Register Your Domain

Registering your domain name is a lot easier than you might think. There are a vast number of domain name registrars to choose from but we strongly suggest DomainsforCPAs.com for a number of reasons. It’s cheaper, it’s easier to find tech support when you need it, and your domain name will automatically be directed toward our servers as soon as the purchase is complete. You can begin using your email and website immediately!

1. Once you’re at the Domains for CPAs page, enter your desired domain name. (see below).

2. If the domain name is available you will see a screen such as displayed below. Don’t check any of the other boxes (think of this and the next couple screens as “The Impulse Buying Lane” at the supermarket), just scroll down and click “Continue”.

3. Enter the information necessary to create an account with DomainsforCPAs.com

4. In the next screen, confirm that your contact information is correct and decide how many years you want to register the domain name for, then hit “Continue”. The “auto-renew” protection is already enabled, so you don’t need to manually renew your website each year.

5. On the next screen decide what level security you want for your domain. The Standard level is included for no extra cost and is the basic set-up. Select “Checkout” to continue.

6. This brings you to the Shopping Cart checkout screen. Select your payment method and then select the boxes next to Domain Registration Agreement and Universal Terms of Service. Then click “Continue With Checkout”.

7. Now it’s time to create the login ID and password for you new account. You will probably want to change the numeric user name to one you will more easily remember. In the “Stay Informed” section check yes or no as it applies (examples displayed in the following graphic), and click “Continue With Checkout”.

8. Enter your billing and credit card information, then click “Checkout Now”.

9. You are done, the domain name is yours! Domains for CPAs will send you a confirmation email with your user ID number and your password. Save this information for your files, but there’s no need to sign into your account now. Your domain will automatically be directed toward our nameservers.

How To Set Up Your Online Payment Page

1. Go to PayPal’s Signup Page and click on the Sign Up link on the top of the page.

2. On the next page, Select Business Account then Select the country in which you live then click Continue.

3. You’ll be prompted to select a specific “payment solution” from a drop down menu. Select Website Payments Standard.

4. Over the next several pages you’ll enter your Business Information, PayPal login and password choices, Bank Account verification information and confirm your email address.

Make sure you remember which email address you set as your PayPal login address, you’ll need that in a moment to set up the payment form on your website.

After completing the signup forms, PayPal will ask you to “Set up your payment solution.” You can skip this step, once your Bank information is verified by PayPal, all you need is your email address and your website’s SiteManager will do the rest.

Now login to the Firm Portal and click on Modify Website to bring you to Site Manager. If you don’t know how to login to Portal, Click Here.

When you get into the Site Manager, please click on the Add a Page button on the Site Manager toolbar and select the Pay My Fee page, then click on the Add button.

Now go to Firm Information by clicking the Firm Info button on the Navigation Toolbar. From Firm Info, click the Add-On Tools tab and paste your PayPal Code into the field that says PayPal Code.

Click Save on the bottom of the page. That’s it. A PayPal icon will show up on your page and your Online Payment page complete. Now you’re ready to accept payments.

Portal Help – Managing Accounts

Adding Firm Users (see video below)
Adding Clients (see video below)
Modifying Firm Users
Deleting Firm Users
Modifying Clients
Deleting Clients
Modifying Administrators
Deleting Administrators
Firm Administration
Additional Resources

Modifying Firm Users

Here is a video on how to add firm users:

Here is a video on how to add Client Users:

To modify a Firm User, first log in to the Portal as the Firm Administrator, using your CPASiteSolutions Control Panel Username and Password.

Click on “Add/Modify Firm Users” in the Portal menu.

1. Select a firm user from the drop down menu.
2. Click “Portal Login Information” to edit the firm user’s password.
3. If you have an Online Accounting subscription enter your firm user’s information.
4. Modify the firm user’s access rights.
5. Click save when you are finished.

Deleting Firm Users

To delete a Firm User, first log in to the Portal as the Firm Administrator, using your CPASiteSolutions Control Panel Username and Password.

Click on “Add/Modify Firm User” in the Portal menu.

Select the account to delete from the drop down menu. Click on “Remove this account?” in the Portal menu.

Type “YES” and click “Delete Account”.

Modifying Clients

To modify a Client User, first log in to the Portal as the Firm Administrator, using your CPASiteSolutions Control Panel Username and Password.

Click on “Add/Modify Client Users” in the Portal menu.

1. Select a client from the drop down menu.
2. Click “Portal Login Information” to edit the client’s password.
3. If you have an Online Accounting subscription enter your client’s information.
4. Modify the client’s access rights.
5. Click save when you are finished.

If the client has “Secure File Exchange” access rights you can set what firm user is notified when a client uses the “Secure File Exchange”.

Deleting Clients

To delete a Client User, first log in to the Portal as the Firm Administrator, using your CPASiteSolutions Control Panel Username and Password.

Click on “Add/Modify Client Users” in the Portal menu.

Select the account to delete from the drop down menu. Click on “Remove this account?” in the Portal menu.

Type “YES” and click “Delete Account”.

Modifying Administrators

To modify a Firm Administrator, first log in to the Portal as the Firm Administrator, using your CPASiteSolutions Control Panel Username and Password.

Click on “Add/Modify Administrators” in the Portal menu.

1. Select an administrator from the drop down menu.
2. Click “Portal Login Information” to edit the administrator’s password.
3. If you have an Online Accounting subscription enter your administrator’s information.
4. Modify the administrator’s access rights.
5. Click save when you are finished.

Deleting Administrators

To delete an Administrator, first log in to the Portal as the Firm Administrator, using your CPASiteSolutions Control Panel Username and Password.

Click on “Add/Modify Administrators” in the Portal menu.

Select the account to delete from the drop down menu. Click on “Remove this account?” in the Portal menu.

Type “YES” and click “Delete Account”.

Firm Administration

To modify Firm Administration, first log in to the Portal as the Firm Administrator, using your CPASiteSolutions Control Panel Username and Password.

Click on “Firm Administration” in the Portal menu.

Additional Resources:

QuickSend: The Quickest Way to Receive Client Files Securely

Using the Download All Files Feature

Firm User File Vault Help

Client User File Vault Help

Client Self-Registration

Client Self Registration
How To Verify Client Registration
Default Permissions
Default Notifications
Additional Resources

Client Self Registration

Clients can register themselves via the Client Self-Registration Form. The link to this form can be found
on your Portal Login Panel.

All a client has to do to sign up for Portal access is fill out their contact details and preferred password.

After clicking “Register” they are directed Portal Login Panel, and notified that their request is awaiting verification.

How To Verify Client Registration

Login to the portal as an administrator. The default administrator account is admin@yourdomainname.com and the password you signed up with.

Click on “awaiting verifications“.

Click on the user to verify or delete them from the system.

After clicking “Verify User” click on “Edit Users” to make changes to the client’s contact information, password and access rights.

When you are finished click “Save“.

Default Permissions

If you have a set of Portal applications you would like to be immediatly available to every self-registering client once they’ve been verified, you can easily set it up so you don’t need to manually check off each application in the access rights section.

Start by clicking on “Firm Administration“.

It will default on the “My Account” tab. When you scroll down, you will see the Default Client User Access section just below the Portal Login Information. You can now check off the different application you want to be available by default when a client signs up.

You can also do the same for your Firm Users, whose access rights you can find directly under the clients’ section.

When you are finished click “Save“.

Default Notifications

You can also customize a pre-set email notification for the File Exchange so you don’t need to manually add one in for every client who signs themselves up for the Portal. Everytime a new client registers themselves and you verify them, the firm user of your choice will be set to get notifications of their Secure File Exchange activity.

Start by clicking on “Firm Administration“.

It will default on the “My Account” tab. When you scroll down, you will see the Default Notifications section just below the Default Firm User Access. Select the Firm user of choice from the dropdown menu that appears when you click on the notification box. That user will get emails whenever a new client uploads something to the Secure File Exchange, unless you set them otherwise in the Add/Modify Client Users section.

When you are finished click “Save“.

Additional Resources:

Client User File Vault Help

QuickSend: The Quickest Way to Receive Client Files Securely

Quickbooks–Free Off Site Backup

Free Screen Sharing Makes Helping Your CPA Clients More Efficient

Document Manager (Legacy)

Note: “This section has been discontinued. Please upgrade to the latest version by calling 800-896-4500 or emailing support@cpasitesolutions.com”

Logging into the Document Manager
Managing Client Accounts
Organizing Files in File Cabinets
Creating Folders
Loading Files into Document Manager
Ordering More Storage Space
Downloading Files from Document Manager
Editing File Names and Descriptions
Transferring Accounts From Secure File Exchange

Overview

The online Document Management System provides your clients with 24/7 access to vital company information like employee data, corporation papers, legal documents, tax returns, financial statements, and scanned source documents.

Any file can be placed in the Document Manager, including: extremely large QuickBooks Backup Files, Microsoft Word Documents, PDF Documents, Excel Spreadsheets, Video Files, Music and Audio Files. All files on the Online Document Storage System are backed up daily and archived in our secure data-center.

Logging into the Document Manager

In order to log in to the Document Manager, click the “Login” button on the top of your website. If you don’t see the “login” button, click on the “login” link located on the bottom of your site. If you haven’t setup your portal yet, please see Portal Help.

Now select the “Secure File Exchange” icon from the menu to get into the Document Manager.

Managing Client Accounts

To add clients to the Document Manager, you must first set them up in the Firm Portal. Instructions on how to do so can be found here.

Now let’s say that you want to modify a client in the Document Manager. Click on the “Client Logins” button.

As you can see, the Document Manager provides the client’s name, company, email address and username.

To edit a client’s login information, click the “Edit Login” button, which is the pencil icon on the right side of the table. This brings you to the “Add/Edit Client Login” screen where you can edit the name, company, email address, username and password.

You can also control whether or not the client has access to the Client Interactive Center and if they receive email notifications for Document Manager activity.

Click Save and you’ll be brought back to the “Client Logins” page.

Now let’s go back to the “Client Login” page. Notice the “Active” column on the left side of the table. This indicates whether or not a client has been given access to the Document Manager. In order to enable or disable access to the Document Manager, without deleting a client from the list, simply check/uncheck the “Active” checkbox.

There are two ways to delete a client. You can click the delete button in the “Add/Edit Client Login” screen, or simply click the trashcan icon.

Now let’s say that a client or someone in your firm forgets his/her username or password. Don’t worry about it! All usernames and passwords are stored in “Firm Logins” or “Client Logins”. Simply click the edit icon next to the client and you can view their username and password.

Organizing Files in File Cabinets

You can add, delete, edit, organize and view personal files, firm files, client files and public files. These files are organized on the left side of the screen under the four filing cabinet categories: “My Documents”, “Firm Documents”, “Client Documents” and “Public Documents”. These filing cabinets can hold an unlimited number of folders, subfolders and documents

“My Documents” stores and organizes documents that only the individual staff member logged in can access.

“Firm Documents” stores and organizes documents that are available to your entire firm. This is a great place to post firm procedure documentation and firm-wide notices. Any staff member can add, edit or remove documents in the “Firm Documents” filing cabinet.

“Client Documents” allows each of your staff members to access all documents stored in each of your client’s “My Documents” filing cabinet. If your client wants to share a document with you, they can login to their Document Manager and upload the file. You can then click “Client Documents” and view the file in their respective client folder.

“Public Documents” are documents available to your entire firm and all clients but only the firm’s staff members can add or remove files. This is a great place to post general work-paper forms and other questionnaires that clients can print and complete.

Create a Folder

Let’s start by viewing the files in the “Firm Documents” filing cabinet. Click the “Firm Documents” button on the left side of the window.

Files and folders can be organized by name, description, size or date. In order to add a folder, click the “Create A Folder” button.

A window pops up that asks you to enter the name of the folder and an optional description of the folder. Writing a brief description of the folder’s contents is a helpful way to manage your documents.

Click “Save” and your new folder appears in the list of documents.

Loading Files into Document Manager

Now let’s click the folder and add a file.

Click the browse button and search through your computer until you’ve found the file that you want to add.

Again, you can add a description if you want to further label the file. Once the file you want is selected and you’ve entered a description, click “Upload File”.

As you can see, the file is now uploaded and you can view the name, description, file size, and date last updated.

Ordering More Storage Space

Now let’s say that you want to add a file but your Document Manager is full. In order to request more storage space in the Document Manager, simply click the “Order More Space” button and follow the instructions for requesting more space.

Downloading Files from Document Manager

Downloading files from the Document Manager is as easy as clicking the filename. Once you’ve found the file you want, click it’s name and a window will ask you to select whether you want to Open the File or Save it to Disk.

If you just want to view the file, click “Open With” and choose the appropriate program to view the file. If you want to save the file to your computer, select “Save to Disk”. You will be asked where you want to save the file. Once you have chosen your desired location, click “Save” and a copy of the file is now stored on your computer.

Editing and Deleting Files

If at anytime you want to change the file name or description, click the pencil icon, which is the “Edit File” button.

If a document is outdated or you don’t want it to be viewable anymore, you can delete it by clicking the “Delete a File” button. The “Delete a File” button is a trash can icon, which can be found next to the “Edit File” button.

Transferring Accounts From Secure File Exchange

If you already have accounts managed in Secure File Exchange, you can easily update to Document Manager and transfer the account data. This is done by downloading all of the files in Secure File Exchange to your local computer and then uploading them into Document Manager.

The first step in moving your documents from Secure File Exchange to Document Manager is logging into your Secure File Exchange. Although you may have rearranged the link location, the Secure File Exchange link is generally found under the “Resources” menu on your website.

Enter the administrative username and password. It is important that you log in as the administrator so that you have access to all accounts in your Secure File Exchange.

As you can see, all accounts show up in a list containing each individual file that is stored and organized with Secure File Exchange.

The next step is to download each file onto your computer. In order to download a file, click the “download” button to the left of the file.

Organizing the files might be easier if you create a separate folder on your local computer for each account and then download the files to their respective folder.

Once all files have been downloaded to your computer, it is time to upload the files into the Document Manager.

Create all of the accounts in Document Manager that were contained in Secure File Exchange. Click here for instructions on how to create an account in Document Manager.

Make sure to re-create the usernames and passwords for each account and organize their folders in the proper location. Click here for information pertaining to Document Manager organization.

Now upload the files from your computer into the newly created account folders. Click here for instructions on how to upload files into Document Manager.