Collecting documents from clients or internal teams is one of the most critical steps in any audit, yet it’s often where timelines start to slip. What seems simple on paper, such as sending a request, receiving the files, and moving on, rarely plays out that way. Instead, auditors spend hours chasing missing documents, sorting through mismatched versions, and sending endless follow-up emails. During peak season, these delays can snowball, cutting into the time needed for high-value audit work.

The good news? AI-powered document request software, also known as a PBC (Prepared by Client) portal, can simplify the entire process, from sending requests to verifying submissions, so your team can move into testing and reviewing sooner and with fewer headaches.

In this blog, we’ll look at how AI-powered document request compares with manual methods across the key priorities that matter most to auditors. From speed and accuracy to security and workload, here's how the two approaches stack up.

6 reasons to ditch manual document requests

1. Speed of collection

Without tools:

Audit timelines are tight to begin with. Relying on email requests means composing individual messages, attaching templates, and waiting for a response. If the wrong file is sent or a deadline is missed, you’re stuck restarting the process. Multiply that by dozens of requests, and collection can stretch into weeks.

With AI-powered document request software:

You can issue multiple requests in one go, with the system automatically tracking responses and sending reminders. AI can instantly flag missing or incorrect files so you can follow up precisely where needed, compressing weeks of back-and-forth into a few days.

2. Accuracy

Without tools:

When documents are received manually, it’s easy to miss key details—a missing schedule, an unsigned page, or incomplete figures—especially under time pressure. These oversights often go unnoticed until late in the engagement, leading to rework and delays.

With AI-powered document request software:

AI scans each document as it’s uploaded and checks whether it contains the information requested—such as figures, signatures, or supporting evidence. This ensures audit teams are working with accurate, complete documentation from the start.

3. Transparency and tracking

Without tools:

Status tracking often means juggling a spreadsheet and your inbox. Questions like “Has that file come in yet?” lead to dig through email threads to find the answer. That lack of real-time visibility slows decision-making.

With AI-powered document request software:

You get a dashboard view of every request: what’s been fulfilled, what’s pending, and what’s overdue. No more guessing or interrupting colleagues for updates—the whole engagement team can see progress at a glance.

4. Experience for document providers

Without tools:

Those responsible for submitting documents - whether colleagues, clients, or third-party contacts - often face disorganized and duplicative requests. Different submission methods, unclear instructions, and email overload can cause confusion and delay.

With AI-powered document request software:

Everything is centralized in one secure portal. Request recipients see exactly what’s required, when it's due, and how to submit it - making the process faster and easier for everyone involved. A smoother stakeholder experience often means faster turnaround times.

5. Security

Without tools:

Email is inherently risky for requesting sensitive financial data. Attachments can be misrouted, forwarded, or accessed indefinitely, with no control once they leave the sender’s inbox.

With AI-powered document request software:

Security is built in. Access to the document is tied to email identity, submission links expire automatically, and uploads are encrypted and tracked to ensure documents remain protected throughout the submission process.

Want to know more about secure file sharing? Read our full guide here.

6. Workload and stress levels

Without tools:

Manual follow-ups and correction requests drain time and energy. When documents are submitted incorrectly or not at all, it creates a cycle of follow-ups, explanations, and rework. You have to spot it, send an email explaining the issue, and wait again for the corrected version. During the busy season, this cycle is a recipe for late nights.

With AI-powered document request software:

Automation handles the repetitive admin: sending reminders, alerting reviewers to new uploads, and prompting corrections when needed. Audit professionals can stay focused on analysis and risk, not chasing paperwork.

UpLink: the AI-powered PBC portal

The six reasons we’ve outlined show why AI is reshaping how audit teams handle document requests. If you're wondering what that looks like in action, meet UpLink - our AI-powered PBC portal built specifically for the audit workflow.  

UpLink takes the principles of AI-powered document requests and adapts them specifically for the audit workflow. Built for ease of use, security, and audit readiness, it helps both auditors and document providers move through the document request phase faster and with fewer bottlenecks. Watch the short video below for an overview of UpLink’s capabilities.

From streamlined access to AI-powered pre-validation, here are some of the ways UpLink transforms document requests:

• Frictionless access: No accounts or passwords to manage. Document providers simply click a secure link, access the portal, and upload the required files.

• AI-powered pre-validation: Auditors can set queries for AI to check whether submissions contain the necessary information. Pre-validation ensures only complete, relevant documents reach the review stage.

• Full visibility for management: Both at the document provider level and within the engagement team, a dashboard view shows every request—what’s complete, in progress, or still outstanding —eliminating guesswork and status-chasing.

• Automation that reduces admin work: Automatic notifications and reminders keep the process moving and reduce unnecessary communication overhead.

• Robust security: Secure, expiring links, email-based authentication, and SOC 2–aligned design ensure sensitive data stays protected and access can be instantly revoked when no longer needed.

UpLink allows audit teams to reduce administrative effort, improve turnaround times, and stay focused on delivering quality audit outcomes—all while keeping evidence collection accurate, transparent, and secure.

Ready to level up your process?

For auditors, time spent chasing documents is time lost from the work that truly adds value. Manual request methods not only slow down engagements but also introduce avoidable risks and inefficiencies. AI-powered document request software changes that equation, providing faster turnaround times, greater accuracy, and a more efficient process for everyone involved.

UpLink takes these advantages further by combining frictionless access, AI-driven pre-validation, full visibility, and built-in security—all designed for the realities of audit work. By adopting the right tools, audit teams can spend less time on administrative tasks and more time delivering quality, insight, and value to their stakeholders.

Looking to explore your options? Check out the 5 Best PBC Software Tools for Audit Teams in 2025.