Portals, Forms or Key&Box – How to Choose the Right Method to Collect Client Info 

If your firm still collects sensitive documents by email, you are probably already thinking about alternatives. Maybe you have tried using a shared cloud folder. Maybe your industry software includes a client portal. Maybe you have even built a custom form or upload link. But with so many options, how do you know which tool is right for collecting client data securely? This post walks through the most common methods firms use and helps you decide what actually works—for your team, your clients, and your compliance obligations. 

What Are the Options? 
Most professional services firms collecting documents or personal information are using one of the following: 

Client Portals Often included in practice management tools or accounting software, portals allow clients to log in and upload files. They are secure but often clunky. Clients forget passwords, logins expire, and the experience can feel dated or frustrating. 

Online Forms with File Uploads Platforms like Jotform, Google Forms or Typeform offer a simple way to collect files and details in one place. These are easy to use but rarely offer proper encryption, audit tracking, or expiry. Good for convenience—less good for compliance. 

Shared Cloud Folders Tools like Google Drive or Dropbox are often used by firms looking for a low-effort solution. These are familiar to users but rely heavily on manual setup. You still need to manage folder access, delete files, and follow up with clients manually. 

Email Attachments Still the default in many firms, despite the security risks. Easy for the sender, risky for the recipient. 

Key&Box A secure data request platform designed specifically for small to mid-size professional services firms. Branded, simple, and secure by default, it gives clients a clear, one-step way to share their documents—without logins or inbox risk. 

What to Consider When Choosing a Tool There is no one-size-fits-all answer. The right solution depends on how your firm works and what your clients expect. Here are a few key factors to evaluate: 

How tech-savvy are your clients? If logins or portals slow them down, simplicity matters. 
How sensitive is the data you are collecting? The more personal it is, the higher the bar. 
Do you need audit trails or expiry control? If yes, avoid forms or folders that lack traceability. 
How often do you chase clients for missing documents? Manual follow-ups burn time fast. If you collect documents frequently, need GDPR-compliant workflows, or want a more professional client experience, Key&Box often hits the sweet spot. 

The Real Question Is What You Are Trying to Fix Choosing a tool is not just about security—it is about process. If your team wastes time chasing emails or your clients are confused by outdated systems, then the right tool solves more than just compliance. It creates clarity and builds trust. 

📘 Need a full breakdown of tools, risks and what works best in 2025? 

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