Online Document Management

Online Demo
Vault Demo - Firm User
Vault Demo - Client User

The Online Document Management System provides clients with 24/7 access to tax returns, financial statements, scanned source documents like W-2's and stock transactions. Clients safely store vital company information like employee data, corporation papers, and legal documents. All files are backed up daily and archived in our secure data-center.

Without a Document Management System, files are duplicated, lost, and deleted without control. Document management establishes organization and consistency over how electronic documents are handled. Version control lets others know which document is the most current. File modification audit trails and email notifications support workteam collaboration and security compliance.

Work From Anywhere
This web-based Document Management System securely stores files and documents online so you and you staff are productive at the office, your client's office, or even from home. The system works great with firms who outsource bookkeeping to stay-at-home moms or even low-cost bookkeepers in India.

Your Clients Want It
Clients often find the idea of reducing the amount of paperwork they have to file away appealing. They like having instant, anytime access to tax returns and financial statement from any location. Once they see how quick and easy it is to view and print their returns, they'll never ask for another paper return again. If you already file your clients' tax returns electronically, you're ready to take the next step and eliminate the client's paper copy as well. Substitute their printed return with a PDF file, accessible online when they need it.

Easy To Use
The familiar user-friendly "Windows Explorer" like interface means your clients and staff members are able to use the system right away, without having to learn a thing. There's no hardware or software to install and the system only takes a couple minutes to setup.

Saves Time
The Online Document Management System makes it easy to find documents across your organization. Instantly find files with a quick word search.

Secure and Compliant
The Online Document Management System allows your firm to stay in Sarbanes-Oxley and Gramm-Leach-Bliley compliance by providing encrypted file access and a highly secure storage environment as well as transaction audit trails and email notifications. Learn more...

Disaster Recovery
Make sure your business is able to run in the event of a natural disaster such as a fire, flood, hurricane or tornado. Your important financial information is securely stored online.

All Types of Documents
Place any file in the Online Document Management System: QuickBooks Backup Files, Microsoft Word Documents, PDF Documents, Excel Spreadsheets, Video Files, Music and Audio Files.

Organized Documents
Organize documents into separate folders. Folders are organized in hierarchy of Cabinets, Folders, Sub-Folders, and Documents.

For Example:

Cabinet (Firm Documents)
    - Folder (Procedures)
            - Sub-Folder (New Clients)
                    - Document (Interview Questions.doc)
                    - Document (Engagement Letter.doc)
                    - Sub Folder (New Client Setup Instructions)
                            - Document (New Client Paperwork.doc)
                            - Document (Add into Tax Software.doc)

Designed Specifically for Accounting Firms
The Online Document Management System is designed specifically for accounting firms. It's tailored to your firm's needs by providing controlled access to four filing cabinets. Each of these cabinets holds unlimited folders, sub-folders and documents.

The Filing Cabinets and Their Functions...

My Documents
You get your own private "My Documents" filing cabinet to place your working documents, backups, and reference material. There's no limit to the number of folders, sub-folders, and files. It's "locked down" so only you have access to the files in this cabinet. Each employee gets their own private "My Documents" filing cabinet.

Firm Documents
Share documents in the "Firm Documents" filing cabinet. Store private interoffice documents about each client and allow staff to collaborate on client engagements. This cabinet also works well as a central repository for your firm's policies, procedures, and other human resource documents.

Add, edit or remove documents in this filing cabinet without your clients knowledge..

Client Documents
Share files with your clients. Each client gets their own folder which means it's easy to stay organized. Store your clients' tax returns, financial statements, and workpapers.

You and your staff have access to all the separate client folders. Your clients only see their own folder. Let them upload, download, print, modify, organize, or remove any of their documents.

Public Documents
Everyone with a portal account is able to read, print, and download documents in the "Public Documents" filing cabinet. You and your staff members have the ability to add, modify, and remove these files. Post general workpaper forms and other questionnaires clients print and complete.