Centralized Document Management and Collaboration

In-Office, Remote? Full-Time or Seasonal? All in Sync
Centralizing documents and standardizing processes let everyone know where to find the documents they need, exactly what step to take next, and where a project is hitting a roadblock.

Book A Demo Watch Now

Keep Teams Aligned, Regardless of Their Location, and Limit Business Disruptions

Streamline workflows, enhance communication, and maintain control over your firm’s sensitive data, all while keeping your team aligned and in sync.

Centralize All Documents

Boost collaboration with documents that are organized and accessible. Check-in/check-out and version tracking ensure your team always works on the current iteration. Organize complex clients in groups to move between related clients quickly.

Stay Informed and Drive Business

Keep team members in the loop on document status, updates, and requests, fostering a collaborative and transparent work environment. If someone calls in sick, another can pick the project up right away, ensuring that nothing falls through the cracks.

Streamlined Workflow Automation

Create predefined workflows for various document processes, such as routing documents through review, approval, and filing stages. This automation reduces manual tasks, minimizes the potential for errors, and ensures that everyone is on the same page, even when working remotely.

Secure Remote Access

Enable your team to securely access and collaborate on documents from anywhere, anytime. Whether working from home, on a client site, or the go, team members can retrieve files, make updates, and collaborate seamlessly without compromising security or data integrity.

Customizable Permissions and Access Controls

Maintain control over your firm's sensitive information with granular permissions and access controls. Assign specific access levels to team members based on their roles and responsibilities, ensuring only authorized individuals can view, edit, or share certain documents or folders.

Audit-Ready Document Management

Maintain detailed audit trails for all document interactions, providing peace of mind and ease during potential audits. Every action, from document uploads to edits and access attempts, is logged and retrievable, ensuring complete transparency and accountability within your team.

Frequently Asked Questions

What is File Sharing?

File sharing refers to the practice of making files available to others, typically over a network or the internet. It allows people to access and distribute digital content, such as documents, images, videos, or other types of files.

How do I know files being shared are safe in transit and storage?

SmartVault employs various security measures to ensure the safety of files during transit and storage:

Encryption: Files are encrypted both in transit (using secure protocols like HTTPS) and at rest (using strong encryption algorithms like AES-256).
Access controls: You can set granular permissions to control who can access, view, edit, or download specific files or folders.
Audit trails: SmartVault maintains detailed audit logs of all file access and activity for monitoring and compliance purposes.
Data centers: Files are stored in secure, redundant data centers with physical and digital security measures in place.
Compliance: SmartVault adheres to industry-standard security and compliance regulations, such as SOC 2, HIPAA, and GDPR.

Can I limit who has access to a document?

Yes, SmartVault allows you to limit access to documents on a per-user or per-group basis. When sharing a file or folder, you can specify the permissions for each recipient, such as:

View only: The recipient can view the file but cannot download, edit, or share it.
Download: The recipient can download the file to their local device.
Edit: The recipient can make changes to the file and upload a new version.
Share: The recipient can share the file with others.

You can also revoke access to shared files or folders at any time, effectively cutting off access for specific users or groups. These access controls help maintain the confidentiality and integrity of your shared files by ensuring that only authorized individuals can access and interact with the content as intended.

What Our Customers Say

I like to focus on the parts of my work that I enjoy - the client interaction and tricky tax problems - not practice analytics. SmartVault has reduced or eliminated a lot of the boring parts of my job - and my heavy duty stapler hardly gets used at all anymore!

Rhee Eliker Owner of Rhee Eliker, CPA, MBT

I would totally recommend SmartVault to other offices. It has so many perks for running an office smoothly - organizing client files, inviting clients to upload, getting notified of uploads. It's the first thing I sign into each morning to start working. SmartVault gets 6 stars out of 5 in my book!

Dania Amezcua One Stop Tax Service & Professional Help

We're now 100% paperless, working 100% in the cloud! SmartVault allowed us to eliminate our server and full-time IT service, saving around $1,500 per month.

Robert Paolini Paolini Financial Group, LLC

As the owner of PK Petrykowski CPA, serving over 220 clients across service businesses and individual tax clients, SmartVault has transformed the way we manage and share sensitive client data. Before SmartVault, we relied solely on email and physical mail, which was costly, inefficient, and less secure. Now, with SmartVault's document management system and client portal, we've eliminated the need for one full-time employee dedicated to sorting paper documents, saving us valuable time and resources.

PK Petrykowski CPA Prudence Petrykowski

I love using SmartVault because it’s so organized and easy to use. SmartVault’s integrated document management system and client portal helps us provide personalized services to our clients, increase client collaboration, and create stability and security in our workflows. I highly recommend SmartVault to other tax and accounting firms that are looking to securely work with clients online.

Diane Curtis Affiliated Financial Services