Capability template for project and delivery
Client document request tracker
When a client sends its first batch of records, the engagement manager gets the request list brought up to date: each item and period marked received, incomplete, mentioned only or missing, plus a short follow-up draft. The manager judges what is sufficient and approves anything sent.
Listed under
Add it to a workflow in the Fully Powered Planner, beside the teams and roles that will run it. Book a fit call
The outcome
The engagement manager stops guessing what the client still owes. After every delivery, the request list shows each item for each period in one of four plain states. Received means a usable file matches the item and covers the whole period. Incomplete means something arrived but falls short, and the list says how: dates the files leave uncovered, a file that will not open, or a printed total that is not the figure the manager set. Mentioned only means the client has said a document exists or is on its way, but nothing has arrived. Missing means nothing has arrived and nothing has been said.
The state is decided by fixed rules, so a statement in an email can never be mistaken for a file on the drive, and a file for the wrong year can never be counted against the right one. The list also shows how many days each open item is overdue, and a short draft asks the client for exactly what is outstanding and nothing else.
The manager reads the list, decides whether what arrived is enough to begin work on, and approves, changes or holds the draft. The AI assistant sends nothing and reaches no conclusion about the records.
Who starts the work, and when
The engagement manager, or the associate or client coordinator working for them, starts it after the client's first upload and again after each later delivery. Before each run, someone logs the files that arrived: what each one is, the period it covers, whether it opens, and the total it shows where the manager has asked for one. The manager reads the result the same day.
What they supply
- Engagement settings: the engagement, the client contact, today's date, the date the client is asked to reply by, and the file naming rule if the firm has one.
- The request list, one row for each document and period, marked required or optional, with a due date and, where the manager wants it checked, an expected total.
- The delivery log, one row for each file received, with the document it is, the period it covers, the date it arrived, whether it opens and any total it shows.
- Client messages, pasted from emails or call notes, so that documents the client only mentions can be told apart from documents that have arrived.
- The previous status list, when this is not the first update.
Each list has set column headings. If a heading does not match, the assistant stops and asks.
What comes out
One update in a fixed order. At the top, a count of required items by state. Then every request row by document, with its state, the files behind it, what is missing and whether it is overdue. Then files that were received but not requested, files that match no requested row, file names that break the naming rule, and what changed since the last update. Then a short follow-up draft to the client, marked as not sent, and a list of what was left out of it and why. It ends with the questions only the manager can answer, such as whether a partly covered statement is enough to start on.
An invented example
Illustrative example with invented data. The firm, the client, the people, the files and every figure below are invented. The firm is an invented 40-person accounting and advisory practice. Its client, called Client A here, is an invented regional distributor. The engagement manager is waiting on Client A's records for the third quarter of 2026, and the client has just uploaded its first batch. People are named by role. First come the inputs, in full, then the update the capability returned. The update is the recorded run in trial.md with a few findings and decisions worded a little more fully for reading; the states, counts and figures are the same.
The inputs
1. Engagement settings
Engagement: Quarter-three records, Client A
Client: Client A
Client contact: Finance manager at Client A
Engagement manager: Engagement manager
Check date: Tuesday 10 November 2026
Reply requested by: Friday 13 November 2026
File naming rule: three parts separated by underscores: client code, document, period
2. Request list
item_id,document,period_start,period_end,required,due,expected_total
R01,Operating account bank statement,2026-07-01,2026-07-31,yes,2026-11-06,
R02,Operating account bank statement,2026-08-01,2026-08-31,yes,2026-11-06,
R03,Operating account bank statement,2026-09-01,2026-09-30,yes,2026-11-06,
R04,Payroll register,2026-07-01,2026-07-31,yes,2026-11-06,
R05,Payroll register,2026-08-01,2026-08-31,yes,2026-11-06,
R06,Payroll register,2026-09-01,2026-09-30,yes,2026-11-06,
R07,Receivables aging report,2026-09-30,2026-09-30,yes,2026-11-06,212480.00
R08,Term loan statement,2026-07-01,2026-09-30,yes,2026-11-06,
R09,Trial balance,2026-07-01,2026-09-30,yes,2026-11-06,
R10,Insurance schedule,2026-09-30,2026-09-30,no,2026-11-06,
R11,Fixed asset additions listing,2026-07-01,2026-09-30,yes,2026-11-20,
3. Delivery log
file_id,file_name,received_on,sender,document,period_start,period_end,readable,total_shown,note
F01,ClientA_Bank-operating_2026-07-to-08.pdf,2026-11-03,Client A finance manager,Operating account bank statement,2026-07-01,2026-08-20,yes,,
F02,ClientA_Bank-operating_2026-09.pdf,2026-11-03,Client A finance manager,Operating account bank statement,2026-09-01,2026-09-30,no,,Opens blank after page 1
F03,ClientA_Payroll-register_2026-07.xlsx,2026-11-04,Client A payroll clerk,Payroll register,2026-07-01,2026-07-31,yes,,
F04,ClientA_Payroll-register_2025-08.xlsx,2026-11-04,Client A payroll clerk,Payroll register,2025-08-01,2025-08-31,yes,,
F05,ClientA_Receivables-aging_2026-09-30.pdf,2026-11-05,Client A finance manager,Receivables aging report,2026-09-30,2026-09-30,yes,209330.00,
F06,ClientA_Trial-balance_2026-09.xlsx,2026-11-05,Client A finance manager,Trial balance,2026-07-01,2026-09-30,yes,,
F07,vehicles list final v2.xlsx,2026-11-09,Client A finance manager,Vehicle list,2026-01-01,2026-09-30,yes,,
4. Client messages
Email, Thursday 5 November 2026, from the finance manager at Client A:
Payroll for September is still being closed, so the September register will come on Thursday 12 November. The lender statement for the term loan comes through our bank contact, who I have asked for it. Our year-end is still 31 December.
Call note, Monday 9 November 2026, taken by the engagement manager:
Finance manager says our broker holds the current insurance schedule.
5. Previous status list
Not supplied. This is the first update.
The output
CLIENT DOCUMENT REQUEST TRACKER: Quarter-three records, Client A
For: Engagement manager. Client: Client A. Check date: Tuesday 10 November 2026. Reply requested by: Friday 13 November 2026. Supplied: request list (11 rows, 10 required); delivery log (7 files); client messages (2); previous status list (not supplied).
Position: required rows 10: 3 Received, 3 Incomplete, 2 Mentioned only, 2 Missing. Optional rows 1: 0 Received, 0 Incomplete, 1 Mentioned only, 0 Missing. Received means usable files cover the period; it is not a judgment that they are sufficient.
Request list by document
Operating account bank statement
- R01, 1 to 31 July 2026. Required. Due Friday 6 November 2026. Status: Received. Files: F01. F01 covers 1 July to 20 August 2026.
- R02, 1 to 31 August 2026. Required. Due Friday 6 November 2026. Status: Incomplete. Files: F01. F01 covers 1 to 20 August 2026. Not covered: 21 to 31 August 2026, 11 days. Overdue by 4 days.
- R03, 1 to 30 September 2026. Required. Due Friday 6 November 2026. Status: Incomplete. Files: F02 (not counted: unreadable). F02 arrived Tuesday 3 November 2026; note: "Opens blank after page 1". No usable file for the period. Overdue by 4 days.
Payroll register
- R04, 1 to 31 July 2026. Required. Due Friday 6 November 2026. Status: Received. Files: F03. F03 covers 1 to 31 July 2026.
- R05, 1 to 31 August 2026. Required. Due Friday 6 November 2026. Status: Missing. Files: none. No message mentions August. Overdue by 4 days.
- R06, 1 to 30 September 2026. Required. Due Friday 6 November 2026. Status: Mentioned only. Files: none. Email from the finance manager at Client A, Thursday 5 November 2026: the September register will come on Thursday 12 November 2026. Overdue by 4 days.
Receivables aging report
- R07, 30 September 2026. Required. Due Friday 6 November 2026. Status: Incomplete. Files: F05. F05 covers 30 September 2026. Total shown 209,330.00; total expected 212,480.00; difference 3,150.00, shown lower. Overdue by 4 days.
Term loan statement
- R08, 1 July to 30 September 2026. Required. Due Friday 6 November 2026. Status: Mentioned only. Files: none. Email from the finance manager at Client A, Thursday 5 November 2026: the statement comes through the bank contact, who has been asked; no date given. Overdue by 4 days.
Trial balance
- R09, 1 July to 30 September 2026. Required. Due Friday 6 November 2026. Status: Received. Files: F06. F06 covers 1 July to 30 September 2026.
Insurance schedule
- R10, 30 September 2026. Optional. Due Friday 6 November 2026. Status: Mentioned only. Files: none. Call note, Monday 9 November 2026, reporting the finance manager: the broker holds the current schedule; no date given. Overdue by 4 days.
Fixed asset additions listing
- R11, 1 July to 30 September 2026. Required. Due Friday 20 November 2026. Status: Missing. Files: none. Due in 10 days.
Received but not requested
- F07, vehicles list final v2.xlsx, Vehicle list, 1 January to 30 September 2026, received Monday 9 November 2026.
Files that match no requested row
- F04, ClientA_Payroll-register_2025-08.xlsx, Payroll register, 1 to 31 August 2025, received Wednesday 4 November 2026. Reason: period shares no day with any requested payroll period.
File names that break the naming rule
- F07, vehicles list final v2.xlsx: one part, not three; no underscores.
Changed since the last update
- No previous list supplied.
Follow-up draft (not sent)
Thank you for the 7 files received between Tuesday 3 November and Monday 9 November 2026. We are still waiting on the items below:
- Operating account bank statement, 21 to 31 August 2026: the file received covers 1 to 20 August.
- Operating account bank statement, 1 to 30 September 2026: the file received will not open, please resend.
- Payroll register, 1 to 31 August 2026: no file received for this period.
- Payroll register, 1 to 30 September 2026: we understand it will follow on Thursday 12 November.
- Receivables aging report, 30 September 2026: the file shows a total of 209,330.00 against 212,480.00 expected, a difference of 3,150.00.
- Term loan statement, 1 July to 30 September 2026: we understand it is being requested through your bank contact.
Please send these items, or let us know of any delay, by Friday 13 November 2026.
[Engagement manager]
Not in the draft
- R10: optional row.
- R11: not yet due; due in 10 days.
For the Engagement manager to decide: 6
- Approve, change or hold the follow-up draft.
- R02: the bank statement for 1 to 20 August 2026 arrived and 21 to 31 August did not. Start on what arrived, or wait for the rest?
- R07: the receivables aging report shows 209,330.00 against an expected 212,480.00. Start on what arrived, or wait for the rest?
- R01, R04 and R09 are Received. Are the files sufficient?
- F04 is a payroll register for August 2025, not requested. Ask the client about it, or set it aside?
- F07 is a vehicle list, not on the request list. Ask the client about it, or set it aside?
Prepared for the Engagement manager's approval. Nothing has been sent to the client, filed or changed.
Where it fits
- Professional services, where an engagement stalls until the client's records arrive and the manager is the one waiting.
- Law firms, where administrators keep track of which client records have arrived for a matter and which have not. The capability tracks arrivals only; it reads no file and does no legal work.
- Engineering firms, where a client's drawings, data and project records arrive in pieces over several weeks.
- Project and delivery, which owns the dependencies a project cannot start without.
- Customer success and account management, where asking a client for things clearly and politely is part of keeping the relationship in good order.
- Established businesses, where a request list lives in a spreadsheet and an inbox.
- Growth & scaling, when more engagements run at once than one manager can track by memory.
What has to change for your company
Decide who logs the incoming files and how soon after they arrive. Set the document names on your request lists and use the same names in the delivery log, because matching is by name. Decide which items are required and which are optional, and which have an expected total worth checking. Agree your file naming rule or leave it out. Choose how far ahead of a due date an item may be chased, and who in the client's team receives the follow-up. Decide who approves the draft and how it is sent, which this capability leaves entirely to your people.
What has been checked
Fully Powered AI wrote this capability template from its own published map of the work. It was editorially reviewed on 10 November 2026. It was tried on its invented example in Claude on 10 November 2026, and the record is published with it. Any edits made after the trial have not been run again. It has not yet been tested in a client environment. It has not yet been tested as a packaged version in ChatGPT, Claude, Copilot or Gemini.
Testing in your environment means running it on a past engagement whose deliveries you remember, plus hard cases written in advance, each with its expected result: a file for the wrong year, a statement that stops partway through a month, a file that will not open, a document the client says it has sent that is not in the log, a total that differs from the expected one, and a list with a renamed column. The engagement manager checks every state against the files before anyone relies on the update. Pilot acceptance-test preparation sets those cases up, and Client status update preparation turns an updated list into the note a client receives.
The full capability template
Everything above is the outline. The complete capability template is the working version: the roles, the inputs, the procedure, the exceptions and stop conditions, the output format, the reviewer checklist, the acceptance tests, the instructions for an AI assistant and what to customize for your company. It comes with a download and the link to its folder in Fully Powered’s public repository.
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Next step
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