Document Management Software for Accountants
Securely request, share, organize, and collaborate on documents across teams and clients, anytime, anywhere in the cloud.
What is a document management system (DMS)?
A document management system, also known as a DMS, is a system that allows you to easily store and access documents. A DMS can range from a portable hard drive to centralized local servers to a cloud-based document management software.
Access, Share, and Secure from Anywhere with Ease
From client source files like W2s and 1099s to critical deliverables like tax returns and financial statements, effortlessly keep it all organized, secure, and accessible.
Make Document Management Simple
Unify your documents in a secure, accessible environment. Enjoy powerful workflow automation, streamline repetitive tasks like PDF forms and engagement letters, and enhance efficiency across teams and clients.
Align Teams and Clients Wherever They Are
Let your team and clients securely access, share, review, complete, and eSign documents 24/7. With the right information always at their fingertips, workflows are more collaborative, efficient, and convenient.
Say “See You Never” to the Paperchase
Say goodbye to the frustration of misplaced documents and lost time. Intelligent search and automated routing make document organization a reality, dramatically reducing dependence on physical paper and making your firm more efficient.
Get Value Right Out of the Box
Built for accounting pros, SmartVault equips you with advanced templates and tools to streamline everything from client engagement to tax processes to document retention and compliance support.
Secure Unlimited Documents – Forever
With unlimited cloud storage and users, you never have to worry about running out of space for all your documents as you take on more business. Each client gets a personalized portal to interact seamlessly with your firm.
Keep Data Safe with Bank-Grade Security
Granular access permissions let you control who can access folders and documents. Advanced security measures like automatic data backup, file versioning, activity tracking, bank-grade encryption, and multi-factor authentication (MFA) also give everyone peace of mind and help you comply with industry regulations.
Frequently Asked Questions
What are the differences between cloud document management and on-premise document management?
An on-premise document management system is hosted by a physical device or a piece of equipment you own. Think of your USB or portable hard drives, personal computers, local servers, or even file cabinets. With on-premise document management systems, your organization maintains ownership of how and where documents are stored, as well as offline management and access.
A cloud-based document management system eliminates the use of a physical device. In this case, the DMS stores documents and files in a hosting environment where a third party is responsible for maintaining safety and physical storage. The users only need is to upload files to the platform with the provider handling the rest. With cloud-based document management systems, your organization benefits from easy set up and maintenance remote access, enhanced data security and compliance, and more predictable costs.
What is a document management system (DMS)?
A document management system, also known as a DMS, is a system that allows you to easily store and access documents. A DMS can range from a portable hard drive to centralized local servers to a cloud-based document management software.
What are the different types of electronic document management systems (EDMs)?
There are four main types of electronic document management (EDM) systems:
- Cloud-based EDMs: Hosted on remote servers and accessed via the internet
- On-premise EDMs: Installed and operated on the company’s local servers
- Hybrid EDMs: Combine elements of both cloud and on-premise solutions
- Database EDMs: Use databases to store and manage document metadata
SmartVault offers a cloud-based EDM solution, providing the benefits of accessibility, scalability, and reduced IT overhead.
What are the differences between the different types of EDMs?
The main differences between EDM types are:
- Cloud-based EDMs offer remote access, automatic updates, and reduced hardware costs.
- On-premise EDMs provide full control over data and customization but require higher upfront costs and ongoing maintenance.
- Hybrid EDMs balance control and flexibility but can be complex to manage.
- Database EDMs excel at organizing large volumes of structured data but may lack advanced document management features.
SmartVault’s cloud-based document management system for accountants combines the benefits of remote accessibility and reduced IT costs with bank-grade security and compliance features, making it ideal for accounting businesses of all sizes.
What does document management software do?
Document management software (also known as a document management system or DMS) allows companies to quickly and easily store, organize, access, and share documents.
Why is a document management system useful?
A DMS gives you and other approved users 24×7 access to your files from wherever you are located. If you use a DMS in the cloud, you can access your system from any internet browser. The DMS also makes it easier to securely share documents with your staff, clients, and third-party contractors. Users you approve, like your employees or clients, can also access and upload documents into your DMS.
What does a DMS control?
Cloud-based document management systems are built with security in mind, so they can encrypt data both during transit and at rest. The DMS lets you control who can access which documents. All data and information are stored and securely backed up.
How do you set up a document management system?
This depends on your unique needs. If you’re switching from a different DMS, you should partner with a vendor who can assist with migrating data, offers onboarding services, and more. This can make your DMS setup seamless.
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
