Document Request & Folder Setup Standard Operating Procedure
This presentation outlines our standardized approach to document request and folder setup for client onboarding. Following this SOP ensures we maintain consistency, security, and organization across all client engagements.
We'll cover the entire process from initial folder creation through document collection and organization, providing clear guidance for both current and future team members responsible for managing this critical first step in our client relationships.

by Dexter Crawford

Purpose & Scope
Purpose
Establish secure, organized digital folders
Scope
From client commitment to complete documentation
Process
Google Drive setup, document collection, tracking
This SOP addresses the critical first phase of client engagement, starting after verbal commitment and intake form completion. It continues until all required documents are uploaded and organized within a collaborative folder structure accessible to relevant team members.
The procedure specifically includes Google Drive folder creation, secure document collection via email and shared folders, and ongoing document tracking. It does not cover invoicing, payment tracking, or login credential management, which are covered in separate SOPs.
Roles & Responsibilities
Clear role definition ensures accountability throughout the document management process. The CFO provides final review and quality control, while the administrative team member handles the day-to-day folder setup and document collection activities.
As we scale operations, having this clear division of responsibilities will maintain consistency in our approach and allow for efficient training of new team members joining the organization.
Folder Structure
01 - Intake Form + Notes
Initial client information and consultation notes
02 - Credit Reports
Personal and business credit documentation
03 - Bank Statements
Last 3 months of business banking records
04 - Tax Returns
2 years of business & personal tax filings
05 - Entity Docs
EIN, LLC, Operating Agreement documentation
The standardized folder structure continues with: 06 - Uploaded ID / Utility Bills, 07 - Funding Plan + Updates, and 99 - Misc (Screenshots, emailed PDFs, etc.). All client folders follow this consistent naming convention and are located at: /Clients/[ClientName]/.
Required Document List
Tax Documentation
  • 2 years of business tax returns
  • 2 years of personal tax returns
Business Documentation
  • Last 3 months of bank statements
  • Articles of Incorporation / LLC paperwork
  • EIN confirmation letter
  • Recent loan or MCA agreements
Personal Documentation
  • Copy of Driver's License
  • Utility bill (address verification)
  • Recent credit card statements (optional)
These documents form the foundation of our client services, enabling us to properly assess funding readiness, tax status, and creditworthiness. The administrative team must clearly communicate these requirements in the document request email, providing specific instructions for secure submission.
Procedure Steps
Create Client Folder
Admin establishes the main client folder following standard naming convention (5-10 minutes)
Build Folder Structure
Admin creates the complete subfolder structure according to template (10 minutes)
Request Documents
Admin sends document request email with checklist or Doc link (same day)
Monitor & Organize
Admin monitors uploads and organizes files in appropriate folders (ongoing)
Track Missing Items
Admin identifies and notes missing or invalid files in tracking checklist (within 1 day)
Final Review
CFO reviews folder for completeness before handoff to service delivery (within 1 day)
Version Control & Maintenance
Initial Creation
Version 1.0 created on 2025-05-11 by Dexter Crawford
Last Review
Completed on 2025-05-11
Next Review
Scheduled for 2025-11-11
Update Triggers
Changes to folder structure or document requirements
Maintaining this SOP ensures our document management processes remain current and effective. The six-month review cycle allows us to incorporate improvements based on team feedback and changing business requirements.
Any significant modifications to the folder structure, document requirements, or process flow will trigger an immediate review and update of this SOP outside the regular cycle.
Best Practices & Tips
Security First
Share folder access with clients only when necessary—prefer file uploads via secure link. Restrict access to folders on a need-to-know basis to maintain client confidentiality.
File Standards
Convert all scanned or texted documents to PDF format before uploading. This ensures compatibility and maintains professional presentation of all client materials.
Naming Conventions
Use consistent file naming (e.g., 2023_Q4_BankStatement.pdf) for easier sorting, searching, and identification. This promotes efficiency for all team members accessing the files.
Following these best practices ensures not only efficiency in our document management process but also enhances our professional presentation to clients. Attention to detail in file organization demonstrates our commitment to excellence and builds client confidence in our services.
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