Stop emailing sensitive files.
Secure document exchange
A private place for clients to upload and receive sensitive documents, so tax returns, contracts and records don't travel as email attachments.
Price
$695 setup + $35/mo
Fixed and written into your proposal before any work starts. No hourly surprises, no long-term contract.
Add this to a full estimate
What it is
In plain words.
Sensitive documents tend to travel by email attachment: copied, forwarded and left sitting in inboxes for years. This add-on gives your clients a private place to send you files and receive yours, without the attachments.
Files are stored privately, not in a public web folder, and are available only to the person they belong to. You get an alert when something arrives, and clients can see what's been exchanged.
A good fit if
- Accountants, attorneys, financial advisors, insurance agents and consultants who swap sensitive paperwork.
- Healthcare-adjacent businesses that need a safer route than email.
- Anyone who has ever hunted an inbox for 'the file with the signature'.
Probably not for you if
- You rarely exchange documents, or what you exchange isn't sensitive.
- You need regulated health-information handling. See HIPAA-conscious intake forms and tell us what you handle.
We'd rather tell you so than sell you something that doesn't fit.
What you get
Exactly what's included.
Private upload for each client
A page where only that client can send files to you.
Private files for them to download
What you send, available only to the person it belongs to.
Private storage
Files are kept outside the public part of the site.
Alerts when files arrive
So nothing waits unseen.
An activity list
What was sent, by whom and when.
Simple instructions for clients
Short and clear, so they aren't confused.
How it goes
We plan how your clients will get in
A private link or a sign-in, whichever fits your clients.
We build and test the separation
Including trying to see one client's files from another's.
You invite your first clients
And we make sure the first uploads go smoothly.
Why it's worth it
What it does for you.
Documents off email
Fewer sensitive files sitting in inboxes.
One place to look
No more hunting through threads for the right file.
Clear records
You can see what was exchanged and when.
Clients feel looked after
A private upload page is reassuring.
- Email was never designed to hold sensitive documents. This is a purpose-built replacement.
Run your own numbers
Example figures. Change them to yours.
Count the document wrangling. These are example numbers: change them to your own.
Use what you'd pay someone for that hour, or what the hour could earn you.
- Time you get back2.8 hours a month at the rate you entered
- $112
- This add-on's monthly fee
- −$35
Net each month
$77
That would repay the $695 setup in about 9.0 months, and about $924 a year after that.
What this assumes
- The time estimate is yours, not ours: change the numbers until they match your week.
- It doesn't count the risk of sensitive files sitting in inboxes, which is the bigger reason to do it.
The practical bits
What it takes.
What we need from you
- The kinds of documents you exchange and typical file sizes.
- How your clients are most comfortable accessing it.
- How long you want files to stay available.
How long it takes
Usually two to three weeks.
Timelines are typical. The dates for your project go in your proposal.
What the monthly fee covers
The monthly fee covers hosting, secure storage for the files, keeping it updated and secure, and help when you need a change.
Questions
Likely questions, answered.
How is it safer than email?
Files aren't sitting in inboxes or being forwarded, and only the person they belong to can open them. Everything travels over a secure connection.
Does the client need an account?
It depends on what suits your clients. We'll recommend a private link or a sign-in, and explain the trade-offs.
What file types and sizes work?
Common document and image types up to a size limit we set with you. Tell us your typical files.
How long are files kept?
As long as you decide. You choose the retention that fits your practice.
Is it HIPAA-compliant?
No product alone is. If you handle health information, tell us and see HIPAA-conscious intake forms first.
What does Secure document exchange cost?
$695 setup + $35/mo. The price is fixed and written into your proposal before any work starts, so there are no hourly surprises. If you ask for something that isn't in the proposal, we quote that change first and nothing changes until you agree.
Do I own it?
You own what we build for you: the code, the content, and the accounts it runs on (the domain, the hosting account and any service account, such as a payment account, are opened in your name). There is no proprietary platform to be locked into and no cancellation penalty.
Can you add it to the website I already have?
Add-ons are built into a ZONA site. If you already have a site, tell us what it's built with when you get in touch. We'll tell you honestly whether this can be added to it or would work better built into a new one. We'd rather say so than sell you something that doesn't fit.
How do I get started?
Use the button on this page to add it to your project, or send a message. A discovery call takes about fifteen minutes (no pitch deck), and then you get a fixed-price proposal. You'll hear back within one business day.
Is there a long-term contract?
No long-term contracts is our standing rule: care plans are month to month, and any monthly terms for an add-on go in writing in your proposal before you sign anything.