FAQs – Lacerte & ProSeries

General

Why SmartVault?

With SmartVault, you get a document management system that’s integrated with Lacerte and ProSeries, as well as an award-winning client portal to securely and simply share files with your clients – all in one solution, designed from the ground up to meet the unique needs of accounting professionals. SmartVault’s mission is to save you time, streamline your document workflow, and help extend the value of your service to your clients.

What are the advantages of cloud storage over local storage?

Cloud storage gives you several benefits over storing files locally including:

  • continuous off-site backups of your documents
  • access files from any computer, web browser, or mobile device
  • the ability to securely share files with clients and employees outside your office
  • lowering software, hardware, maintenance and management costs

How can SmartVault improve my security?

SmartVault has a team of certified security professionals that manage all aspects of securing your data. From physical security, to backups, to protecting against Internet security threats. We have to support systems that are compliant with a wide range of industries and regulations, including the Internal Revenue Code, PCI and HIPAA, to name a few. We know maintaining a high level of protection is vital to our business, and we can spread the costs over thousands of customers. Most firms can’t afford to, and don’t have the expertise to, provide this level of security for their IT systems. For a detailed and transparent description of SmartVault’s security practices, visit our Security Page.

Why is a client portal better than sending encrypted PDF files?

A client portal gives you all the benefits of encryption without the problems and complexity associated with encrypting files. Managing the passwords used to encrypt files can be a chore and security problem in itself. With SmartVault, you send secure links to your client, who just needs to remember one password to access files in their client portal. If your client forgets their password, they can easily and securely reset their password – which is impossible to do with an encrypted file. Plus, a client portal can be custom-branded with your firms logo and color scheme to improve the professionalism of your firm. A client portal can also be used for your clients to securely send documents to you, improving workflow for you and security for your client.

How can I learn more?

You can learn more at SmartVault for Lacerte or SmartVault for ProSeries. From there you can see features, pricing, watch a demo, or start a free trial. And SmartVault is available 8am to 6pm central time (with extended hours during tax season) at our toll free number at the top of this page, or email us at sales@smartvault.com.

Lacerte/ProSeries DMS

I’m a current DMS customer, what are the advantages of transitioning to SmartVault?

SmartVault is the only integrated document management system for Lacerte and ProSeries, so accountants can use SmartVault to print tax returns, organizers and other documents directly from Lacerte to SmartVault, just as customers do now with DMS. However, Intuit chose SmartVault as its document management partner because of the additional features SmartVault provides to deliver a more automated, more scalable and more efficient tax prep workflow for accountants. With the SmartVault Connected Desktop, you can easily store, organize, search and retrieve client information in a simple to use interface, designed and optimized to handle your day-to-day document workflow. It’s familiar user interface will help your staff transition easily and with very little training.

Can I print to both DMS and SmartVault?

Yes. In an effort to give customers more time to transition to SmartVault, Intuit has extended Lacerte DMS and ProSeries DMS print integration for Tax Year 2014, and is providing customers the ability within Lacerte or ProSeries to print directly to both DMS and SmartVault. Intuit has no plans to provide future DMS updates beyond Tax Year 2014.

When should I transition to SmartVault?

We recommend that you start to migrate this tax season. Even if you don’t want to migrate all of your current DMS files right away, you can start using SmartVault with a subset of your clients in TY14, and have the time you need to transition the rest of your clients next year.

Is there some way I can migrate my documents out of Lacerte DMS or ProSeries DMS to SmartVault?

Yes. You can migrate documents stored in Lacerte or ProSeries DMS to SmartVault. The migration functionality includes:

  • Fully automated solution, no multi-step export / import process.
  • Documents as well as all meta-data will be migrated from DMS to SmartVault.
  • SmartVault will preserve the relationship between clients and engagements in DMS and will be able to correlate those with both Lacerte and ProSeries. Further, this will include the ability to correlate clients across multiple DMS databases if you have split out DMS databases by tax year, etc.
  • There will be free group training to assist with the migration process.

To learn more visit, Getting Started with DMS Migration. SmartVault also offers a Quick Start Servicethat is designed to accelerate your SmartVault training and implementation.

Does migrating my files to SmartVault delete them from DMS?

No. The migration to SmartVault is non-destructive and does not make any changes to your DMS data or files in DMS.

Will SmartVault support all of the features I use in DMS?

SmartVault supports most, if not all, of the features DMS users currently rely on including; support for watermarks in PDF files when printing to SmartVault, the ability to bookmark PDF files, as well as support for more document types to be printed directly to SmartVault. For a complete list of the updates we have made to SmartVault, visit our Latest Release Announcements. Also, visit What We’re Working On to get an idea of what features will be in upcoming releases.

Can I keep working in DMS during and after migrating my files to SmartVault?

Yes you can. You can keeping working in DMS while the migration is running in the background. At a later date – any time you want – you can re-run the migration and pick up all changes in DMS that have occurred since you started the migration, so SmartVault will pick up the changes and essentially ‘sync’ the changes in DMS up to SmartVault.

Pricing

What is the price?

SmartVault for Intuit Lacerte and ProSeries is $360 for the base plan and $180 per employee per year for additional users. The base plan includes 1 employee user, 500 GB of web storage, automated integration with your tax software (watch the demo!), and unlimited clients – (no additional charge for clients to use the SmartVault portal).

Which plan is right for me?

How much is it to add users to my plan?

The base plan (SmartVault for Lacerte / ProSeries) includes 1 user. Each additional user is $180/year. Please call (866) 674-6785 or email us for volume discounts.

How much is it to add more storage to my plan?

You can add storage in increments of 100 GB or 1,000 GB. Click to view pricing for additional storage.

I have a lot of employees. Do you offer volume discounts?

If you have more than 10 users, please call (866) 674-6785 or email us and we’ll work up a custom quote for you.

I have seasonal employees. Will you offer special pricing for them?

Yes. Seasonal licenses can be purchased for $60 per quarter (3 month increments).

If I’ve paid annually for a user (employee), and that employee leaves before the year is up, will I get a prorated refund?

No. There are no refunds on annual billing.

Can I use the Lacerte or ProSeries integration with the SmartVault Basic, Team or Professional plan?

No. To utilize the integration with Lacerte or ProSeries, you will need to be on either the SmartVault for Lacerte or SmartVault for ProSeries plan.

Security & Compliance

Are my documents secure in SmartVault?

Your documents are very secure with SmartVault. Focus on security and compliance goes into everything we do, from our data center, to our customer service team, and, into the design of every feature that goes into our product. Your files are encrypted using industry standard encryption, both in transit and at rest, and stored in a SSAE 16 audited data center, with a dedicated staff working 24×7 to protect your data. Unless you have a 24×7 team of certified security professionals in your IT department, SmartVault would probably be a significant security upgrade for your firm. For a detailed and transparent description of SmartVault’s security practices, visit our Security Page.

How is my data backed up?

With SmartVault, your documents and data are always stored in redundant, replicated storage. After document upload, we store at least 2 separate copies of every document. This ensures availability as well as scalability. In addition, once a day documents are archived onto offline storage. As with live storage, and at least 2 copies exist of all your data and documents in offline storage. This makes at least 4 separate copies of every document (2 onsite and 2 offsite), and each copy is encrypted “at rest” for extra security.For more information on SmartVault’s security practices, visit our Security Page.

Where are your physical servers (data center) located?

SmartVault hosts your data at CyrusOne, in Houston, Texas. CyrusOne is a top-tier, SSAE 16 audited data center. More information on CyrusOne’s security can be found at http://www.cyrusone.com. SmartVault will be adding a second data center in 2014.

We currently use SmartVault, how will this integrate with what we already have?

If you are currently on one of SmartVault’s Accountants plans (Solo or Team Accountant), contact support@smartvault.com and they will work with you to provision your account with the Lacerte/ProSeries integration.  If you are on one of SmartVault’s other plans (Individual, Basic, Team or Professional), you will need to upgrade to either SmartVault for Lacerte or SmartVault for ProSeries to get the integration. The integration with Lacerte and ProSeries will work hand-in-hand with other integrations you might be using in SmartVault, including QuickBooks, QuickBooks Online, Outlook, and all other 3rd-party integrations. You can find more detailed pricing information for Lacerte here and ProSeries here.

How does SmartVault support the Gramm-Leach-Bliley Act (GLBA)?

SmartVault adds value to your financial services workflow by giving you the ability to store all of your files securely online, access documents when you need them, and safely share files with the right people. It’s easy for you to use with features specifically designed for financial service companies to automate workflow and meet compliance mandates. Although we are not a financial institution, SmartVault has put security processes and protocols in place that make it part of a GLBA compliant solution for financial institutions. Including:

  • Public privacy policy
    • We do not sell or rent your nonpublic personal information or tax information to anyone without your permission.
    • We do not share your personal information with anyone outside of SmartVault for promotional and/or marketing use.
  • SSL encryption for documents in transit – protecting your documents, passwords and interactions with SmartVault from eavesdropping
  • SSAE 16 Data Center – with Service Auditor’s report available
  • Document access via authenticated login – files are only accessible to users of the service (no anonymous sharing of files)
  • Activity Logs – complete audit history of who accessed and/or modified documents stored in SmartVault
  • Granular access – ability to grant access to specific folders

Keep in mind that GLBA compliance is a financial institution obligation, not a technical specification. So when we say that SmartVault supports a GLBA compliant workflow, what we mean is that our service gives you the tools that financial institutions need in order to work in a GLBA-compliant fashion.

How does SmartVault support FINRA compliance?

SmartVault can be part of your company’s FINRA compliant solution. Regulation 4370 (c)(1) addresses data back-up and recovery of electronic records. Your documents and metadata are always stored in redundant, replicated storage. After document upload, we store at least two copies of your documents. This ensures availability as well as scalability. Further, once a day documents are archived onto offline storage. As with live storage, at least two copies exist of your metadata as well as documents. Therefore SmartVault maintains four copies of your documents and metadata — two onsite and two offsite to ensure data accessibility and data recover ability.

Features

I don’t want cloud storage, is there a local storage option?

SmartVault is designed to work in the cloud, so it is not possible to work only locally with SmartVault. However with the new SmartVault Connected Desktop, you can easily store, organize, search and retrieve client information. The Connected Desktop gives you a simple, easy to use interface designed to optimize your workflow with the speed and performance of a desktop app. You can easily export and sync clients’ documents to a local or removable disk drive or drag and drop files or entire folder structures directly to (or from) SmartVault.

Can I scan directly into SmartVault?

Yes. And with the new SmartVault Connected Desktop, it is incredibly easy to scan and save source files directly into a client folder. SmartVault works with any TWAIN compatible scanner (most modern scanners are TWAIN). We also offer one touch scanning with Fujitsu ScanSnap, and Canon ImageFORMULA scanners.

Will SmartVault work with the Tax Import service for Lacerte and ProSeries?

Yes, SmartVault is working closely with Intuit to integrate with the Tax Import service. We expect to have more details on this by summer 2015.

Will SmartVault offer support for eSignatures?

Yes, SmartVault is working closely with Intuit and top 3rd party vendors of electronic signature (eSignature) services to deliver this capability for the 2014 tax season.

What about using SmartVault to distribute K-1s?

What a great idea! As you can see from the demo webinar, SmartVault gives you powerful email templates and mail merge capabilities that can be used to distribute tax returns, K-1s, tax planners, newsletters, and more. We will be opening up the email templates and mail merge capabilities for these and other uses. More details will be available over the coming months. If you sign up to see a demo, you will be notified about these and other updates.

We currently use SmartVault, how will this integrate with what we already have?

If you are currently on one of SmartVault’s Accountants plans (Solo or Team Accountant), contact support@smartvault.com and they will work with you to provision your account with the Lacerte/ProSeries integration.  If you are on one of SmartVault’s other plans (Individual, Basic, Team or Professional), you will need to upgrade to either SmartVault for Lacerte or SmartVault for ProSeries to get the integration. The integration with Lacerte and ProSeries will work hand-in-hand with other integrations you might be using in SmartVault, including QuickBooks, QuickBooks Online, Outlook, and all other 3rd-party integrations. You can find more detailed pricing information for Lacerte here and ProSeries here.

Will SmartVault integrate with prior year’s versions of Lacerte and ProSeries?

No, SmartVault will not integrate with Lacerte or ProSeries 2012 or earlier editions, but we will migrate data from prior year’s versions of Lacerte or ProSeries DMS, so all your documents from past years will be preserved.

If I am currently using Lacerte or ProSeries in a hosted environment or Citrix or terminal server environment, will I be able to use the SmartVault integration?

Yes. SmartVault and Intuit worked to deliver this capability for customers The release on November 12, 2014, now supports customers using Lacerte or ProSeries in a hosted environment or a Citrix or terminal server environment.