Document Management System Software for Accounting Firms

A document management system is a must have solution for any accounting firm these days! Most accountancy practices are well versed with digital accounting software solutions. An accountancy firm is likely to use more than one solution to manage the various accountancy tasks such as accounts production, bookkeeping and tax etc., and each of these...

Document Management System Software for Accounting Firms
Document Management System Software for Accounting Firms

A document management system is a must have solution for any accounting firm these days! Most accountancy practices are well versed with digital accounting software solutions. An accountancy firm is likely to use more than one solution to manage the various accountancy tasks such as accounts production, bookkeeping and tax etc., and each of these systems will produce many different kinds of reports! These reports and the working papers accountants create and use on an ongoing basis need to be managed! How do you manage the creation and storage of so many documents? Remember, it is not only your reports and working papers! There will be letters of agreement, general email correspondence, client documents and so on! Your team members will also be saving documents too and probably in different storage locations, and in their own filing structures, making important documents even more difficult to locate. Email silos can also cause a real management issues, where email correspondence is hidden away and not visible or accessible to anyone else! All these issues will create unnecessary pressure especially when working to short deadlines, or not being able to find the right document when speaking with a customer on the phone!

We all know organising and tidying information is a hassle, tedious and can require a lot of team work and other valuable resources that would be better invested in more other profitable tasks. There has to be a better way to manage electronic documents!

A Document management system can fully automate the filing procedure and make retrieving documents as easy as a Google Search. Just enter a client name ‘et VOILA’, all the documents saved by any user in your Practice against that chosen client name is displayed. Take this to the next level with Docusoft’s powerful search application and you can search for documents based on the client name and also use other criteria such as date, description of the document, a filing section it belongs to like ‘Tax’ for instance. Document management systems are no longer just about storing and retrieving documents, they have evolved and developed features that can make your life so much easier:

• Automatically save emails from your inbox to your DMS system without having to even open your mail software.
• Integrate with your accounting software to store reports and update your client details (check with us if we support integration with your accounting software)
• Display documents from Docusoft in your accounting software
• Tools to help you improve efficiency of scanning and storing documents.
• Send documents to your clients securely using the integrated Client Portal
• Check documents and client info from a mobile app
• Create text documents and spreadsheets

Our cloud based DMS becomes your cloud storage solution so you do not have to worry about maintaining and supporting existing server-based IT infrastructure or investing in it further! As a consequence of being could-based, a powerful, feature rich solution like Docusoft is now made even more accessible to smaller practices and sole traders. You are no longer restricted to where or how you access your documents! You are no longer restricted by the effects of VPNs on connection speeds and application performance! With Docusoft you can access your business documents and information anywhere: at home, on the road, at your client’s place or even on the beach! All you need is a laptop or a smartphone with good internet connection and you can virtually carry your entire office cabinet with you wherever you go.

Following are some frequently asked questions:

  1. “Can I create a filing structure that matches how I currently organise and store my documents?”
    We understand every firm has their unique way of organising documents, so we can customise your system to match your existing filing structure.
  2. “Will I have to save all our existing documents to the cloud manually?”
    As long as you can provide us with a clear definition of your current filing structure, we can upload documents for you so you are able to access an archive of this practice data.
  3. “Can we switch to Docusoft easily from our existing document management solution?”
    Absolutely, we can transfer your documents from most alternative DMS systems.
  4. “I like the idea but not sure if it would work for us”
    Talk to us for a free demo and a arrange trial so you can see for yourself how easily our system can improve efficiency.

In summary; a document management system is essential for accounting firms of all sizes and now with cloud-based DMS, Docusoft CloudFiler makes this a very affordable solution. The Docusoft system can be customised to meet your needs and will integrate with existing accounting solutions in use. Docusoft is highly flexible and includes an integrated Secured Client Portal for encrypted document delivery and also offers a Practice Manager system, with features to help manage client information and data, task management and time recording.