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 can 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 can work just as productively from 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 their tax returns and financial statement from any location. And, 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 an Adobe file that is easily accessible online whenever they need it.

Easy To Use
The familiar user-friendly "Windows Explorer" like interface means your clients and staff members will be able to start using the system right away without having to learn a thing. There's no hardware or software to install and the system only takes a minute or two to setup.

Saves Time
The Online Document Management System makes it easy to find documents across your organization. You can instantly find files with a quick word search and no longer have to waste time looking for documents on someone else's desk.

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
You're business is safe and protected and still able to run in the event of a natural disaster such as a fire, flood, hurricane or tornado because your firm's and client's important client financial information is securely stored online.

All Types of Documents
Any file on a local computer can be placed in the Online Document Management System. Including extremely large QuickBooks Backup Files, Microsoft Word Documents, PDF Documents, Excel Spreadsheets, Video Files, Music and Audio Files.

Organized Documents
Your staff and clients can organize their documents into separately named file folders. The 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. This system is tailored to meet your firm's needs by providing controlled access to four filing cabinets. Each of these cabinets can hold an unlimited number of 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 is no limit to the number of folders, sub-folders, and files you can place in this filing cabinet. This filing cabinet is "locked down" so only you have access to the files in this cabinet. Each of your staff members get their own private "My Documents" filing cabinet as well.

Firm Documents
You and your staff members share documents in the "Firm Documents" filing cabinet. This is a great place to store private interoffice documents about each client and allows your 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.

You and all your staff members can add, edit or remove documents in this filing cabinet, but your clients never see it.

Client Documents
This filing cabinet allows you and your staff the share files with your clients. Each client gets their own folder so keeping files organized is a breeze. This is a great place to 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 where they can upload, download, print, modify, organize, or remove any of their documents.

Public Documents
All of your clients and staff members can read, print, and download documents in the "Public Documents" filing cabinet. But only you and your staff members have the ability to add, modify, and remove these files. This is a great place to post general workpaper forms and other questionnaires that clients can print and complete.