As an internal auditor, you’re an unsung hero, working diligently behind-the-scenes to uphold the financial integrity crucial to your organization’s long-term success. Yet, too often, your valuable contributions are overshadowed by tedious manual tasks, communication silos, and outdated processes. As a result, just 21% of internal auditors report feeling valued in their roles—and this needs to change.

The good news? In today’s rapidly evolving digital landscape, auditors can embrace disruptive tools to redefine their value and transform their relationships with stakeholders. In this article, we’re narrowing in on the document exchange process—exploring the challenges associated with the traditional approach and how AI-powered Prepared By Client (PBC) platforms can streamline workflows as well as empower auditors to evolve from routine guardians into trusted advisors.

1. The Document Exchange Conundrum in Internal Auditing
2. Automating your Audit Request list, or PBC list: A Smarter Way to Work Together
3. Tech-Fueled Change is Here

The Document Exchange Conundrum in Internal Auditing

Managing the sheer volume of documents needed for any audit or internal control test can present teams with a variety of operational challenges and risks. A few that you may be familiar with include: 

• Fragmented use of tooling: Collecting information for your audit across various systems—USB drives, spreadsheets, file-sharing sites, and email—results in poor collaboration and limited transparency among team members. Plus, without a centralized workspace, you waste countless hours hunting for these documents and making sure you’re actually looking at the right ones. 

• Security threats: Sharing sensitive information via unencrypted emails and transferring files across multiple devices opens the door to serious security vulnerabilities. This not only jeopardizes your firm’s integrity but also puts your relationships and reputation at risk.

• Document chasing: A single error, inconsistency, or missing file in your process can set off a seemingly never-ending chain of follow-ups. By the time you’ve sent your sixth reminder, you might just be wondering if your colleague is plotting a lunchtime vendetta.

Given this administrative chaos, it’s no surprise that more than two thirds (66%) of internal audit teams say their technical capabilities do not fully align with their organization’s priorities. A more efficient, collaborative solution to managing your audit request list isn’t just a nice-to-have—it’s an imperative to keep up with modern demands.

Automating your Audit Request list, or PBC list: A Smarter Way to Work Together

AI-powered PBC platforms like UpLink are designed to automate and streamline the information-gathering stage of your audits and spare you from the tiresome grunt work. Here’s how they empower you to focus on what matters and showcase your actual value to colleagues: 

• Centralized communication: As a secure cloud-based portal, tools like UpLink ensure that your document requests are centralized in one place, updated in real time, and accessible to everyone working on the engagement. Instant notifications also keep you up-to-date on all activity in the system. 

• Automated reminders: Say goodbye to desperately tracking down colleagues for missing files—the system is programmed to send personalized reminders to your contacts on an automated schedule, effortlessly nudging them to upload their requested documents on time.

• Rapid issue resolution: UpLink’s AI-driven query engine rapidly pre-validates hundreds of client documents as soon as they’re uploaded to the portal. This means missing data, errors, and inconsistencies can be identified within minutes, easing your workload. Plus, by following up with colleagues as soon as issues arise, you build trust in your services and highlight your efficiency.

• Robust cybersecurity: In addition to being SOC 2 certified, platforms like UpLink ensure secure file transfers through 24-hour valid links. Data is never used to train AI models and is permanently deleted once removed. This robust protection minimizes risk and reinforces the credibility of your services. Each link is also unique and tied your client’s email address, meaning access is automatically revoked if they leave the company.
• ‍Improved stakeholder management: A unified view of your document requests, responses, outstanding engagements, and updates makes it easier to keep stakeholders informed, track engagement milestones, and ensure everyone is aligned, ultimately strengthening relationships and demonstrating your commitment to efficiency and accuracy.

Tech-Fueled Change is Here

The future of internal auditing hinges on embracing innovative technologies. In fact, a report by the Internal Audit Foundation found that 96% of internal auditors believe that increasing their technology skills is the key to being future-ready. 

Embracing AI-powered PBC technology is more than just a productivity boost—it’s a complete shift in how auditors add value. With the freedom to focus on high-impact insights, auditors can build stronger relationships and deepen trust with stakeholders while evolving from routine task managers into trusted partners.

Curious about UpLink, DataSnipper’s AI-powered PBC portal? Check out our Introducing UpLink on-demand webinar.