How Architects Deliver Files to Clients

Architecture firms share project files -- CAD drawings, Revit models, rendered images, and PDF drawing sets -- that weigh anywhere from 50 MB to several GB. Email bounces anything over 25 MB. WeTransfer links expire in 7 days. Dropbox and Drive require clients to create an account on a third-party platform. A branded client portal with resumable uploads, permanent links, and a download audit trail solves all three at once.

Why email and WeTransfer fall short for architecture firms

Gmail and Google Workspace cap email messages at 25 MB. That is enough for a schematic PDF but not a Revit model, a full rendering set, or a construction document package. WeTransfer Free links expire after 7 days; WeTransfer Pro links after 30. Neither records who downloaded what or when.

The result is a patchwork: one file on WeTransfer, another on a Dropbox link, an email thread chasing the client to download before the link expires. For larger projects with multiple deliveries across design, documentation, and construction phases, that approach breaks down quickly. Clients download outdated revisions, miss updated drawing sets, and call the office to ask if a link is still live. The cost is time -- yours and theirs.

What architecture and engineering firms typically share with clients

A single project involves multiple file types at different stages. Early on, you are sending schematic PDFs and concept images. By construction documents, the package includes large PDF sets, coordinated CAD files, and a BIM model. Here is what typically goes to architecture and engineering clients:

• CAD working files (DWG, DXF): 10 MB to 500 MB per file, shared during design coordination and review
• BIM and Revit models (RVT, IFC): 200 MB to 5 GB or more -- the single largest file type in most practices
• Construction document sets (PDF): 50 MB to 500 MB, the most frequently shared deliverable across the project lifecycle
• Renderings and visualization files (TIFF, PNG): 50 MB to 1 GB per image or set, especially for design presentations to owners
• Permit drawings and schematic PDFs: 5 MB to 100 MB, sent early and often during the approval process

What to look for in a file portal for architecture firms

Most cloud storage tools are built around office documents under 10 MB. Architecture firms need a portal purpose-built for large-file delivery. See how ProjectSend Cloud works for an overview. When evaluating options for your practice, prioritize these features:

• Resumable uploads of at least 5 GB per file: so a Revit export or large rendering package does not fail mid-transfer on a slow connection
• Permanent links that do not expire: so clients can return to drawing sets during construction months later without asking you to re-send
• A per-file download log with timestamps: showing which client account accessed each file and when -- useful for tracking approvals and coordinating with consultants
• Separate client accounts with passwords: so clients do not need to sign up on Dropbox, WeTransfer, or any third-party platform to access your deliverables
• Your firm's branding throughout: not the file-sharing service's logo on every page your client sees
• Version delivery without broken links: the ability to upload a new drawing set for the same project without the client losing access to the previous version

Sharing files with owners, contractors, and consultants

Most architecture projects involve more than just the owner. Contractors, structural engineers, MEP consultants, and inspectors all need access to different drawing sets at different project stages. A client portal lets you create separate accounts for each party, share only the relevant folders, and maintain a single download log across the entire project team. For professional standards on project delivery and documentation, the American Institute of Architects is the primary resource for US-based firms. A client portal keeps the delivery record automatically, attached to each file.

How ProjectSend Cloud handles large architecture files

ProjectSend Cloud is the hosted version of ProjectSend, the open source client portal software (GPLv2 + CLA). The project has logged 2,024 stars on GitHub as of September 2026, with 4.8M+ Docker downloads and 4,000+ active instances worldwide. Every plan supports resumable uploads of 5 GB or more per file. Revit exports, rendering packages, and large PDF drawing sets transfer without timing out and stay accessible for as long as your project is open.

Each client gets their own account in your portal -- not a shared folder in Dropbox or Drive. They see only the files and folders you have shared with them, under your firm's logo. You can revoke access to a specific file or folder without affecting other clients. Every download is logged with a timestamp: you see exactly when the client accessed each drawing. This log is exportable and is useful for demonstrating delivery milestones or documenting that a contractor received the final set before work begins.

Pro plans start at $19/mo and include your own portal with your logo, 25 active client accounts, 100 GB of storage, and 3 staff seats. Business ($49/mo) adds unlimited active client accounts, SSO, and enforced 2FA -- useful for larger practices managing multiple projects simultaneously. See a full comparison at projectsend.cloud/plans.

For more on delivering large files to design and creative clients, see our guides on how to send large files to clients and how to deliver photos to clients. Both address the same core constraints -- upload size, link expiration, and client access on third-party platforms -- from different delivery contexts.

Do clients need to install software or create an account somewhere else?

No. Clients access shared files through a browser -- no app, no plugin, no install required. You add them to your portal and they receive a login they set themselves. They see only what you have shared with them. Clients never pay for access. You manage the entire portal from a single admin view.

Your portal can sit at a custom subdomain with your own domain (coming soon for Pro and Business plans). For clients who ask about data handling -- common from owners and contractors working on institutional or public projects -- encryption is applied in transit and at rest, each download is logged, and files are backed up daily. Browse more guides for design and creative firms in the For agencies & creatives section of the blog.

Already running your own ProjectSend installation?

If your firm already runs the open source ProjectSend on its own server, you are already familiar with the software. ProjectSend Cloud is managed hosting for the same codebase: daily backups, automatic updates, and support are included. Migration from a self-hosted instance is free and takes under 48 hours. The project is open source (GPLv2 + CLA) and available at projectsend.org, maintained by the same team that runs the cloud service. If you ever want to go back to self-hosting, the code is on GitHub and your export is always yours. Self-hosting stays free forever.