An accounting firm does not just manage its own documents — it manages the documents of dozens of clients at once, each of which has to stay separate and protected. And that is before the closing season, when everything doubles.
A shared folder lets any staff member see any client's documents. That is not only a confidentiality risk — it also makes it hard to hand a client their complete file when they leave, or to demonstrate that their file was protected.
Printing and scanning multiply in specific weeks of the year. Devices that cope all year fail exactly when they cannot afford to — and emergency service during the season takes days.
E-invoicing has been sorted at most clients, but delivery notes, contracts and statements are still in cabinets. Any review request turns into a search project.
Most firms separate client files with folders and naming. That works until someone opens the wrong folder — and nothing prevents it or records that it happened. Real separation happens at the permission level: a staff member sees only their own clients, and every document opened is logged. It also turns handing over a client's complete file into a single export.
Devices fail under pressure because they run beyond their monthly duty cycle in a few short weeks. The answer is not necessarily a bigger machine — it is knowing your real peak load and sizing for it, with preventive service scheduled before the season rather than after.
Both are possible. Many firms in this sector prefer an on-premises copy for reasons of client confidentiality, and that is fully supported.
No — that belongs with the client's accountant or invoicing provider. We work on the document side: digitising, indexing and providing fast access at review time.
That is exactly what we recommend. Start with one mid-sized client, measure the difference in retrieval time, then expand. Projects that start with the whole firm at once tend to stall.
Talk to us and the ITCO team will recommend the devices and solutions that match your workload and budget.
