team gets organized, indexed client vaults.”
Documents scattered across WhatsApp, email and drives slow every job down
Chasing client files across phone photos, expired WhatsApp downloads, and multi-thread email chains wastes hundreds of hours and compromises client confidentiality.
Files Stranded on Personal Phones
Clients send photos of PAN cards or balance sheets over WhatsApp, where they remain trapped on individual employees' personal devices.
Constant Status Confusion
Staff repeatedly ask clients 'Did you send the bank statement?', irritating clients and delaying case completion.
Security & Data Breach Risks
Sensitive financial records, Aadhaar, and company contracts shared over unsecured personal chats violate modern data protection norms.
Everything you need to collect, store and share client documents
A frictionless document exchange that clients love and teams rely on.
Zero-App Magic Upload Links
Send your client a secure link via WhatsApp or SMS. Clients open it on mobile or PC, see their checklist, and upload photos or PDFs with zero login friction.
Reusable Document Checklists
Set standard checklists for your services (e.g. GST Registration, Pvt Ltd Incorporation, Annual Audit, Loan KYC) and deploy them in one click.
Real-Time Missing File Tracker
See exactly which documents are uploaded, pending review, or rejected with a clear visual progress bar on each client profile.
Automated WhatsApp Follow-Up Reminders
Let CoreBase automatically remind clients about pending checklist items so your team never has to make uncomfortable reminder calls.
Centralized Encrypted Vault
Every uploaded file is virus-scanned, encrypted, and tagged to the client's master record with instant full-text search.
Timestamped Audit Trail
Maintain an unalterable log of who uploaded each document, who viewed or downloaded it, and when revisions were submitted.
Documents that sit with the customer record
Files aren't lost in disconnected cloud drives; they live directly inside your customer workflows.
Lead-to-Client Transition
Trigger a KYC checklist automatically when a lead moves to Won in CoreBase CRM.
GST Invoicing Integration
Attach supporting delivery documents and sign-offs directly to client invoices.
Custom Portals & Dev
Integrate our secure document vault into your bespoke mobile app or client portal.
Built for businesses that collect documents from clients
Start collecting documents in three steps
Pick or create a checklist
Select a pre-built template or create a custom list of required documents with instructions.
Share the secure upload link
Send the link to your client via WhatsApp, SMS, or email with one click.
Review, approve, and work
Get notified as files arrive. Review documents, approve valid submissions, or request re-uploads with feedback notes.
How your clients' documents are protected
AES-256 Cloud Vault Encryption
All stored files are encrypted at rest using industry-standard AES-256 and transmitted exclusively over HTTPS/TLS 1.3.
Zero Public Exposure
Files are stored in private S3-compatible cloud object storage with time-limited signed URLs that expire after use.
Granular Access Roles
Restrict internal staff access so executives only view documents for clients assigned directly to them.
Common Questions About Document Vault & KYC
See CoreBase Document Management on your own checklist
Experience how effortless file collection can be for your clients and team.