7 Best Document Management Software for Accountants in 2024: Simplifying Your Practice

For accounting professionals, managing documents efficiently is critical to running a successful practice. From storing client files to sharing documents securely, document management can make or break an accounting firm's workflow. As methods aim to go paperless, they need solutions to digitize workflows while maintaining organization and compliance.

Document management software provides the answer, allowing accountants to securely store client files, improve productivity, and streamline workflows. Solutions like Datum integrate with accounting software, include robust security features, and enable remote collaboration.

Switching to document management software can elevate accounting practices to new heights of efficiency. Here is an in-depth look at how document management benefits accountants, top software choices, and strategies for transitioning to paperless workflows.

How does document management software benefit accountants?

Document management solutions offer numerous advantages that directly address the pain points of accounting professionals:

Accounting practices handle a high volume of documents from clients, vendors, and more daily. Without a centralized system, these files can become scattered across folders, emails, and paper records. Document management software centralizes all files into an easily searchable, cloud-based repository. Features like optical character recognition make documents text-searchable, while custom workflows route documents to the right staff. This level of automation and organization streamlines document handling

Increasing productivity through document management

Digging through mounds of paperwork is draining and cuts into billable time. Document management software alleviates this through automated workflows and quick searching, allowing accountants to access the exact file needed in seconds. Studies show professionals can regain up to 30% of the time previously spent on document-related tasks. This makes practices more productive.

Securely storing client files with document management software

Protecting sensitive client information is a top priority, and document management solutions enable reliable security. Cloud storage, encryption, access controls, and authentication safeguard client documents. Accountants can also manage security settings and track file access, upholding security standards.

Integrating document management systems with accounting software

Leading solutions like Datum integrate with popular accounting platforms like QuickBooks to enable smooth workflows. This allows seamless document access alongside related accounting tasks without switching between programs. Integrations reduce friction during client onboarding, invoicing, payroll, and more.

Improving document organization in accounting practice

Well-organized records are vital for accountants, and document management excels here. Solutions automatically categorize forms based on rules, ensuring they are in the correct folders.

How to integrate Datum into your accounting practice

Datum is one of the top-rated document management systems for accountants. Here's how firms can incorporate it into their workflows:

Setting up Datum for accountants

The setup process is straightforward. Create a Datum account, configure folders and metadata fields, set permissions, and import existing files. Bulk importing eliminates data entry, while automation handles categorization. The system is ready to use immediately.

Integrating Datum with accounting software such as QuickBooks

Connecting Datum with platforms like QuickBooks Online takes just a few clicks, allowing two-way syncing. Relevant client files automatically sync when accessing their accounting, eliminating searches. This makes customer record-keeping completely holistic.

Features of Datum that benefits the accounting Professionals

Datum offers numerous capabilities tailored to accounting, including batch OCR, automated workflows, access permissions, eSignatures, a client portal, and more. These simplify document handling while upholding security protocols necessary in accounting.

Using Datum to manage client Documents

Client paperwork such as tax documents, financial statements, contracts, and invoices can be securely stored and organized within Datum. Optical character recognition makes them text searchable, while integrations put them at accountants' fingertips in accounting apps. This facilitates real-time access without jeopardizing sensitive data.

Utilizing Datum's Client Portal

The client portal allows clients to securely upload documents to their records on demand. They log in, upload files, and submit them to the firm. The documents sync directly with the correct folders and accounting software. Portals boost convenience for clients while lightening workloads.

Top choices for the best document management software for accountants

With many options on the market, here are top picks for accountants seeking seamless document handling:

7 Best document management systems for accountants in 2024

• Datum - A user-friendly solution. It can be integrated with major accounting platforms. Offers automation, collaboration tools, and more.
• Box - Popular cloud content management solution with robust security and accessibility features.
• NetDocuments - Full-featured document management with built-in OCR, workflow automation, and integrations.
• cabinetDOCUMENTS - Specialized accounting solution with two-way accounting software integration. Includes modules for different accounting needs.
• Thomson Reuters GoFileRoom - Secure cloud solution with audit tools, permissions management, and streamlined collaboration.
• FileCenter DMS - Automates document management, featuring barcode cover sheets for easy scanning/filing.
• EFileCabinet - Offers features like automated indexing, file sharing, remote access, and integration with DMS for accounting.

Datum: The Optimal Document Management Solution for Accountants

Datum offers the ideal document management solution for accounting professionals seeking to optimize workflows. As a revolution in data collection and document management, Datum streamlines processes while ensuring security, accuracy, and efficiency.

This Excel-compatible platform simplifies data entry, guarantees data integrity, and enables custom document workflows - exactly what accountants need. Here's a closer look at how Datum transforms accounting practices.

Streamlining Accounting Workflows with Datum

Datum provides significant workflow improvements for accountants through its intuitive Excel-based templates and seamless integrations.

Simplified Data Collection with Excel Templates

Instead of traditional forms, Datum utilizes Excel-formatted templates familiar to accountants. Data collection and reporting are drag-and-drop simple, saving valuable time.

Easy Integration with Accounting Platforms

Two-way syncing connects Datum directly with accounting software like QuickBooks Online and Sage. Relevant files automatically attach to accounting tasks, eliminating searches.

Mail Merge for Efficient Document Creation

Datum's mail merge functionality effortlessly generates customized documents like invoices and payroll forms using Excel templates and data sources. This automates repetitive tasks.

At-a-Glance Dashboards and Reporting

Robust pivot tables, charts, and visualizations provided in Datum enable data analysis and real-time reporting to keep accountants informed.

Robust Data Protection with Datum

For CPAs, safeguarding sensitive client information is non-negotiable. Datum offers ironclad security and unparalleled accuracy.

End-to-End Encryption for Data Security

Bank-level 256-bit AES encryption protects data in transit and at rest. Remote wipe capabilities add assurance.

Data Validation for Accuracy

Powerful Excel-based rules and formulas validate entries in real-time. Required fields and permissions prevent mistakes.

Role-Based Access and Granular Permissions

Configurable user roles and folder permissions provide total control over document access, upholding security protocols.

Document Protection and Tracking

Password requirements, modification restrictions, and access logs protect documents while supporting audits and compliance.

Optimized Document Management with Datum

Datum centralizes client paperwork and tax documents in an easily accessible, secure cloud repository. The software enhances organization through automation while facilitating collaboration.

Automated Document Filing

Datum instantly files documents in appropriate folders and accounting software based on configurable rules, ensuring accuracy.

Transitioning to Datum's

Accounting firms should proactively drive adoption across their practice to leverage Datum's robust capabilities.

Choose a Phase-Based Rollout Strategy

Gradually rolling out access across service groups allows adjusting to new digital processes while minimizing disruption.

Provide Hands-On Software Training

Walkthroughs and tip sheets bring staff up to speed utilizing Datum's tools to maximize value.

Digitize Existing Records via Bulk Import

Bulk importing and OCR conversion of legacy files populate Datum with historical documentation, priming it for use.

Automate Workflows Right Away

Automations like mail merge slash administrative tasks immediately while increasing efficiency over time through process improvements.

Take Your Accounting Practice to New Heights with Datum

For forward-thinking firms, Datum enables the next evolution of accounting services - streamlined, secure, and accessible from anywhere. The time is now to integrate Datum and transform your document management. Contact Datum to learn more and request a free customized demo.

Document management software for accounting firms: A review

The top document management platforms for accountants include specialized accounting solutions like cabinetDOCUMENTS and general-purpose options like Box which offer robust integrations. Ease of use, security, automation, and integration capabilities should be evaluated when choosing accounting document management software.

Comparing Datum, Thomson Reuters, and other document management solutions

While Thomson Reuters offers strong security and automation, Datum provides superior usability through its intuitive interface and integrations with leading accounting platforms. Datum also includes helpful features like a native mobile app and AI-assisted workflows.

Other leading options have strengths, like NetDocuments' real-time collaboration capabilities. However, Datum's balance of usability and security makes it a top choice. Firms should assess their needs to determine the best fit.

The benefits of cloud-based document management solutions for CPAs

Cloud-based systems offer significant advantages for today's accounting firms. They enable access to files anywhere while providing reliable security and automatic updates. This allows remote collaboration critical for the modern distributed workforce without compromising data protection. Leading solutions have data centers with advanced security standards.