Attachments stay out of inboxes
Documents arrive in one shared workspace instead of personal mailboxes, Sent folders and chat threads that nobody cleans up.
Document collection
Collect documents from clients, then let them go
Sunset Docs is document collection software for short-lived sensitive files. Clients send IDs, payslips, contracts or bank statements through your upload link or document email address, with no account. Your team reviews watermarked previews, and every file is deleted on the date you set.
No card required. Up to 10 received files.
How it works
From request to deletion
- Share your upload linkPaste the link into your request, print it as a QR code for your counter, or give clients your workspace's document email address. Senders do not need an account.
- Clients upload from any devicePDF, JPG, PNG, HEIC, WebP, AVIF, TIFF, GIF and BMP are accepted. Up to 10 files per submission, 20 MB each and 25 MB in total. Files are checked by content and scanned for malware.
- Your team reviews previewsMembers see watermarked page images in the browser, not the original file. Opens, prints and downloads appear in the activity log.
- Files are deleted on scheduleEach submission gets a deletion date between 1 hour and 90 days, or up to 365 days on Team and Business. You can delete earlier when the work is done.
Previews instead of originals
The browser receives watermarked page images. Original download stays off unless the workspace owner turns it on, and every download is recorded.
Every file has an end date
There is no keep-forever setting. Deletion continues on schedule even if a trial ends, a payment fails or the subscription is cancelled.
Who it is for
Small businesses that need to see a sensitive document for one job and do not want to keep it afterwards. Typical examples are accountants preparing a return, lettings agents checking an applicant, HR teams handling onboarding, insurance brokers, and print shops that receive files to print at the counter.
What these teams have in common is the request: "please send us a copy of your ID and your last three payslips". Without a dedicated tool, those copies land in email attachments, WhatsApp chats and shared drives, and they stay there for years.
How document collection works in practice
A lettings agent needs an ID and proof of income from an applicant. Instead of asking for attachments, the agent sends a short message with the workspace upload link and sets the default deletion date to 30 days.
The applicant opens the link on a phone, takes photos or picks PDFs, adds a name and submits. The agent's team gets a notification that contains no file names or document contents. They open the submission, check the pages as watermarked previews and record their decision in their own system.
If the applicant drops out, the team deletes the submission the same day. If not, Sunset Docs deletes it when the 30 days are up. The activity log keeps track of who opened and printed what.
Email, shared folders and an upload portal compared
| Question | Email attachments | Shared drive folder | Sunset Docs |
|---|---|---|---|
| Where do copies end up? | Sender's Sent folder, your inbox, mail backups | Wherever the folder syncs | One workspace, encrypted at rest |
| Does the browser get the original? | Yes | Yes | No, only watermarked previews by default |
| When is the file deleted? | When someone remembers | When someone remembers | On a fixed date, set on arrival |
| Is access recorded? | Rarely | Depends on the plan and settings | Opens, prints, downloads and deletions |
| Does the sender need an account? | No | Often yes | No |
What it does not do
Sunset Docs is a temporary intake inbox. Be clear about where it stops:
- It is not a document management system, archive or long-term client portal.
- It has no client logins, messaging, e-signature or request checklists.
- It does not verify a sender's identity or whether a document is genuine.
- Watermarks discourage and trace reuse, but anyone who can see a page can still photograph it.
- Deletion covers copies in Sunset Docs. It cannot remove files from a sender's phone or from copies your team downloaded or printed.
- File checks and malware scanning reduce risk but cannot catch every harmful file.
Set-up checklist
Use this list before you send your first upload link:
- Write down which documents the task needs, and remove anything you would only collect "just in case".
- Pick a default deletion date that matches the task, such as 8 hours for printing or 30 days for a rental check.
- Decide whether senders must give an email address or whether it stays optional.
- Decide whether originals may be downloaded, and whether printed copies carry a watermark.
- Invite the people who review documents and ask them to turn on two-step verification.
- Put the link in your request template, website or counter sign.
- Agree where records you are legally required to keep will live, and move them there before the deletion date.
Plans start at EUR 12 a month per workspace with unlimited members, and the 14-day trial needs no card.
Frequently asked questions
Is Sunset Docs a client portal?
It is a client upload portal for intake, not a long-term client portal. Clients cannot log in, browse earlier submissions, message your team or sign documents. If you need those things, use practice software or a document management system and keep Sunset Docs for the sensitive files that should not stay.
Can I send clients a checklist or automatic reminders?
No. Sunset Docs does not build request lists or chase clients. Say what you need in your own message and include the upload link. Senders can add their name or a reference so you can match the submission to the right file.
Can I keep a document longer than 365 days?
No. The maximum is 90 days on Starter and 365 days on Team and Business. If a law or contract requires you to keep a record, the workspace owner can allow original download, which is audited, and you file it in your archive before the deletion date.
What happens to collected files if we stop paying?
New uploads pause, but existing documents keep their deletion dates. Ending a trial, a failed payment or a cancellation never extends how long a file is kept.
Are there documents we should not collect this way?
Yes. By default the service is not meant for health or other special-category data, criminal records, children's data, full card numbers, passwords or private keys. Ask only for the documents the task really needs.
Set up your sensitive document inbox
Start with a document inbox that accepts files through an upload portal or dedicated email address, with automatic deletion for every new submission.
Start 14-day trial