Working with Client Files

Learn how to upload, organize, and share client files. This tutorial covers file management, storage limits, and security notes.

Introduction

Client files let you store important documents like contracts, waivers, medical clearances, before/after photos, and more. Files are organized by client, sent over an encrypted (TLS) connection, and encrypted at rest by our storage provider.

Step 1: Access Client Files

Go to Clients in the sidebar
Click on a client name
Navigate to the Files tab
You'll see all files for this client

Pro Tip: Files that clients upload through an intake form stay with their form submission, in the form's Submissions view.

Step 2: Upload Your First File

On the Files tab, click "Add Attachment"
Select the document type: Contract, ID Card, Receipt, Invoice, Medical, Insurance, Photo or Other
Drag and drop files into the window, or click to select them from your computer

The file uploads over an encrypted (TLS) connection and appears in the client's list.

Pro Tip: Name files descriptively before uploading: "john-smith-waiver-2026-01-15.pdf" is better than "scan001.pdf".

Supported File Types

Documents

PDF: Contracts, waivers, reports (recommended)
DOC/DOCX: Word documents
XLS/XLSX and CSV: Spreadsheets
TXT: Plain text files

Images

JPG/JPEG: Photos, scanned documents
PNG: Screenshots, graphics
WEBP and GIF

File Size Limits

Tier	Total Storage
Free	100 MB
Starter	5 GB
PRO	50 GB
Team	200 GB + 5 GB for each seat after the first

Each client file can be up to 25 MB on every plan. If you need more room, a storage add-on adds space in 25 GB blocks.

Pro Tip: Large scans can often be compressed a lot before you upload them. Save scans as compressed PDFs to stay under the 25 MB file limit.

Organize with Document Types

Each file carries one of these document types, and you can filter a client's files by type (use "All Types" to see everything):

Contract: Service agreements and waivers
ID Card, Insurance and Receipt: Identification, insurance cards, receipts
Invoice: Invoice copies
Medical: Doctor clearances, allergy information, medical history
Photo: Before/after images, progress tracking
Other: Anything else

Security Notes

Files are encrypted at rest by our storage provider. ClientFlow does not apply client-side or end-to-end encryption to uploads.
Files travel over an encrypted (TLS) connection
Only you and team members whose role allows it can open files
Files are private until you switch on "Visible to client" for one; clients only see the files you choose to share
ClientFlow is GDPR-ready and is not HIPAA-certified

Next Steps

Pick a document type for every file - Filter by type for easy searching
Share a file with a client - Switch on "Visible to client" and it appears on the Documents page of their client portal, which they open from a link you share
Keep your own copies - Download important files and store them safely

Careful file management protects your clients and your business.

Read time: ~5 minutes | Difficulty: Beginner