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Creating and Sending an Invite

In this article, we’ll walk you through the process of sending and tracking an Invite, including:

If your Fileinvite Login URL ends in fileinvite.com, please use this knowledge base instead.

Step 1: Configure the Invite and Contacts

Set the Invite Name

At the top of the page, the Invite defaults to Untitled Invite. Click the pencil icon to rename it with an internal identifier that's only visible to your team — borrowers never see this name.

  • Use descriptive names like "Smith Loan - Purchase" or "ABC Company - Equipment Financing"
  • When you load a template, the Invite Name automatically populates with the template name — you can override it at any time

Load a Template (Optional)

Click Load Template at the top of the Create Invite form to open the Templates modal.

  • Browse your available templates using the arrow buttons, or use the search bar to find one by name
  • Select a template card to highlight it, then click Load Template to apply it
  • To combine multiple templates into one Invite, select more than one template card and click Merge Templates

Note: Loading a template will automatically populate the Invite Name with the template name — you can override this at any time.

Add Contacts

Click Add Contacts in the Send to field to open the contact search panel.

The panel has two tabs under ADD BY:

  • Contact — Search for an existing contact by name, email, or company, then select them from the list to add them to the Invite
  • Company — Search for a company to add all associated contacts at once — ideal for organizational invites

If the borrower doesn't exist in your contacts yet, click Create New Contact at the bottom and enter their:

  • First Name
  • Last Name
  • Email
  • Optional: Mobile number (no spaces or dashes) to enable SMS notifications

Enter the Subject Line

Enter a Subject — this is what appears in the recipient's email notification. Limited to 100 characters.

Step 2: Set the Date and Reminders

Set the Date

Click Add date to open the date settings. Choose from two options:

  • Send Now — the Invite is sent immediately; optionally set a Due Date using the date picker, or toggle Due date off to send without one
  • Send Later — schedule the Invite to be sent at a future date and time

Click Apply to confirm your selection.

Configure Reminders

Click View Settings next to Reminders to expand reminder options:

  • Almost Due Reminder: 1 day before due, 2 days before due, Never, or a custom number of days before due
  • Overdue Reminder: Every 2 days, Every 4 days, Never, or a custom interval

Note: A due date must be set for reminders to activate.

Step 3: Assign Roles

Point of Contact

The Point of Contact field is visible to borrowers in the Client Portal as the person they should contact with questions. This defaults to the invite creator.

For more information on roles, see Invite Roles: Point of Contact, Assignee & Watchers.

Assignee, Team, and Watchers

In the row below, you can also set:

  • Assignee: The team member responsible for managing this Invite internally
  • Team: The team with access to this Invite
  • Watchers: Click the + button to add yourself as a watcher, or type to search for other team members to add. To remove a watcher, click the X next to their name.

Step 4: Set Invite Privacy

Click the Privacy button in the top-right corner to open the Invite Privacy modal.

  • General Access: Use the Access Level dropdown to control which users in your organisation can see this Invite by default
  • Current Access: Shows all users currently with access, including the Creator, Point of Contact, and any account-level access
  • Search for specific users or teams to grant additional access

Click Save Changes to confirm.

 

Step 5: Write the Message to Client

In the Message to client area, write context or instructions for your borrower. The message editor supports bold, italic, underline, bullet lists, and hyperlinks.

To add a hyperlink:

  1. Highlight the text you want to link
  2. Click the link icon in the toolbar
  3. Enter the HTTPS URL — only secure links are supported
  4. Links are validated using Google's Safe Browsing API and open in new tabs for borrowers

Messages support up to 10,000 characters.

Step 6: Configure Document Requests

Scroll down to the Requests section:

  1. Add new requests or edit existing ones
  2. Choose Document Upload or Fillable Form as the request type
  3. Use Add Attachment or drag and drop files into each request
  4. Customize the default request name as needed

Bank Statements Request Type

If your account has the Bank Statements add-on enabled, you can also select Bank Statements as a request type. This redirects borrowers to Illion's secure portal to retrieve their bank statements automatically — no manual upload required. Retrieved files are converted to PDF and handled like any other document in the Invite.

See Bank Statements (Illion Integration) for setup and configuration details.

Note: Autosave is enabled — changes are saved in real time, and you'll see confirmation messages that your progress is stored as a draft.

Grouping Document Requests

You can organize document requests into logical groups:

  1. Click Organize Requests
  2. Create and name groups
  3. Drag and drop requests into each group
  4. Reorder groups to control visibility priority
  5. Multi-select and ungroup as needed

This is especially useful for commercial and multi-entity borrowers.

Duplicate Group Functionality:

  • After creating your first request group, click Duplicate Group to copy it
  • The duplicated group will be named "[Original Name] Copy"
  • Modify the duplicated group as needed for similar document requirements

Step 7: Send the Invite

After configuring all sections, click Send Invite in the top-right corner.

Once sent:

  • A success message appears with an option to View Invite
  • You can also Save the request set as a template for future use

View and Manage Invites

Click View Invite to open the Invite Overview Page, where you can:

  • Track recipient activity
  • Monitor document submissions
  • Resend reminders
  • Archive or duplicate invites

Print Invite

Generate a PDF summary of your Invite to share with external partners who cannot access FileInvite directly:

  1. Open your Invite
  2. Click the Print button

The PDF will include contact names, all requests and descriptions, due dates, and branding (if enabled on your account).

Mark as Complete

You can manually mark an Invite as complete without requiring all requests to be accepted:

  1. Navigate to your Invite
  2. Click Mark as Complete

The Invite status changes to Complete. If any changes are made to requests later, the status automatically reverts.

Supported File Types and Sizes

For Invite Creation (App Users)

  • File Requests:
    • Max: 10 documents
    • Max size: 100MB per file
    • Supported types: .pdf, .csv, .doc, .docx, .xls, .xlsx, .ppt, .pptx, .txt, .jpg/.jpeg, .heic, .heif, .png
  • Form Requests:
    • Only PDFs supported
    • Max size: 100MB

For Portal Uploads (End Users)

Same limits and file types apply.

Note: .heic and .heif files must be uploaded from macOS or iOS. Windows users should convert these files (e.g., to .jpg or .png) before uploading.

Additional UI & Functional Improvements

  • ✅ Submit Button Logic: Hidden until at least one file is uploaded — prevents incomplete submissions
  • 📱 Portal Link Notifications: Triggers both email and SMS when sending portal access
  • 📤 Empty Upload Requests: Now supported for workflows that require placeholder requests
  • Enhanced Character Limit: Invite and request messages support up to 10,000 characters

🎉 Your Invite is sent! Track progress from the Invite Overview Page. 🎉