Required / named evidence list
- The expected file or report is known.
- The source and period can be stated.
- Each requested item can have its own review result.
- Best fit for recurring and repeatable client document requests.
Client Task List vs Evidence Request List
Compare a client task list with an evidence request list so your team can separate actions, decisions, meetings, and approvals from specific files, reports, uploads, and review outcomes. A client task list tracks actions; an evidence request list tracks specific evidence. One workflow may need both. CollectCue belongs in the evidence request workflow and does not replace a full project management system.
Workflow classification guide
Quick answer
Use a client task when the expected result is an action, decision, confirmation, meeting, or response. Use an evidence request when the expected result is a specific file, report, record, export, or replacement document that staff must review.
Client task: Confirm which bank accounts are in scope.
Evidence requests: Upload the June statement for Account A. Upload the June statement for Account B.
One client task may create several evidence requests. A completed task does not automatically complete its evidence requests. Uploaded does not mean Received. Pending review means staff owns the next action, and the firm decides what evidence is required.
Required evidence list vs open-ended file upload
Use named evidence requests when the firm already knows which specific files, reports, or source records it needs staff to review. Treat open-ended uploads as supplemental context rather than a replacement for clearly named requested items.
Open-ended upload
- May provide supplemental context when the firm does not know the exact supporting record in advance.
- Does not replace clearly named evidence items when those items are known.
- Should not be described as a native CollectCue generic unrestricted dropbox.
Hybrid
- Keep known evidence as named requested items.
- If extra support is genuinely needed, use a clearly named supplemental requested item.
- Do not invent a generic unrestricted upload feature.
CollectCue is item-led. It organizes named requested items and staff review context; it is not a general-purpose document management or unrestricted file-drop system.
Best for / Not designed to replace
Use this decision guide when a team needs a clear boundary between client actions and specific evidence collection.
Best for
- Small bookkeeping firms.
- Client onboarding and recurring monthly document collection.
- Month-end input gathering and advisory or controller engagements.
- Firms using project management software alongside a document request workflow.
- Teams that currently mix action items and file requests in one spreadsheet.
- Teams that need clearer client and staff ownership.
Not designed to replace
- Full project management software or practice management software.
- CRM or approval workflow software.
- Audit engagement, accounting, tax, or legal case management software.
- Professional evidence-sufficiency judgment.
Copy-ready task or evidence request classification worksheet
The visible worksheet and copied text use one structured source. It contains placeholders only, with no client data, file names, links, tokens, query values, or user input.
Request context
- Engagement:
- Client:
- Bookkeeping period:
- Workflow owner:
- Requirement:
- Why is it needed?
- Who must act?
- What observable result is expected?
Classification
- [ ] Client task
- [ ] Evidence request
- [ ] Client task with one or more evidence requests
- [ ] Internal staff task
- [ ] No request needed
Use a client task when the result is
- [ ] An action
- [ ] A decision
- [ ] A confirmation
- [ ] A meeting
- [ ] A review response
- [ ] A clarification answer
- [ ] Another non-file deliverable
Client task fields
- Action:
- Client owner:
- Firm owner:
- Due date:
- Definition of done:
- Next action:
Use an evidence request when the result is
- [ ] A file
- [ ] A report
- [ ] A statement
- [ ] An export
- [ ] A signed record
- [ ] Supporting evidence
- [ ] A corrected or replacement file
Evidence request fields
- Requested item:
- Expected source:
- Bookkeeping period or date range:
- Client contact:
- Client due date:
- Review owner:
- Completion evidence:
- Current status:
- Next action owner:
Related evidence requests
- 1.
- 2.
- 3.
- 4.
Final check
- [ ] The client can tell exactly what action is required
- [ ] Each requested file has its own clear item
- [ ] The source and period are identifiable
- [ ] Task completion is not being used as proof of file acceptance
- [ ] Uploaded files remain pending until staff review
- [ ] Items pending staff review are not included in client reminders
Start with the expected result
The classification is practical: decide whether the client needs to do something, provide something reviewable, or do both in a linked workflow.
Client task list
Use a client task list to track an action, decision, confirmation, meeting, review, clarification response, or process step. The expected result is that someone completes an action, makes a decision, answers a question, attends a meeting, or confirms an owner.
Evidence request list
Use an evidence request list to track a specific file, report, statement, export, signed record, supporting document, source record, or replacement file. The expected result is a requested item that staff can review and mark Received or Needs reupload.
Direct comparison: client task list vs evidence request list
Compare the expected result first. The desktop table becomes one decision card per row on smaller screens.
Decision point
Primary purpose
Client task list
Track an action, decision, confirmation, or project step.
Evidence request list
Track a specific file, report, export, statement, or supporting record.
Decision point
Expected result
Client task list
The assigned person completes an action or provides an answer.
Evidence request list
A requested item is uploaded and reviewed.
Decision point
Typical examples
Client task list
Confirm the account list; schedule a review call; answer a clarification question.
Evidence request list
June bank statement; payroll summary; signed agreement; corrected export.
Decision point
Client action
Client task list
Complete the defined action, decision, response, or meeting.
Evidence request list
Provide the specific source item or replacement requested.
Decision point
File upload required
Client task list
Not necessarily.
Evidence request list
Usually, when the requested item needs a client upload and staff review.
Decision point
Owner
Client task list
Client owner completes the action; a firm owner follows the task.
Evidence request list
Evidence provider supplies the item; request owner follows it; review owner records the outcome.
Decision point
Due date
Client task list
Task due date for the action or decision.
Evidence request list
Evidence due date for the specific requested item; it can differ from the task due date.
Decision point
Completion definition
Client task list
The action or decision is complete.
Evidence request list
Staff reviews the item and records the appropriate result.
Decision point
Staff review required
Client task list
Only if the broader task calls for a staff decision outside this evidence workflow.
Evidence request list
Yes, before an uploaded item is recorded as Received or Needs reupload.
Decision point
Reminder behavior
Client task list
A task reminder asks for the action, decision, or response.
Evidence request list
An evidence reminder lists only requested items that still need client action.
Decision point
Status model
Client task list
Use the task system's action status and definition of done.
Evidence request list
Use Waiting on client, Pending review, Received, or Needs reupload for the requested item.
Decision point
Best system fit
Client task list
A project or practice management system can own broader engagement work.
Evidence request list
A document request workflow can own item-level collection and review context.
Decision point
Common failure
Client task list
A broad task hides the separate files needed to support it.
Evidence request list
One uploaded or Received item is mistaken for completion of the whole request.
Decision point
Relationship to other items
Client task list
One task may describe the objective behind several evidence requests.
Evidence request list
Each requested item remains independently missing, pending review, received, or needing replacement.
Decision rules for the next requirement
Classify the expected outcome before creating the record. Use both record types when one broader client action produces several independently reviewable source files.
Create a client task when
- The client needs to make a decision, confirm scope, attend a meeting, answer a question, name an owner, or review a draft.
- The definition of done is an action, decision, confirmation, response, or process step rather than an uploadable file.
- The task can remain in the project or practice management system that owns the broader engagement work.
Create an evidence request when
- The firm needs a specific file, report, record, statement, export, signed record, supporting document, or replacement file.
- Staff must review the item before recording Received or Needs reupload.
- The item needs a clear source, bookkeeping period or date range, client due date, request owner, review owner, or next action owner.
Create both when
- A broader client action will produce several separate source files.
- The client task can state the objective, while every file that needs review remains a distinct requested item.
- Completing the action does not close the evidence requests automatically.
Use no client request when
- The next action belongs entirely to firm staff and does not need a client response or source item.
- The requirement is already resolved and does not need a new action, decision, or evidence request.
- A contextual note explains a delay but does not create a new client deliverable.
Action vs deliverable vs evidence
Keep a client action, the output of that action, and the record staff must review distinct. This avoids turning every meeting or decision into a file request and avoids hiding a needed document inside a generic task.
Action
A behavior someone needs to complete. Example: Confirm which locations are active.
Deliverable
The result created by that behavior. Example: A confirmed location list.
Evidence
A specific record staff needs to review. Example: The July settlement report for each active location.
One client task can lead to several evidence requests
Use the broader task to confirm the source scope, then keep every reviewable record as its own requested item. The page describes this workflow concept; it does not claim that CollectCue creates task-to-request relationships.
Monthly bookkeeping input package
Client task
Confirm the accounts and platforms active during the bookkeeping period.
Related evidence requests
- 1.Bank statement for Account A
- 2.Bank statement for Account B
- 3.Payroll summary
- 4.Payment processor settlement report
- 5.Credit-card statement
- The client task can be complete while one or more evidence requests are still missing.
- One evidence request can be Received while other items remain Waiting on client.
- When one file is Pending review, staff owns the next action.
- Only the incorrect or incomplete requested item should move to Needs reupload.
Owner and due-date model
Ownership can change by record type. A task due date and an evidence due date can be different because the action and the requested record do not always have the same next step.
Client task owner
Completes the action, decision, confirmation, or response.
Evidence provider
Has access to or can export the specific file or report.
Request owner
Firm staff member who creates and follows the evidence request.
Review owner
Staff member who reviews the upload and records Received or Needs reupload.
Task due date
When the action or decision should be complete.
Evidence due date
When the specific requested file should be submitted.
Completion definitions keep the records honest
A client task and a requested item each need their own outcome. Avoid using a broad task status as a shortcut for document collection or staff review.
Client task complete
The specified action, answer, meeting, or decision is complete.
File uploaded
The system received an upload, but staff has not completed the review decision.
Pending review
Staff owns the next action.
Received
Staff accepted the file or recorded the requested item as received.
Needs reupload
Staff needs the client to provide a replacement for that specific item.
Task complete does not mean every evidence request is complete.
Uploaded does not mean Received.
One Received item does not complete a multi-item request.
Pending review items should not remain in client reminder messages.
Reminder behavior and status context
Use a task reminder for an action or response. Evidence reminders should list only the requested items that still need client action. A standardized status gives the fast handoff signal; a contextual note supplies extra background without replacing the requested item.
Do not remind the client when
- The item is Pending review.
- The item is Received.
- Staff has not yet processed the client’s recent upload.
- The client only needs to wait for a staff decision.
Status vs contextual note
A status answers who owns the next action, whether the item is missing, whether staff is reviewing it, whether it is Received, or whether it needs replacement. A contextual note can explain a delay, unusual source context, or what staff should check next. A note does not replace a clear requested item. CollectCue does not provide comments, chat, or discussion threads.
Project management software and an evidence workflow can work alongside each other
The distinction is about responsibility, not a claim that one system should replace the other. Project management software can track milestones, meetings, responsibilities, internal tasks, client actions, and broader engagement progress. An evidence workflow can track requested files, missing items, uploads, review, Received, Needs reupload, and document-specific reminders.
- 1A project task identifies the broader client action.
- 2An evidence request list defines the exact files needed.
- 3The client uploads files through the document request workflow.
- 4Staff reviews each requested item.
- 5The project task closes only when its broader objective is actually complete.
For a document workflow after this classification, use the document request form, client document requests, the client upload flow, and document review. Use the client document follow-up workflow and automated reminders only for document request items that still need client action.
Requested-item examples
These examples show when an action belongs in a client task and when a separate source record needs its own evidence request. They use placeholders only.
Confirm active bank accounts
Client task: Confirm every active bank account for July.
Evidence requests: July statement for checking account ending in [last four]; July statement for savings account ending in [last four].
Confirm payroll access
Client task: Confirm who owns payroll access.
Evidence request: July payroll summary from the identified provider.
Review the source list
Client task: Review the bookkeeping source list.
Evidence requests: Bank statement; credit-card statement; processor settlement report; sales report.
Explain an unusual transaction
Client task: Explain an unusual transaction.
Evidence request: Supporting invoice or receipt for the specific transaction, if available. The explanation is a response task; the file is an evidence request.
Approve engagement scope
Client task: Approve the engagement scope.
Evidence request: Signed engagement document only if the firm requires that record and the action actually produces one.
Correct a submission package
Client task: Correct the July submission package.
Evidence request: Replacement export covering the required full date range.
Expected upload format is part of an evidence request
When a requested item needs a client upload, name the source and period first, then state the expected source-generated file format. The current CollectCue client upload flow supports the shared product format list and maximum size below; the firm still decides which evidence is required.
Supported formats
PDF, DOCX, XLSX, CSV, JPEG, or PNG
Maximum upload size
25 MB
Why evidence requests need separate items
A multi-item request lets staff see each requested item in its upload and review context. That is different from a broad client action or a general project task.
One broader task can lead to several files, each with its own source, period, upload, review result, and next action. Keep those files as distinct requested items so a single upload does not hide what is still missing or waiting for staff review.
Product walkthrough — synthetic data
Common task and evidence request mistakes
These mistakes usually come from treating actions, files, staff review, and next-action ownership as the same status.
- 1.Putting every client requirement into one generic task list.
- 2.Using “send documents” as one task without itemizing the files.
- 3.Treating task completion as proof that files were received.
- 4.Treating upload as Received before staff review.
- 5.Closing a multi-item request after accepting one file.
- 6.Sending reminders for items already Pending review.
- 7.Mixing internal staff tasks with client evidence requests.
- 8.Giving one due date to unrelated tasks and files.
- 9.Failing to define the evidence source or period.
- 10.Asking the client to “complete bookkeeping” instead of naming the needed inputs.
- 11.Reopening every item when only one file needs reupload.
- 12.Using free-form notes instead of a clear request status.
- 13.Turning meetings or decisions into fake document requests.
- 14.Treating every answer as a file upload.
- 15.Using generic project-management statuses as document review outcomes.
- 16.Describing a document workflow as broad client task management.
- 17.Describing an evidence workflow as an approval system.
- 18.Stating that file review is automatic validation.
- 19.Presenting the workflow as a professional sufficiency decision.
- 20.Adding comments, threads, chat, or collaboration features not supported by the product.
Keep the two workflows connected without mixing their outcomes
A project task can identify the broader client action. The evidence request list should then name each document that needs separate collection and review.
- 1Define the broader client actionName the decision, confirmation, meeting, clarification, or package the client needs to complete, along with its owner and task due date.
- 2Create one requested item per reviewable fileName the source, bookkeeping period, and expected record for every file, report, statement, export, or replacement staff must review.
- 3Keep task and evidence outcomes separateMark the task complete only when its action is complete. Keep each evidence request open until staff records its own review result.
- 4Follow up on the actual next actionClient follow-up belongs on items waiting on the client or needing a reupload. Pending review means staff owns the next action.
- 5Close the broader work only when its objective is metUse the project task to record the broader objective. Do not use one task status as proof that every requested record was reviewed.
Client task vs evidence request FAQ
These answers keep action tracking, document collection, staff review, and professional judgment in their proper boundaries.
What is the difference between a client task list and an evidence request list?+
A client task list tracks an action, decision, confirmation, meeting, or response. An evidence request list tracks a specific file, report, record, export, or replacement document that staff needs to review.
When should I create a client task?+
Create a client task when the expected result is a client action, decision, confirmation, meeting, clarification response, or another non-file deliverable. Define the owner, due date, and definition of done for that action.
When should I create an evidence request?+
Create an evidence request when the firm needs a specific reviewable file, report, statement, export, signed record, supporting document, or replacement file. Name the requested item, source, bookkeeping period, review owner, and next action.
Can one client task have several evidence requests?+
Yes. A task such as confirming the active accounts can lead to a separate evidence request for each account statement. The task can be complete while one or more of those requested items are still waiting on the client.
Does completing a task mean every requested file was received?+
No. Task completion only records that the defined action, decision, meeting, or response is complete. Each evidence request needs its own staff review result before it is recorded as Received or Needs reupload.
Does uploading a file mean the evidence request is complete?+
No. Uploaded does not mean Received. A file is Pending review until staff records the appropriate result for that requested item, and one Received item does not complete every item in a multi-item request.
Who owns the next step when a file is pending review?+
Staff owns the next step when a file is Pending review. Client reminders should focus on items that still need a client action, rather than items waiting for staff review.
Can project management software replace an evidence request workflow?+
Project management software can track broader client actions, meetings, responsibilities, and engagement progress. A separate evidence workflow can still be useful when the firm needs item-specific uploads, review results, reuploads, and document-specific reminders.
Does CollectCue manage general client tasks?+
No. CollectCue is for client document requests and their requested items, uploads, staff review, reupload actions, and reminders. It does not provide broad client task management or approval workflows.
How does CollectCue fit alongside project or practice management software?+
Use a project or practice management system for broader tasks, meetings, approvals, and milestones. Use CollectCue when the firm needs to request specific evidence, review uploads, record Received or Needs reupload, and follow up on remaining client-action items.
Related resources
Use these focused resources when the decision leads to a document request, a clear completion rule, a replacement-file request, or a staff follow-up step.
Document request software vs practice management
Compare the narrower document-request layer with broader practice management responsibilities.
Open resourceBookkeeping client document request form
Turn a classified evidence need into a client, period, requested-item, due-date, and review request.
Open resourceClient document collection checklist
Choose the records to request once the workflow needs a defined evidence list.
Open resourceRequest completion criteria template
Define what staff needs before marking one requested item as Received.
Open resourceFile rejection and reupload checklist
Keep a replacement request limited to the item with the wrong source, period, scope, or usability.
Open resourceBookkeeping request closeout notes template
Record the current status and next action when a request is nearing closeout.
Open resourceHow CollectCue fits
CollectCue helps small bookkeeping teams organize evidence requests by client, bookkeeping period, requested item, upload, staff review result, reupload action, and reminder status. Use a project or practice management system for broader client tasks, meetings, approvals, and engagement milestones. CollectCue does not replace a full task-management or approval platform, automatically validate evidence, or decide whether evidence is professionally sufficient.