Stop chasing clients on WhatsApp for documents.
Send one link, track every file, know exactly what's missing. KaryaDocs replaces the spreadsheet-and-WhatsApp workflow small service businesses use to collect client documents — without asking your clients to install anything or create an account.
Your data is isolated at the database level, not just by a login check — every file access is logged. See Security.
This is what "tracking documents on WhatsApp" actually looks like.
None of this is a spreadsheet problem or a WhatsApp problem on its own — it's what happens when nothing is actually keeping track.
6 of 9 documents collected — passport, sponsor letter and medical still outstanding.
- "Which documents do we still need from this client?" — answered by scrolling a WhatsApp thread.
- A client's passport, PAN and signed form live in three different places — an email attachment, WhatsApp Photos, a shared Drive folder — with no single view of what you actually have.
- No way to tell a client "you're missing 2 of 9" without manually checking.
- Nothing stops an expired passport or licence from being accepted, because nobody is tracking expiry dates.
- When a client asks "who saw my documents," there's no answer.
How KaryaDocs works
Pick your setup
Choose your business type — case types and checklists are pre-loaded for how your practice actually works.
Open a case
The checklist for that case type auto-populates with exactly the documents you need.
Send one link
Your client gets a WhatsApp or email link. No login, no app install.
Review & track
Accept or reject with a reason, and watch progress update automatically — "6 of 9 collected."
Everything the workflow needs, nothing it doesn't
The layer between a spreadsheet and full practice-management software you don't need yet.
Client management
Contact records, custom fields, and multiple parties per case with roles — applicant, spouse, dependant.
Document management
Upload, versioning, tags, expiry tracking, server-level malware protection and a full access audit on every file.
Checklists
Templates per case type, auto-instantiated, fanning out per party — with waive and not-applicable states.
Case management
Case types and stages configured per business, with custom fields, deadlines and assignment.
Team
Owner/Admin/Member roles, with per-firm control over case visibility.
Dashboard & reports
My cases, overdue, and awaiting-client — the numbers a firm actually checks every morning.
What no one else gives you
Per-party checklist fan-out
"Passport, for each dependant" — a requirement multiplies automatically across every party on a case.
Document expiry tracking
Passports, visas and licences flagged before they lapse — invisible everywhere else.
Full access audit trail
"Who viewed this file, and when" — provable to a client, not just a feature checkbox.
No-login client uploads
A tokenized link a client opens on any phone — no app, no account.
See it on your own documents
A short call, not a self-serve trial — we walk through your practice's actual workflow.
Book a demo