Everything you want to know before getting started.

Crownlark is a fully managed document chasing and data gathering service for UK accounting firms. You tell us which clients need to send which documents. We handle all the follow-up communication on your behalf — sending professionally written, sequenced emails from your firm's domain until each document is received. Your team is only involved at the start (brief setup) and at the end (when a document arrives).

No. Crownlark is a done-for-you managed service. You do not log in to configure sequences, write templates, or monitor send times. That is all handled by Crownlark. You have access to a dashboard to view status, but you are never required to operate it to keep the service running.

We specialise exclusively in document collection. We do not handle general client communications, fee reminders, onboarding emails, or any other type of outreach. This focus is deliberate — it allows us to do document chasing extremely well rather than being a general-purpose communications tool.

We handle any document your firm routinely requests from clients, including: bank statements, purchase and sales invoices, payroll records, signed letters of engagement, HMRC correspondence, annual accounts approval signatures, P60s, pension contribution records, and any firm-specific documents agreed at onboarding. If you need something not on that list, tell us during setup.

Yes. During onboarding we agree on the tone — whether your firm prefers formal, conversational, or somewhere in between. We also accommodate specific phrases your firm uses or avoids. The goal is that the communications are indistinguishable from your team having written them.

Once the full sequence is complete and the client remains unresponsive, we flag this to you. At that point your team decides how to proceed — whether to escalate personally, extend the deadline, or accept the delay. We do not take further action beyond alerting you. You remain in control of the client relationship.

Yes. Alongside ongoing sequences, you can submit individual urgent requests at any time. We will send the first follow-up within one business day.

Most firms are live within 3–5 business days of the initial setup call. The setup call itself takes approximately 20 minutes. There is no lengthy technical onboarding.

Very little. You need to: (1) join a 20-minute setup call, (2) add your client details and required documents via our dashboard — a simple 1-minute step per engagement — and (3) allow us to configure email sending from your domain (a one-time technical step we handle entirely). That is the full extent of your onboarding effort.

No software installation required on your side.

No. We do not integrate with or require access to your practice management software or accounting platforms. We work from the information you submit via our dashboard — client names, email addresses, and document requirements.

You add client details and required documents directly via our dashboard. It's a quick 1-minute step per engagement — no spreadsheets or separate formats to manage.

No. It is a white labelled service. All communications sent to your clients come from your firm's email domain and carry your firm's name. Crownlark does not appear anywhere in client-facing communications. To your clients, the chasing comes from you.

No. Clients receive an email with a single link to a secure upload portal. They click the link, upload the document, provide the answers to your questions, and they're done. No account creation, no password, no app required.

All communications reference your firm. Clients will contact you as they normally would. On dashboard, we provide you with a clear summary of any active request so your team is never caught off-guard if a client calls in.

No. The emails are written to read as personal, firm-authored correspondence. They are sent from your domain with proper authentication (SPF, DKIM, DMARC configured), which also ensures strong deliverability to inboxes rather than spam folders.

Yes. You can flag any client for immediate pause at any time. We will stop all further communication to that client within one business day of your request.

Our sequences are deliberately paced to be persistent without being aggressive — typically no more than 3–4 contacts over a 2–3 week window.

Plans start from £700/month. Full pricing details are on the Pricing page.

No long-term contract. Plans are monthly. You can cancel at the end of any billing month.

Your first 30 days are fully operational — not a limited demo. We run live sequences with your actual clients so you see real results before you pay anything. No credit card required to start.

We have a brief conversation to confirm which plan fits your volume, and billing begins from the following month. If Crownlark isn't the right fit, you simply don't continue — no cancellation process required.

Flat monthly fee based on the volume of concurrent document request sequences — not per document collected, not per client. You are not penalised for high document volume within your plan tier.

Yes, at the start of any billing month. Contact us before your renewal date and we'll adjust accordingly.

No setup fee. No onboarding charge. You pay nothing until your free trial ends.

Yes. Crownlark operates in full compliance with UK GDPR and the Data Protection Act 2018. We act as a data processor under your instruction, and we sign a Data Processing Agreement (DPA) with every client before any data is processed.

Uploaded documents and client data are stored on encrypted infrastructure in EU/UK-region servers. Data is encrypted at rest and in transit.

Yes. Our standard DPA is available to download from our Security page. It sets out exactly what data we process, how it is stored, how long it is retained, and your rights throughout. We sign this before your first sequence goes live.

As with any third-party data processor, you will want to ensure our DPA is reviewed by your compliance lead or data protection officer. We have designed the DPA to meet the requirements of regulated professional services firms. If you have specific questions your compliance team raises, contact us at contact@crownlark.com and we will respond in writing.

You will have a named contact from day one. All operational queries go to one person, not a generic support inbox.

Monday to Friday, UK business hours (9am–5:30pm GMT/BST). We respond to email queries within one business day. Growth plan clients receive same-day response.

Your dashboard shows the status of every active sequence in real time — which emails have been sent, which clients have uploaded, and which are still outstanding. You also receive a notification each time a document is successfully collected.

Flag it to us and we will send an out-of-sequence urgent reminder on your behalf within one business day. Deadline pressure is exactly the scenario Crownlark is built for.

Yes. Multiple team members can be authorised to submit requests and access the dashboard. There is no per-seat charge on the Growth plan; Starter plan includes up to 3 dashboard users.