How GDesk works
One request, from the first click to the last approved file. This is a typical month for a firm using GDesk.
From setup to done, in eight steps
- Step 1
Set up your firm (once)
- Add your firm’s details and logo. Clients see your name and logo, not ours.
- Invite your team. Owners and admins see every client; staff see only the clients assigned to them.
- Import your clients from a spreadsheet. Every row is checked before anything is saved.
- Add your own client fields, such as file number or passport expiry, with alerts before a date.
- Optionally, send client emails from your firm’s own address.
- Step 2
Build your checklists
- Start from a ready-made checklist for your kind of work: tax returns, GST, audit, visas, onboarding, tenancy, claims or new matters.
- Or describe the work in a sentence and AI drafts the list.
- Each item sets whether it’s required, the file types and how many files it takes, and the instructions the client sees.
- Ask only what applies: an item can show only when the client answers “yes” to an earlier question.
- Step 3
Send the request
- Choose the client, the checklist, the period and the due date. Preview what the client will see, and send.
- GDesk emails each contact a secure link. You can also copy the link into your own WhatsApp or SMS.
- A monthly schedule creates the same request for each period, on the day you choose (Starter and above).
- The Compliance calendar shows when to ask for each filing and starts the request with one click.
- Step 4
Your client uploads
- The link opens the checklist. No account, no password.
- They upload photos or PDFs from their phone or computer, answer questions, and see their progress.
- Everything saves as they go, and they submit once when they’re done.
- If they can’t provide a document, they say why. The item is flagged for your team and stops being chased.
- They can message your team on the same page.
- Step 5
AI checks every file
- Each upload is virus-scanned, then checked against what you asked for: the right document, the right period, readable pages and the client’s name.
- If something looks wrong, the client is told straight away and can upload again, before your team opens it.
- AI can pick out key details, such as tax numbers, dates and amounts, for your team to confirm.
- Step 6
Reminders follow up for you
- Reminders list only what is still missing, respect your quiet hours, weekends and holidays, and stop once nothing is left.
- AI writes each reminder in the client’s preferred language.
- Preview a reminder, send one now, or pause reminders for a client who’s travelling.
- Step 7
Your team reviews
- My tasks shows each person their own reviews.
- Open a file, see what AI noticed, then approve it or ask for a new version with a reason. Nothing is overwritten.
- Upload a file for the client, mark an item as not needed, or reply. Internal notes are never shown to the client.
- Step 8
Done, and filed
- When every required item is approved, complete the request. Next month’s is already scheduled.
- Approved documents are kept in the client’s folders by month, and can be copied to Google Drive or OneDrive.
- Download everything as a ZIP with a list of files, any time, and share files back to the client.
Good questions
Do clients need a password?
No. They open a secure email link. If it expires, they ask for a new one with just their email address.
Can we import our existing clients?
Yes. Upload a spreadsheet of businesses and their contacts. GDesk checks every row and shows any problems before saving anything.
What if a client sends the wrong document?
AI checks each file against what you asked for and tells the client straight away when it looks wrong, such as the wrong year, missing months or someone else’s name. Your team can also ask for a new version with a reason, and the client sees exactly what to fix.
Do reminders go out for documents that were already sent?
No. Reminders list only the items still needed, respect your quiet hours, weekends and holidays, and stop once nothing is left for the client to do.
Can requests repeat every month?
Yes, on Starter and above. A schedule creates the request from your template for each period, on the day you choose.