Go beyond an online filing with document management software

Document management software has the potential to save a huge amount of time for both you and your clients. Depending on your software, you can:

• Store and launch project-related files instantly, without switching applications
• Share documents digitally and take advantage of digital e-signature functionality
• Organize and store documents in a centralized electronic binder accessible by all valid users
• Use a folder structure customized to your accounting firm’s requirements
• Improve collaboration across departments, branches, states and even international locations
• Keep track of changes to a document and improve workflow across the business

Automation features help to cut down on manual data entry, improve consistency, and take some of the pressure off your employees.

With a document management system, all you need to do is scan the paperwork and let the software take care of:

• Identifying the document
• Naming or renaming the document with a pre-programmed naming convention
• Filing the document correctly in your archive
• Splitting the document into multiple PDFs (if required)
• Publishing the document to a client portal
• Adding the document to your workflow

Our document management solution can even automate aspects of client communication; e.g. emailing your client when a document is uploaded and ready for them to review.

The best document management solutions will feel like a collaboration partner invested in your success. With our solution, your firm can enjoy benefits like:

• A built-in PDF editor
• Training and support throughout implementation
• Features to support workflow e.g. a CRM system

Wherever document sharing is involved, compliance and data security are a top priority – and your document management solution should help you uphold that responsibility.

With our solution, a document management system can support you with:

• Accurate and automated document naming conventions and file management
• User-friendly safety precautions, e.g. requiring additional verification to delete a document
• Providing read-only versions of documents and limiting access to edit-able versions
• Saving “previous” versions of a documents whenever edits are made
• A secure portal to access emails and documents remotely

Your document management software should make it easier for accountants and CPA firms to do what you do best – but it should also improve the experience of your clients.

In an ideal world, your document management system should enable you to:

• Set up a secure self-service portal where your clients can access and edit documents
• Brand your client portal with your firm’s name and logo
• Request documents from clients and design a request list template
• Send automated emails to new clients, onboarding them onto the system