How FileCollect Works: Send One Link, Get Every Client Document in Your Google Drive

FileCollect is a client document collection tool that lets professionals send one link to their clients, who then upload files against a structured checklist. Every document is automatically named, organised, and delivered directly into the professional's own Google Drive. Clients need no account, no app, and no Google login. Automatic reminders chase until the checklist is complete.

The Problem FileCollect Solves

If you are an accountant, bookkeeper, mortgage broker, or lawyer, you spend a disproportionate amount of time collecting documents from clients. The typical workflow involves sending an email asking for specific files, waiting, sending a reminder, waiting longer, receiving some files scattered across three different email threads, manually downloading them, renaming them from "scan001.pdf" to something useful, and filing them in the right folder.

This process repeats for every client, every engagement, every season. For a firm handling 50 clients during tax season, document collection alone can consume 30 to 40 hours of staff time that should be spent on actual accounting work.

FileCollect replaces this entire process with a single link.

Step by Step: How FileCollect Works

Step 1: Connect Your Google Drive

When you sign up, FileCollect asks you to connect your Google Drive. This is a one-time setup. FileCollect uses Google's drive.file OAuth scope, which is the most restrictive Drive permission available. It means FileCollect can only create and manage the specific "FileCollect" folder it makes in your Drive. It cannot see, modify, or delete any of your existing files or folders.

This is a critical security feature. Your entire Drive is invisible to the application. Only the folder FileCollect creates is accessible.

Step 2: Build a Document Checklist

Create a new request and add the documents you need. Each item on the checklist can be:

• A file upload item: "Photo ID (passport or driving licence)," "Bank statements (last 3 months)," "Signed engagement letter"
• A text question: "What is your National Insurance number?," "Did you have any foreign income this year?"

Mark each item as required or optional. Add a due date and configure automatic reminder frequency (every 3 days, weekly, or custom).

If you collect the same documents regularly (individual tax returns, company accounts, mortgage applications), save the checklist as a template. Next time, select the template and the checklist is pre-populated. You can also customise it per client before sending.

Step 3: Send One Link

FileCollect generates a unique link for each request. Copy it and send it to your client via email, SMS, WhatsApp, or any messaging channel you prefer. The link leads to a clean, mobile-friendly page showing your checklist with your branding.

Step 4: Client Uploads Documents

Your client opens the link on any device. They see the full checklist with clear labels for each document. They tap or click to upload files against each item. The experience is simple enough that clients of any technical ability can complete it.

Key details about the client experience:

• No account needed. The client never has to sign up, log in, or create any kind of account.
• No Google account needed. Even though files land in your Google Drive, the client does not need a Google account.
• No app download. Everything works in the browser, including on mobile.
• Progress is saved. If the client uploads three documents and comes back later, their progress is still there. They can complete the checklist over multiple sessions.
• Multiple file formats. FileCollect accepts PDF, JPG, PNG, HEIC, DOCX, XLSX, CSV, ZIP, and more.

Step 5: Files Land in Your Google Drive

This is the part that changes everything. Every file the client uploads is automatically delivered to your Google Drive and placed in a structured folder:

FileCollect / Maria Alvarez / 01_Engagement-Letter_signed.pdf
FileCollect / Maria Alvarez / 02_Photo-ID_alvarez.jpg
FileCollect / Maria Alvarez / 03_Bank-Statement_march.pdf
FileCollect / Maria Alvarez / 04_W2_2025-acme.pdf

Each file is numbered based on the checklist order, named based on the checklist item, and placed in a client-specific folder. No manual downloading. No renaming. No filing. The documents are ready to use the moment they arrive.

Step 6: Review, Approve, or Reject

When a file arrives, you can review it and take one of two actions:

• Approve: The item is marked as complete. The client sees a green checkmark on their checklist.
• Reject: You add a reason ("This bank statement is from 2024, I need 2025" or "The photo is too blurry to read"). The client receives an automatic email with the reason and a link to re-upload. No manual follow-up from you.

Automatic Reminders

FileCollect sends polite reminder emails to clients who have not completed their checklist. You set the frequency (every 3 days, once a week, or a custom schedule) and the tool handles the rest. Reminders stop automatically when the checklist is 100% complete.

This is the feature that eliminates the chase. Instead of writing individual follow-up emails, the system does it for you, consistently and without you lifting a finger.

Features at a Glance

Security and Privacy

Security is central to how FileCollect is built. Key facts:

• TLS encryption: All uploads are encrypted in transit via TLS 1.2+ with modern cipher suites.
• No permanent file storage: Files are temporarily held on EU-hosted servers (encrypted at rest with AES-256) for up to 24 hours while they are delivered to your Google Drive. After successful delivery, the temporary copy is purged.
• Minimal Drive scope: FileCollect uses the drive.file scope. It can only access the folder it creates. Your existing Drive files are completely invisible.
• GDPR-compliant: EU-hosted infrastructure. DPA included on every plan, including Free.
• No file analysis: FileCollect never reads, analyses, or shares the contents of uploaded files.

For full details, visit the security page.

Who FileCollect Is For

• Accountants and bookkeepers: Collect tax documents, year-end accounts, payroll records, VAT returns. Replace spreadsheet PBC lists with interactive checklists. Read more about PBC list workflows.
• Mortgage brokers: Collect income verification, bank statements, ID documents, and proof of address from applicants.
• Lawyers: Collect case-specific documents, contracts, evidence, and signed agreements from clients.
• Any professional who collects documents from clients: Insurance brokers, HR consultants, immigration advisors, financial planners.

Pricing Summary

FileCollect is built for small firms and solo practitioners. The pricing reflects that:

• Free: 0 EUR. 1 active request, 3 files/month. Permanent, no card required.
• Pro: 19.99 EUR/month (16.58 EUR/month billed annually). Unlimited requests and files.
• Team: 49 EUR/month (40.83 EUR/month billed annually). Everything in Pro plus 3 team seats and shared templates.
• Firm: 99 EUR/month (82.50 EUR/month billed annually). Everything in Team plus 10 seats, API access, audit log, and white-label.

All prices exclude VAT. 7-day free trial on Pro and Team, no credit card required. Cancel anytime. All files already in your Drive stay exactly where they are.

For comparisons with other tools, read our 2026 document collection software buyer's guide or see how FileCollect compares to Content Snare and FileInvite alternatives.