Should you use Gmail to request documents in 2023?
Gmail and FileInvite are both popular solutions for businesses that need to collect and manage documents from their clients. In this guide, we will compare the two platforms and discuss the pros and cons of each, with a focus on why FileInvite is the preferred modern solution for requesting, collecting, and reviewing documents.
TL;DR: FileInvite is a specialized and secure platform for businesses that need to request, collect, and review documents from their clients. In contrast, Gmail is a general-purpose email platform that can be used for document collection, but it does not offer the same level of security and features as FileInvite. FileInvite is the preferred solution for businesses that need to manage their document collection processes effectively and efficiently.
First, let's take a look at Gmail. This popular email platform offers a range of features for managing email communications, including the ability to:
- Create and send messages, organize and search for emails.
- Collaborate with other users.
For businesses that need to collect documents from their clients, Gmail can be a useful tool for sending document requests and following up on those requests via email.
However, there are several drawbacks to using Gmail for document collection. One of the biggest issues is that Gmail is not designed specifically for this purpose, and it can be difficult to manage and track document requests using the platform. Additionally, Gmail does not offer the same level of security and compliance as a dedicated document management platform like FileInvite, which can be a concern for businesses that need to ensure the confidentiality and integrity of their client documents.
In contrast, FileInvite offers a more specialized and secure solution for document collection. The platform is designed specifically for businesses that need to collect documents from their clients, and it offers a range of features that make it easy to do so. For example, FileInvite allows users to create custom document request forms and then share them with their clients via email, making it quick and easy to collect the documents they need.
One of the key advantages of FileInvite is its focus on document collection. Unlike Gmail, which is a general-purpose email platform, FileInvite is specifically designed for businesses that need to collect documents from their clients. This means that the platform offers a range of features and tools that are tailored to this purpose, such as the ability to track the status of document requests, set reminders and deadlines, and generate reports on document collection activity.
FileInvite is a specialized platform for requesting, collecting, reviewing, and handing off documents, but it can be more expensive and less user-friendly than Gmail. For businesses that are not collecting personal information, are on a tight budget, or have little technical expertise, Gmail may be a better option to start out with.
Protect your customer data
Another advantage of FileInvite is its security and compliance features. Unlike Gmail, which does not offer the same level of security and compliance for client documents, FileInvite provides a range of tools and features that ensure the confidentiality and integrity of the documents that are collected. This is particularly important for businesses that need to comply with regulations or industry standards, such as HIPAA or GDPR.
Do business in real-time
In addition to its focus on document collection and its security and compliance features, FileInvite also offers a range of other benefits that make it a good choice for businesses that need to collect documents from their clients.
FileInvite allows users to easily review and approve the documents that are submitted via the FileInvite Portal™, and it offers real-time notifications when documents are submitted or signed. This makes it easy for businesses to stay on top of their document collection processes and ensure that they have the information they need when they need it.
Overall, when it comes to collecting documents from clients, FileInvite offers a more specialized and secure solution than Gmail. Its focus on document collection, security and compliance features, and range of other benefits make it the preferred choice for businesses that need to request, collect, and review documents. Whether you're a small business or a large enterprise, FileInvite is a platform that can help you manage your document collection processes more effectively and efficiently.
Trusted by businesses around the world
"FileInvite has made me much more productive. It keeps all the documents I need precisely where I need them and allows me to create my own templates. Increased productivity. Decreased frustration."
"The amount of time that an employee is required to spend on a case has been reduced by more than eight times."
“Sometimes there is an opportunity to work smarter rather than harder. FileInvite has delivered massive efficiency gains for us. It’s been a huge time saving that we never would have been able to achieve without it."