ProjectSend

ProjectSend is a professional file-sharing solution specifically designed for businesses, agencies, and freelancers who need to securely deliver files to clients. Unlike generic file hosting services, ProjectSend offers client-focused features like individual client accounts, organized file categories, download tracking and notifications, expiration dates, and granular permission controls. Built using PHP and requiring a MySQL/MariaDB database, ProjectSend creates a branded file delivery portal where administrators can upload files and assign them to specific clients, who can then log in to access only their designated content. The platform tracks all downloads, sends automatic email notifications when new files become available, supports file descriptions and categorization, and maintains detailed activity logs for accountability. With its clean, professional interface and extensive customization options, ProjectSend has become the standard solution for creative agencies delivering assets to clients, accounting firms sharing financial documents, legal practices distributing case files, and any organization requiring secure, trackable file delivery beyond simple email attachments or public links.

Common Use Cases

Creative agencies and design studios utilize ProjectSend to deliver client projects, including final assets, mockups, and revisions. They can organize files by project phase, track which team members downloaded which versions, and maintain a complete archive of all deliverables sent to each client over the course of long-term relationships. Accounting and financial services firms deploy ProjectSend to share sensitive financial documents, tax returns, and reports with clients, leveraging the access controls to ensure each client sees only their own confidential information, with download tracking providing proof of delivery for compliance purposes. Legal practices utilize ProjectSend for distributing case documents, contracts, and discovery materials to clients and co-counsel, with the ability to set expiration dates on sensitive materials and receive notifications when recipients access important filings. Marketing and media companies employ ProjectSend to deliver large media files, video content, and campaign assets that exceed email attachment limits, organizing materials by campaign or client and providing clients with a clean branded portal rather than impersonal file-sharing links.

Key Features

• Individual client accounts with unique logins
• File organization by clients and categories
• Download tracking and activity logs
• Email notifications for new uploads
• File expiration dates and access controls
• Public and private file sharing options
• Customizable branding and themes
• Multi-user administration with roles
• File descriptions and metadata
• Bulk file uploads and management
• Client groups for organizational structure
• Activity dashboard and reporting
• Secure password-protected access
• File versioning and replacement

Resource Requirements and Startup Time

ProjectSend is lightweight, needing 256-512 MB RAM for typical use, with the MariaDB database using an extra 256-512 MB. This makes the entire setup ideal for small to medium VPS configurations. Resource usage increases with the number of simultaneous users and file upload/download activity, but for typical small business use, the total memory stays well below 1 GB. Initial startup takes 15-20 seconds as both containers initialize and connect to the database. For the first-time setup, you'll need to complete the web-based installation wizard. Here, you'll configure the database connection (host: mariadb, database: projectsend, user: projectsend, password from deployment variables), create your admin account, and set up basic settings like the site name and email preferences. The data volume stores all uploaded files, so storage requirements depend on your file sharing needs. It's important to provide enough space based on expected usage, as ProjectSend keeps all files indefinitely unless you manually delete them. The application includes configuration options for maximum upload sizes in the PHP settings, with defaults usually around 100-500 MB per file, depending on the PHP configuration.

Security Considerations

This ProjectSend setup exposes the file sharing portal on a random port, and authentication is required for all access. During the initial setup, you'll create an admin account through the installation wizard. Make sure to choose a strong password, as this account has full access to all files and client data. Each client account should also use unique credentials, and ProjectSend supports email-based password resets for user convenience. The MariaDB database uses auto-generated passwords stored in environment variables for both the root account and the projectsend application user. For production use, it's best to place ProjectSend behind a reverse proxy with SSL certificates. This is because file uploads and client credentials are transmitted during use, and confidential documents might be exchanged. When possible, restrict VPS firewall rules to trusted networks. Regularly update both containers to get security patches, and configure appropriate file upload size limits to prevent abuse. The data volume contains all client files, including potentially sensitive documents. Make sure to ensure proper backup procedures and access controls at the system level. ProjectSend logs all user activity, including downloads, which provides audit trails for compliance and security monitoring. Consider setting file expiration dates on sensitive materials to automatically limit access after specific time periods.

Why deploy ProjectSend on Hostinger VPS

Deploying ProjectSend on Hostinger VPS gives you a professional, branded file delivery system under your complete control, eliminating monthly per-user fees from commercial file sharing services while offering superior client-focused features. The persistent VPS storage ensures all your file delivery history, client accounts, and uploaded documents remain accessible indefinitely, creating a permanent archive of all deliverables sent to clients over years of business relationships. With dedicated VPS resources, you control upload size limits, storage capacity, and concurrent user access without artificial restrictions imposed by SaaS platforms. The always-on availability means clients can access their files 24/7 from anywhere, while you maintain complete privacy since all data resides on your infrastructure rather than third-party servers—critical for agencies handling confidential client materials or businesses subject to data residency requirements. Hosting ProjectSend on VPS enables custom branding, theme customization, and integration with your existing infrastructure like SMTP servers for notifications or authentication systems for single sign-on. For growing agencies, the VPS approach scales economically compared to per-client pricing models from commercial alternatives, and you retain ownership of your client relationship data and download analytics. The deployment creates a permanent asset for your business—a professional file delivery portal that enhances your brand and client service while remaining under your control regardless of changes in commercial file sharing market pricing or terms of service.