If the honest answer is WhatsApp and a spreadsheet…
…your real competition is free, and the pitch here is organisation, not features. Here's a straight comparison — including where a spreadsheet genuinely does the job.
| Spreadsheet + WhatsApp | Generic CRM | KaryaDocs | |
|---|---|---|---|
| Client sees exactly what's missing |
manual |
not built for it |
|
| Document expiry tracking | |||
| No-login client upload link |
varies |
||
| Per-party checklist fan-out | |||
| Who-viewed-this-file audit trail |
varies |
||
| Configured for your vertical |
manual setup |
generic |
|
| WhatsApp as a real, tracked channel |
it is WhatsApp — no record |
To be fair to the free option: a spreadsheet can absolutely hold a list of clients and documents. What it can't do automatically or safely is fan a checklist out per party, flag an expiring document before it lapses, or answer "who viewed this file" — and WhatsApp genuinely is a real channel, it just keeps no record a firm can hand a client or an auditor.