How to collect documents from clients online (without chasing emails)
Collecting documents from clients is one of the most time-consuming parts of running any client-facing business. You send an email asking for files. You wait. You follow up. The client replies with the wrong document. You ask again. Two weeks later you finally have everything - or you don't, and the deadline is tomorrow.
NuDoc fixes this. Instead of managing document collection over email, you send a single secure link. Your client sees exactly what you need, uploads each file directly, and you get notified when everything is in. No accounts, no logins, no confusion. This guide walks you through the entire setup in under five minutes.
What you need before you start
- A NuDoc account (free 14-day trial, no credit card required)
- Your client's name and email address
That's it. NuDoc handles the secure storage, the upload portal, and the reminders.
Step 1 - Create your account
Go to nudoc.io and click Start free trial. You get 14 days on the Agency plan, which includes everything: unlimited requests, templates, team members, and the Zapier integration.
Fill in your name, email, and a password. You're in the dashboard within 30 seconds.
Step 2 - Add your first client
In the left sidebar, click Clients, then Add client.
Enter the client's name and email address. You can also add a phone number if you want to send SMS reminders later. Click Save.
The client appears in your list immediately. You can create as many clients as you need - there is no limit on the free trial.
Step 3 - Create a document request template (optional but recommended)
If you ask different clients for the same documents repeatedly - which most teams do - templates save a significant amount of time.
Go to Templates, then New template. Add the documents you typically request. For example:
- Photo ID
- Proof of address
- Signed contract
- Supporting documents
Give the template a descriptive name, such as "New Client Onboarding" or "Annual Review Pack". Click Save.
You can create as many templates as you need and reuse them across all your clients. When a busy period comes around and you need to send 50 requests at once, templates mean you aren't typing the same list over and over.
Step 4 - Send your first document request
Go to Requests, then New request.
- Select the client you added in Step 2
- Choose a template, or add document items manually if this is a one-off request
- Set a deadline
- Click Send
NuDoc emails your client a secure, unique link. The link is valid for the lifetime of the request - it doesn't expire unless you set a token expiry in your settings. Your client does not need a NuDoc account. They click the link, see the list of documents they need to provide, and upload each file from any device.
Step 5 - Track progress and review documents
Back in your dashboard, the request shows as Sent. As your client uploads files, it moves to In Progress and eventually Completed.
From the request page you can:
- Approve a document - marks it as accepted
- Reject a document with a note explaining what's wrong - your client is notified by email and can re-upload
- Download individual files or the entire package as a zip
NuDoc also sends automatic reminders on your behalf. If your client hasn't uploaded everything by 3 days before the deadline, they get a follow-up email. They get another one on the deadline day itself. You don't need to chase anyone manually unless you want to.
What makes NuDoc different from email
Most firms collect documents by emailing a list of what they need and waiting for replies. This creates several problems:
- Files arrive in different emails, some with wrong names, some in the wrong format
- You lose track of what you have and what's still missing
- Following up means writing individual emails to each client
- Everything is scattered across your inbox with no central view
With NuDoc, every file for a request is in one place, clearly labelled, with a status showing whether it's been reviewed. Your whole team can see the same view. When a client uploads something, you get a notification. When you reject a file, the client gets a notification. There is no back-and-forth email chain to manage.
What to set up next
Once you've sent your first request:
- Enable automatic reminders in Settings - NuDoc follows up with clients automatically so you don't have to
- Add team members under Settings - everyone on your team can see and manage requests
- Connect to your CRM or other tools via the Zapier integration - NuDoc can automatically create a document request when a new client is added in HubSpot, Xero, or any of 7,000+ other apps
Frequently asked questions
Do my clients need to create an account to upload files?
No. Your client clicks the link in their email and uploads directly - no login, no signup. NuDoc is designed to reduce friction for clients who are not technical.
How long does the upload link stay valid?
The link is valid for the lifetime of the request by default. You can set a token expiry in Settings if you want links to expire after a fixed number of days.
What file types can clients upload?
NuDoc accepts PDFs, images (JPG, PNG), and common document formats such as Word and Excel. Files are stored encrypted at rest.
Can I customise the email my client receives?
You can set your business name and logo in Settings. These appear in the client email and on the upload portal, so your clients see your branding rather than a generic NuDoc template.
What happens if my client uploads the wrong file?
Reject the document and add a note explaining what you need. Your client receives an email notification and a link back to the request so they can upload the correct file.
Can I send the same request to multiple clients?
You send one request per client, but you can duplicate a request or use a template to send the same document list to multiple clients quickly.
Is there a limit on file size or storage?
Individual file uploads are capped at 50 MB per file. Total storage depends on your plan. Contact help@nudoc.io if you need higher limits.
What happens when the trial ends?
Your account moves to the free Starter plan. Your data is not deleted. You can upgrade to Agency at any time to re-enable the features you used during the trial.
If you have questions that aren't covered here, the chat in the bottom-right corner connects you directly to the team.