Document Management & Client Portal for Accounting Firms
From client engagement and collecting source docs like W-2s to storing final returns, SmartVault supports your entire document workflow. Securely request, share, organize, and collaborate on documents across teams and clients, anytime, anywhere in the cloud.
Real-World Solutions for Modern Accounting Firms
SmartVault isn't just about storing documents – it's about transforming your tax workflows and operations. SmartVault creates opportunities for efficiency and growth across various aspects of your firm's daily operations.
Streamlined Tax Season and Return Processing
SmartVault automates document organization, sorting client source documents into predefined folders upon upload. From 1040s and 8300s to Schedules A, you can create request lists to automatically request source docs based on client or engagement type. Send clients their tax return to review and eSign, saving the final return in their vault for compliant, long-term storage and easy access. Integration with tax software like UltraTax CS and Intuit products automatically routes completed returns to the correct client folder, reducing manual steps, human errors, and security risks. This comprehensive approach saves hours, reduces risks of misplaced files, and enables proactive follow-ups for smoother workflows.
Efficient Client Onboarding and Management
SmartVault simplifies new client onboarding with templated engagement letters, routing for eSignatures, and secure collection of necessary documentation like SEC Filings through custom intake forms. Clients can access a branded, 24/7 portal to securely view and download important documents. Automatic notifications for new document uploads reduce client inquiries. This streamlined process significantly cuts onboarding time, allowing billable work to start sooner and enhancing overall client service.
Seamless Remote Collaboration and Mobile Productivity
With secure cloud access, team members can review and edit documents in real-time, maintaining a clear audit trail of all changes and ensuring they’re working on the latest version. SmartVault locks files to prevent simultaneous editors. Accountants can review, edit, and share documents from their mobile devices during client meetings or while traveling. This eliminates version control issues, speeds up project completion, and ensures work continues smoothly regardless of team members’ locations or devices.
Comprehensive Document Management and Compliance
SmartVault’s system makes audit preparation stress-free with all client communications, work papers, and final deliverables securely stored and easily searchable. Detailed audit trails and reports can be generated with a few clicks. Built-in security features help meet various regulatory requirements (IRS 4557, Federal Trade Commission, etc.) without additional effort. This ensures readiness for regulatory reviews and simplifies compliance management.
Scalable Practice Growth and Paperless Transition
As firms grow, SmartVault grows with them, offering unlimited storage and client capacity. Standardized folder structures and workflow automations ensure consistency when adding new staff or clients. It supports firms in going 100% paperless, reducing physical storage needs and improving document accessibility. This scalability maintains efficiency as the practice expands – just as Nick Boscia, who doubled his client base while working less hours.
Elevating Client Experience
Clients can securely upload documents, view and download tax returns or financial statements, and collaborate with your team through the 24/7 secure portal. The user-friendly interface enables clients to complete and sign documents electronically, eliminating the need for printing, scanning, or in-person meetings. Automatic notifications keep clients informed of new uploads or pending tasks, reducing back-and-forth communication.
SmartVault-Powered Process Saves Firm $150K Annually
“I implemented SmartVault to ensure our documents are securely backed up and accessible from anywhere. But the real surprise has been the substantial productivity gains. I can quantify the impact: SmartVault has saved our firm $150,000 per year.” – Eric L. Green, Esq. Tax Rep Network,Green & Sklarz LLC
Steal His Workflow for Your Firm
Modern Accountants Need Modern Tools
You built your firm to make a difference – not to be chained to your desk, play phone tag with clients, or worry about being hacked. SmartVault's accounting tech stack was purpose-built to eliminate your challenges so you can scale to your fullest potential.
Old School Struggles
Time Drain and Desk Dependence
Chained to your desk, wasting billable hours on manual data entry and repetitive tasks, often cramming work into nights and weekends just to meet deadlines.
Client Communication Chaos
Playing email ping-pong with clients to gather documents and signatures, leading to frustration, delays, and increased risk of errors or missed information.
Security Concerns and Compliance Nightmares
Juggling paper files, hitting storage limits, and using generic document management solutions all create data security risks and compliance headaches, causing sleepless nights.
SmartVault Modern Solutions
Freedom and Efficiency
Go 100% paperless with 24/7 mobile access, allowing you to work from anywhere. Automate repetitive tasks, use templates, and leverage integrations to get more done in less time, enjoying a better work-life balance.
Streamlined Client Collaboration
Digitize and simplify source document collection with custom request lists, eSignatures, and auto-routing of submitted docs. Provide clients with a secure, self-service portal for 24/7 access and seamless collaboration.
Peace of Mind with Purpose-Built Security
Protect your data with bank-grade security, SOC 2 Type 2 compliance, and unlimited cloud storage. Enjoy a tailor-made solution with 15+ years of accounting industry focus and robust US-based customer support.
Millions of People Rely on SmartVault
SmartVault supports over 3 million users, securely stores over 500 million documents, and has facilitated hundreds of thousands of signatures.
3 Million+
500 Million+
15+ Years
FAQ: Document Management and Client Portals for Accountants
1. What is SmartVault?
SmartVault is a cloud-based document management and client portal platform specifically designed for accounting firms. SmartVault combines the benefits of cloud storage with bank-grade security and compliance features, making it ideal for accounting businesses of all sizes.
2. What are the main features of SmartVault's client portal?
SmartVault’s client portal includes:
- Secure document management (upload, download, and view)
- File sharing between clients and the firm
- Electronic signature capabilities
- Form completion tools
- Task management features
- Customizable branding
- Mobile accessibility
- Robust security measures including multi-factor authentication and data encryption
3. How does SmartVault streamline the tax document workflow?
SmartVault supports the entire tax document process:
- Client Engagement:
Easy creation and sending of quotes, proposals, and engagement letters - Client Onboarding:
Simplified collection of client information and source documents - Document Approval & Storage:
Automatic routing of completed tax returns to correct client folders - Sharing and Storing Tax Returns:
Secure sharing of returns with clients, collecting approvals and payments
4. How does SmartVault enhance data security and compliance?
SmartVault offers bank-grade security and is SOC 2 Type 2 compliant. It provides features such as data encryption, customizable user permissions, comprehensive audit trails, two-factor authentication, and continuous automatic backups.
5. Can SmartVault integrate with other accounting software?
Yes, SmartVault is designed to integrate seamlessly with various business and accounting applications, creating a cohesive tech stack for your practice.
6. How can SmartVault improve an accounting firm's efficiency and profitability?
SmartVault can significantly boost productivity by:
- Automating repetitive tasks
- Providing unlimited cloud storage for scalability
- Enabling work from anywhere with 24/7 mobile access
- Streamlining client collaboration
- Reducing manual data entry and paper-based processes
- Improving document organization and retrieval
- Enhancing security and compliance measures
One firm reports saving up to $150,000 per year by implementing SmartVault in their practice.
7. What kind of source documents can I collect with SmartVault?
SmartVault’s custom request lists are a powerful feature that allows you to create tailored document collection templates for different client types or engagement categories. This means you can automate and standardize your document gathering process, ensuring you receive all necessary source documents from your clients efficiently.
Custom request lists enable you to:
- Create specific lists for different client types (e.g., individuals, small businesses, corporations)
- Tailor requests based on engagement type (e.g., personal tax returns, business tax returns, audits)
- Customize document names and descriptions for clarity
- Set due dates for each requested document
- Easily modify lists as requirements change
Common source documents you can collect using SmartVault’s custom request lists include:
For Individual Tax Clients:
- W-2 forms
- 1099 forms (various types)
- Investment income statements (1099-DIV, 1099-INT)
- Mortgage interest statements (Form 1098)
- Property tax receipts
- Charitable donation receipts
- Medical expense records
- Education expense records (1098-T, 1098-E)
- Self-employment income and expense records
- Retirement account contribution statements
For Small Business Tax Clients:
- Profit and loss statement
- Balance sheet
- Bank statements
- Credit card statements
- Payroll reports
- 1099 forms issued to contractors
- Asset purchase receipts
- Loan documents
- Rent or lease agreements
- Business insurance policies
For Corporate Tax Clients:
- Financial statements (income statement, balance sheet, cash flow statement)
- Fixed asset schedules
- Depreciation schedules
- Corporate tax returns from previous years
- Minutes of board meetings
- Stock transaction records
- Intercompany transaction details
- R&D tax credit documentation
- Transfer pricing documentation
