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Why Onvio Isn't Your Best FileCabinet CS Replacement: What Tax Pros Need to Know

Why Onvio Isn’t Your Best FileCabinet CS Replacement: What Tax Pros Need to Know

Published: August 7, 2025

Thomson Reuters announced FileCabinet CS will reach end-of-life in 2027, giving accounting and tax pros a pending deadline to find a suitable replacement. For many UltraTax CS users, the natural instinct is to stay within the Thomson Reuters ecosystem and migrate to Onvio.

We get it. Onvio, a cloud-native software that includes document management and a client portal, sure sounds impressive — especially when compared to FileCabinet CS. But real-world experiences from tax professionals who have used Onvio suggest this may not be the best path forward.

The FileCabinet CS Sunset: Why Acting Now Matters

Thomson Reuters has confirmed that support for FileCabinet CS will end in 2027. While that might seem like a distant deadline, experienced tax professionals know that waiting until the last minute is a recipe for chaos. The limitations of FileCabinet CS are already impacting firms daily:

  • 100GB storage cap limiting client capacity
  • No cloud or mobile access
  • Manual document routing consuming billable hours
  • Outdated security features
  • End-of-life status meaning no new features or support

The Onvio Temptation: Why Staying in the Ecosystem Seems Logical

When faced with replacing FileCabinet CS, many firms naturally consider Onvio as Thomson Reuters’ “next-generation” solution. The reasoning seems sound:

  • It’s part of the same ecosystem
  • Direct integration with other Thomson Reuters tools
  • Cloud-based architecture
  • Marketed as an official FileCabinet CS successor

But the reality of using Onvio tells a different story.

Real-World Onvio Experiences: Lessons from the Field

Sergio Bustamante, founder of MSB Tax & Accounting, experienced firsthand why Onvio isn’t the solution many hope it to be. His firm was growing rapidly through acquisitions, and their document management needs were expanding accordingly. When they onboarded a new book of business, everything in Onvio started breaking down.

“The questionnaire wasn’t working, clients couldn’t access their portals, they couldn’t create accounts. For our growing firm, it was an absolute nightmare. We needed something that could scale with us,” he shared.

The breaking point came when Thomson Reuters accidentally removed all his licenses on March 13th, right in the middle of corporate tax deadline. “I’ll never forget it. It was so frustrating.” Sergio made the unprecedented decision to seek new software during tax season — yes, during the busiest time of year.

Kristie Agar of O’Connor and Agar CPA had similar experiences with Onvio at her previous firm. After years of wrestling with clunky software and poor performance, she was determined to find better solutions when opening her own practice.

Their experience echoes a common theme among Onvio users: the software promises modern functionality but delivers frustrating performance and reliability issues.

The Hidden Costs of Choosing Onvio

  1. Reliability Issues

    Both Sergio and Kristie experienced system outages and functionality breakdowns at critical times. When your document management system fails during tax season, the cost isn’t just frustration…it’s lost revenue and damaged client relationships.

  2. Scalability Problems

    As MSB Tax & Accounting discovered, Onvio struggled to handle their growth. When basic functions like client portal access and questionnaires fail, it signals fundamental scalability issues.

  3. Poor User Experience

    Multiple users report that Onvio’s interface is unintuitive and complex, leading to longer training times and reduced productivity across teams.

  4. Support Challenges

    When critical issues arise, firms need responsive support. The experiences documented show that when problems occur, resolution can be slow or inadequate.

Why Smart Firms Look Beyond the Thomson Reuters Ecosystem

The most successful FileCabinet CS migrations happen when firms evaluate solutions based on their specific needs rather than vendor relationships. Modern document management systems are designed to integrate seamlessly with UltraTax CS, often providing better functionality than legacy systems within the same ecosystem.

The MSB Tax & Accounting Solution

After leaving Onvio, Sergio chose SmartVault and immediately saw improvements: “When we were leaving Onvio, I was worried about how we could make the printing from UltraTax CS as painless as possible because you have to save the tax returns somewhere. What happens if you drop it into the wrong client folder?”

SmartVault’s SmartRouting technology solved this concern by automatically recognizing documents and filing them in the correct client folders. “It works great. It’s like having robots on your team that automatically route documents for you. You don’t have to worry about documents going into the wrong folders.”

The O’Connor and Agar Success Story

Kristie Agar’s experience with SmartVault was transformative: “We don’t waste time hunting documents across different programs, as everything is organized right in SmartVault. I used to have to print returns to a temporary folder, then upload and sort each one. With SmartRouting, I go straight from UltraTax into SmartVault with one click. It’s a huge time-saver.”

She was so impressed that she actively promoted SmartVault at Thomson Reuters’ conferences: “I went to Thomson Reuters’ Synergy conference and told people, ‘You have to check out SmartVault!’ It reduces headaches and works much smoother than other document management systems.”

Making the Right Choice for Your Firm

The FileCabinet CS sunset presents an opportunity to genuinely upgrade your firm’s capabilities rather than simply replacing one inadequate system with another. The experiences of firms like MSB Tax & Accounting and O’Connor and Agar CPA demonstrate that staying within the Thomson Reuters ecosystem isn’t necessarily the safest or most effective choice.

When evaluating alternatives to FileCabinet CS, focus on:

  1. Proven reliability in real-world scenarios
  2. Seamless integration with your existing UltraTax CS workflow
  3. Scalability to support your firm’s growth
  4. User experience that enhances rather than hinders productivity
  5. Support quality when you need help most

Conclusion: Don’t Let Ecosystem Lock-in Limit Your Options

While the instinct to stay within the Thomson Reuters ecosystem is understandable, the real-world experiences of tax professionals suggest that Onvio may not provide the reliable, scalable solution your firm needs. The FileCabinet CS sunset is your opportunity to find a document management system that truly enhances your practice.

The 2027 deadline may seem distant, but the firms that act now will gain years of competitive advantage while others struggle with inadequate systems.

Ready to explore alternatives to both FileCabinet CS and Onvio? Learn how SmartVault helps thousands of UltraTax CS users streamline their document management and client portal needs with proven reliability and seamless integration.