Document Management System Software for Accountants

Accounting businesses qualify as having the heaviest dependency on documentation. Accountants rely on the following types of documents:

1. Financial statements
2. Capital-asset activity
3. Transaction histories
4. Receipts
5. Credit and loans
6. Tax documents
7. Audit reports

To name a few, none of which are centralized. The sheer staggering effort required to centrally digitize all accounting content is the reason document management system software for accountants are so complicated.

Simple and Reliable

For a system to be reliable, it needs to be safe, it needs to be fast, it needs to be efficient and easy to use. In the absence of any on of these features, the entire process falls apart. With a quality Document Management System Software for accountants, you can have all that.

At every month’s closing, all accountants take a deep breath before unveiling an ocean of receipts, invoices, balance sheets, etc. because half the challenge is sorting through all of that. Even if the organizational mechanism is meticulous, an accountant will still need to go over it all.

The simpler thing would be to store the original content in a way that it is immediately accessible come audit time. This helps avoid doubling of efforts in checking lists. With an Optical Character Recognition (OCR) enabled search feature you can use metadata, custom metadata, content, date, etc. to find your files, moreover, you can even search through read-only content such as scanned receipts, images, PDF files. This preserves the original, digitally while making it easy to retrieve whenever needed. It would be even more efficient if such a system could retrieve associated files all at the once, to simplify matters even more.

A Document management system software for accountants needs to be simple enough that if a document needs to be shared with someone, it shouldn’t follow a series of complex back and forth emails between admins, the system should have all the simplicity built in so that you can grant secure access with multiple permissions to different users or user groups.

Also, simplicity is having consistent access no matter where you are. If you are on the go and wish to put some important information up, you should be able to just send it to a dedicated email address and the DMS sorts it out based on the information you shared within the email. The DMS should also be accessible at all times from anywhere. You should be able to access your DMS from any web-enabled device anywhere in the world with equal ease.

Safe Document Management System Software for Accountants

The problem with relying on a physical server is that you still need to physically protect the hardware. Physical hardware is susceptible to damage, loss, theft, or fault that could risk taking everything offline. One way to overcome that is either to invest a fortune on safeguards and creating duplicates (which would then lead to further investments in cyber security).

The other way to overcome that problem is to go with a cloud solution. A cloud solution on an average internet connection in a metropolitan area is practically instantaneous. A DMS has an uptime of 99.97% which is practically infallible. A cloud solution is, most of all, safe from physical damage. Cloud servers are stored in a secure facility designed specifically to protect data against any calamities. With a top-of-the-line cloud solution your content is backed up in 2 separate locations, so you have 3 copies of your data at all times (including any offline copies you’d like to make).

The biggest safety challenge with any operation, especially accounting is when approvals are left up in the air without getting them processed in time. If you have a DMS that can manage permissions for you, preferably by automating them, you can cut down on time spent waiting on human input.

Conclusion

The sum total of the above solution is possible with SharBox’s Document Management System for Accountants. SharBox can also accomplish the following:

• Create approval workflows
• Microsoft Office 365 integration
• Track with audit trails (every collaborator action is logged, also file previews and downloads)
• Share with ‘Preview-Only’ permission when needed, restricting downloading
• Unlimited storage
• File versioning
• File previews
• Reminders
• Metadata and Custom metadata.

Get your 30-Day Subscription to SharBox Today!

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Paperless document management is an essential part of your accounting business but choosing which DMS software provider is the best fit for your company is not an easy task. Trust is a big issue. Plus, you also need document management software for accountants that is fast, reliable, and above all, secure. SharBox provides the best and safest cloud document software available on the market today. Trusted by some of the biggest and best-known companies operating online, we cover all your paperless storage needs while providing a twofold backup system with extreme high-level security protocols for businesses accounting.

Backup x 2

Our cloud storage service provides high-level security for all your paperless documents but that’s NOT all. We understand that sometimes you’ll need hard copies too. SharBox’s double backup allows you to download your files and print off hard copies–any time and anywhere in the world.

Share Your Documents

Sharing documents is a part of your daily routine. We provide secure sharing with multiple permissions so you can allow access to those that really need it and when they need it most.

Catalog Your Files

SharBox’s DMS software allows you to search through your files via appropriate metadata tagging so you can find all the data you need in a matter of seconds, not minutes.

Dedicated E-mail

A world without e-mails has become unimaginable. Our dedicated e-mail service means you’ll never miss those all-important messages containing crucial storage and project related information.

Supervise Your Work

Busy accounting firms like yours invariably experience different workflow levels at different time periods. Our software lets you approve invoices and applications right from within the system and leave comments on the decision. Approve documents and get the approvals on phone or desktop, no matter how busy you and your colleagues get.

Powerful Search and OCR-technology

Search from not only the file name and metadata but the content of your documents — PDFs, MS Office documents or even images that consist of text. You can search and find from them all!

High-Level Security

Discretion and security are probably the two most valued traits in any accounting company. Inadequate security can lead to a loss of clients’ trust. Invariably, it takes your business down a precarious path leading to otherwise avoidable legal difficulties. You won’t have to worry about security, though. SharBox provides a high-level state-of-the-art of security system that requires permission-based encryption to access your documents.

Automatic Notifications

With SharBox’s DMS software you can set up and receive automatic notifications that keep you informed whenever changes are made to your shared files and documents.

Multiple Roles

If you require multiple accounts, no problem! SharBox makes it easy for you to set up as many roles as necessary for all of your document storage needs.

Global Access

Not even super busy accountants like yours are in the office 24/7. SharBox document management system for accountants provides easy access to your documents from anywhere in the world– from all your laptop, tablet, mobile, and desktop devices. Isn’t that awesome?

Register today and get instant access to our Pro Platinum 30 day free trial including:

• Store and manage documents with bank-level encryption
• Create approval workflows
• Track with audit trails (every collaborator action is logged, also file previews and downloads)
• Share with ‘Preview-Only’ permission when needed, restricting downloading
• E-mail attachment box
• Unlimited storage
• File versioning
• File previews
• Reminders
• Metadata

SharBox Document Management System for Accountants has several plans in different price points.

Need More Information?

Drop us a line at info@SharBox.com, or fill in the message box on our contact page. We’ll be more than happy to answer any questions you may have, and provide all the information you need to make the best DMS choice possible.

Get in touch today and find out exactly how SharBox’s tried and trusted Document Management System for Accountants can help your accounting firm operate safely and more efficiently both in the cloud and back on good old terra firma!