Insta Fetch is the fastest way to ask a client a question or request a single document. It skips form templates and gives you a clean, branded request that lands in the client’s inbox within seconds.
Use it for quick one-off asks like “What’s the BSB on your new account?” or “Can you upload your latest payslip?” without setting up a full form or onboarding workflow.
When to use Insta Fetch #
- You need a single piece of information or a single document, fast.
- The contact you’re asking already exists in Seamlss.
- You don’t need a structured form, identity verification or engagement letter attached.
- You want the client’s reply tracked against their record so nothing falls through the cracks.
For larger asks that involve multiple sections, identity verification or engagement letters, use a Client Request instead. To send files to a client (rather than asking them to send something to you), use Insta Send.
How to send an Insta Fetch #
Step 1. Open the request #
From anywhere in Seamlss, click the + Request button in the top-right of the header and choose Insta Fetch from the dropdown.
The Insta Fetch modal opens with the title Insta Fetch, Information Request.
Step 2. Add your contact #
Under Add Contact(s), start typing the contact’s name in the Enter contact name search box. Matching contacts appear as you type, click one to add them. The Selected Contacts count updates so you can confirm who’ll receive the request.
You can add more than one contact if you need the same question answered by multiple people. Each contact gets their own request and their answers stay separate.
If a contact doesn’t exist yet, add them in Client Management > Contacts first, then come back and start the Insta Fetch.
Step 3. Write your question #
In the Questions section, type your question into the Enter your question field. Keep it short and specific so the client knows exactly what to send back.
Two toggles sit beside the question:
- Required (on by default), the client must answer before they can submit.
- Upload file(s) (off by default), switch this on if you want the client to attach a file rather than type a text answer.
Click + Add Details below the question to add helper text, e.g. “BSB is the 6 digit number on your bank card.” This shows under the question on the client’s screen.
Need to ask more than one thing? Click + Add New Question to add another row. Drag the handle on the right to reorder, or click the red X to remove.
Step 4. (Optional) Edit the title and intro #
By default the request is titled Information Request. Click Edit form Title and Description at the top of the modal to change the title and add a short intro that the client will see at the top of their request.
Step 5. Set email options #
Scroll to the Email options section.
- Send Email Request to Client (on by default), tick this to email the client a notification with a button that opens the request in their branded Seamlss portal.
- Optional Message, type any extra context you want included in the email, e.g. “Hi Sarah, just need this one thing before lodgement on Friday.”
The email uses the Comms, Request Information template by default.
Prefer to send the link yourself? Untick Send Email Request to Client. Seamlss will still create the request, but no email goes out. After clicking Send, head to Dashboard > All Requests, click the arrow at the start of the request row to expand it, then click the small Copy icon next to the recipient’s email address. The client’s secure portal link is now on your clipboard, ready to paste into your own email, SMS or chat.
Step 6. Send #
Click Send Fetch in the bottom-right of the modal. The request is created, emailed (if you left that option ticked), and added to the All Requests list with status Requested.
Not ready to send? Click Save as Draft instead. Drafts appear in the Drafts tab on the All Requests list with an Edit button so you can finish them later.
After you hit send #
The contact receives a single email from your firm’s branded Seamlss portal with one button. They click through, answer the question (or upload the requested file), and submit. As soon as they do, the request status flips to Actioned on your dashboard and the response is filed against the contact’s record.
You can track every Insta Fetch from Dashboard > All Requests. Filter by status, expand a row to see who it went to and the per-recipient progress, or click the three-dot Actions menu on the right to edit, duplicate, cancel and archive, or delete the request.
Related guides #
- How to Send a Client Request, for multi-section requests with forms, IDV and engagement letters.
- Using Insta Send, for sending files securely to a client.
- Understanding the Requests Dashboard, how to track and manage every request.
