Insta Send is the fastest way to securely send a file to a client. Drop in a document, pick the contact, and Seamlss delivers it through your branded portal so the client can download it without a long email thread, an unsecured attachment or a separate file-sharing link.
Use it for tax returns, BAS lodgements, signed engagement letters, ATO correspondence or any document you need to get to a client quickly and securely.
When to use Insta Send #
- You need to send a client one or more files securely.
- The recipient is already in your Data Centre as a Contact.
- You want a record of when the client opened and downloaded each file.
- You’d rather not send sensitive documents as raw email attachments.
If you need to ask the client for information instead of sending it, use Insta Fetch. For multi-section requests with forms, IDV or engagement letters, use a Client Request.
How to send an Insta Send #
Step 1. Open the request #
Click the + Request button in the top-right of the header and choose Insta Send from the dropdown.
The Insta Send modal opens with the title Insta Send, File Send.
Step 2. Add your contact #
Under Add Contact(s), start typing the contact’s name in the Enter contact name search box. Click a matching contact to add them. The Selected Contacts count updates as you go.
You can add multiple contacts. Each will receive their own copy of the file in their own branded portal.
If a contact doesn’t exist yet, add them in Client Management > Contacts first, then come back and start the Insta Send.
Step 3. Add the document #
In the Downloads section, type a name for the file in the Enter your document title field. This is what the client will see, so use something clear like “2025 Tax Return, Final” rather than a raw filename.
Drag your file into the blue Drop file here to upload area, or click it to browse. The file uploads immediately and shows a progress indicator.
Click + Add Details below the title if you want to add a short description that appears under the file name on the client’s screen.
Need to send more than one file? Click + Add New Download to add another row, or use the Add one document at a time link to bulk-add documents one after another. Drag the handle to reorder, or click the red X to remove a row.
Step 4. (Optional) Edit the title and intro #
By default the request is titled File Send. Click Edit form Title and Description at the top of the modal to give it a more descriptive title and add a short intro that the client will see at the top of their portal page.
Step 5. Set email options #
Scroll to the Email options section.
- Send Email Request to Client (on by default), tick this to email the client a notification with a button that opens the file in their branded Seamlss portal.
- Optional Message, add any extra context, e.g. “Hi Sarah, your final tax return is ready, please review and let me know if you have any questions.”
The email uses the Comms, Request Information template by default.
Prefer to send the link yourself? Untick Send Email Request to Client. Seamlss will still create the request, but no email goes out. After clicking Send, head to Dashboard > All Requests, click the arrow at the start of the request row to expand it, then click the small Copy icon next to the recipient’s email address. The client’s secure portal link is now on your clipboard, ready to paste into your own email, SMS or chat.
Step 6. Send #
Click Send in the bottom-right of the modal. The request is created, the email is sent (if you left that option ticked), and the request is added to the All Requests list with status Requested.
Not ready to send? Click Save as Draft. Drafts appear in the Drafts tab on the All Requests list with an Edit button so you can finish later.
After you hit send #
The contact receives an email from your firm’s branded Seamlss portal. They click through, view the document(s) you’ve sent, and download them. The request status updates on your dashboard as soon as they open and download the file, so you can see exactly what they’ve actioned.
Track every Insta Send from Dashboard > All Requests. Filter by status, expand a row to see who it went to and the per-recipient download progress, or click the three-dot Actions menu on the right to edit, duplicate, cancel and archive, or delete the request.
Related guides #
- How to Use Insta Fetch, for asking quick one-off questions or document requests.
- How to Send a Client Request, for multi-section requests with forms, IDV and engagement letters.
- Understanding the Requests Dashboard, how to track and manage every request.
