How to Collect Documents From Clients Without a Scanner

To collect documents from clients without a scanner, accept an original digital file or a readable photograph where it suits the request. Give the client one return location, name every required page and check the upload before treating the document as complete.

Collect documents from clients with a phone

Start by deciding what kind of copy you need. A phone photo may work for an ordinary receipt; it does not become an original, certified copy or verified identity document by being uploaded. Follow the requirements for the specific work.

For request design across several kinds of files, use the general file-intake guide. This guide focuses on capturing and reviewing paper.

Explain access before asking for the photo

Droplana gives each client one private, persistent portal for sending documents and receiving files back. Clients do not create accounts or install an app. Strict mode, the default, requires email verification on a new device; a verified browser is remembered for 90 days. A stable portal address is different from a permanent access link, which is available only in Relaxed mode.

Tell the client to open the portal with the email address you have recorded. Explain the verification email in advance. They do not need to create a business account to send you a document.

Choose the source that is easiest to read

Product demonstration with fictional data. The client sees supplied payroll and statement items alongside the missing receipts.

If the client has an original PDF, ask them to use Choose file. Photograph paper with Take Photo when that format is acceptable. The phone's camera or picker opens according to device and browser permissions. If direct capture is unavailable, take a photo separately and upload the saved file.

Illustrative message to copy:

Please send [document] for [period] to [portal link]. Include pages [required pages], including any reverse side with information. The original PDF is preferred if available; clear photos are acceptable for this request. Put each page flat in good light, keep every edge visible and check that the smallest text is readable. Wait for the upload to finish and check the file appears.

Review the pages, not only the check mark

• Compare the upload with the requested document and period.
• Count the pages and check page numbering, reverse sides and attachments where required.
• Open each image at a readable size. Check glare, blur, cut-off edges and rotation.
• If something is wrong, leave a comment on the specific file naming the missing page or unreadable section.

For example: “Page 2 is cut off at the bottom. Please photograph the whole page again and upload it here.” A replacement upload creates another file, so identify which one to use. Droplana does not combine photos into a PDF, clean up edges or verify the document's contents.

If a file does not arrive

Check the portal before retrying, then check the connection, permissions and file size. The business must enable client uploads. Free has a 100 MB per-file ceiling and 2 GB total storage; reaching storage capacity blocks new uploads while existing files remain accessible.

Try one complete document

Free costs €0 and supports 3 clients, 2 GB total storage, files up to 100 MB and one business owner. Each Free file expires 180 days after upload; the client and portal remain. Solo is €19/month or €190/year plus tax, with unlimited clients, 50 GB total storage, 1 GB files and one business seat. Active paid plans have no plan-imposed retention limit, subject to expiry settings, deletion and cancellation.

Compare plans and try the capture, upload and review with one client. The accounting page shows how this fits a repeated document exchange. Keep any required originals and archives through the appropriate process.

Questions before you start

Can clients send photographs instead of scans?

Yes, where a photo is suitable for the request. Ask for readable text, all edges and every required page. A photograph does not satisfy a requirement for an original or certified copy by itself.

Does Droplana combine several photos into a PDF?

No. It receives the uploaded files. It does not merge pages, detect document edges or clean up images.

What is the Free file size limit?

Free accepts files up to 100 MB, within 2 GB of total storage shared across up to 3 clients. Each Free file expires 180 days after upload.