Document management software keeps important files like internal records related to client work organized, secure, and easy to access.
It plays a big role in systematizing your firm — but with so many options out there, how do you pick the right one for you?
In this blog post, I’ve narrowed it down to 13 top picks to help you find the best fit.
Let’s go!
Table of Contents
- Features to Look Out For
- Accounting Document Management Software
- Why Do Accounting Firms Need Document Management Software?
Features to Look Out For
One of the most painful parts of running an accounting firm is chasing clients for documents.
No matter how good you are at your job, it doesn’t help much if your clients aren’t sending you what you need.
You’re often stuck waiting, reminding, and following up. You end up asking the same questions over and over, like:
“Do you have this bank statement?” or
“Can you send that receipt?”
That’s where document management software can really help. These tools make it easier to get the documents you need by offering features like:
- Automated workflows: Set up rules to collect files, get signatures, and approve documents without chasing people.
- Secure cloud storage: Store documents safely online and access them from anywhere.
- Optical Character Recognition (OCR): Turn scanned files and PDFs into searchable documents. Here at Future Firm, we use Dext to collect our team’s invoices, which saves time every month.
- Integration with accounting tools like QuickBooks and Xero: This helps you move data between platforms without copying and pasting, reducing manual input and errors.
- Role-based access controls: If you want to run a modern, secure firm, your system should let only the right people see or edit particular documents.
Accounting Document Management Software
1) Karbon
Karbon is a practice management platform designed specifically for accounting firms, with a number of workflow-integrated document management features.
Key Features
- File sharing: You can upload and share documents directly within a client’s work item, task, or email thread.
- Client upload portal: Clients can securely upload files via Karbon Client Requests, which makes it easier to collect documents without back-and-forth emails.
- Folder creation: Folders within the integrated document management system are auto-created for recurring work items.
- Integrations: Karbon integrates with Google Drive, Dropbox, OneDrive, and SharePoint, allowing you to link or sync documents stored in those platforms.
What Makes It Stand Out
I like Karbon’s Triage feature — it makes it easier to keep track of emails and tasks. Asking clients for documents is also easy with the Gmail integration.
Clients can upload files through the portal, and everything can be managed in one place.
Karbon is one of my Future Firm Accelerate members’ more popular picks, due to its customization and integrations. For instance, here’s a review I saw inside our community forums:
Check out my review of Karbon if you want to find out more about its features.
Pricing
Karbon’s pricing starts at $59/month/user (paid annually), which makes it a good fit for small accounting firms.
2) TaxDome
TaxDome (affiliate link) combines document storage with workflow automation, including signature requests triggered by uploads.
Key Features
- Automove workflows: Jobs move to the next stage automatically when tasks like document uploads or signatures are completed.
- AI document naming: Uploaded files can be renamed and tagged automatically.
- Client portal with mobile access: Clients can upload documents, sign forms, and send messages from desktop or mobile.
- E-signatures: Built-in electronic signature tool for collecting signatures without needing a third-party app.
- Task and job tracking: Create custom pipelines and assign tasks to track work across your team.
What Makes It Stand Out
TaxDome is easy to use for both firms and clients. The setup is simple, the interface is clean, and the client portal works well on both desktop and mobile.
A couple of my Future Firm Accelerate members, like the one below, shared a similar experience.
TaxDome also includes invoicing and payment tools, so you can start automating how you bill clients.
If you’re looking for tools to automate client payments & billing, check out my accounts receivable automation article.
Pricing
Annual pricing starts at $700 per user for the Essentials plan, with seasonal staff available to Pro users at $100/month.
3) SmartVault
SmartVault gives accounting firms a centralized, cloud-based hub for organizing, sharing, and securing client documents.
Key Features
- Secure client portal: Clients can access and share documents through a password-protected, branded portal.
- Custom folder templates: Standardized folder structures can be automatically applied across all client files.
- Integrated e-signatures: Supports electronic signatures through built-in integrations with DocuSign and RightSignature.
- Document versioning and audit trails: Tracks file history, changes, and user activity for compliance and control.
What Makes It Stand Out
SmartVault integrates with well-known tax software like Intuit Lacerte, Intuit apps, Financial Cents, and UltraTax CS.
It enables direct document transfer between platforms, reducing manual work. That makes it a strong fit for firms offering both accounting and tax services.
Pricing
Plans typically start around $35/month/user, with a minimum of 5 users.
4) Revver
Revver combines document organization with automation tools to simplify how firms handle recurring tasks.
Key Features
- Automated workflows: Set up rules to move documents through tasks without manual steps.
- Advanced search: Find files quickly using keywords, full-text search, or filters.
- Collaboration tools: Share documents, collect e-signatures, and work with others in real time.
- Compliance controls: Manage access, track activity, and meet document retention rules.
What Makes It Stand Out
Revver lets you create folder templates that automatically generate when you add a new client. It’s a big time-saver and pairs well with a tiered pricing model.
One of my Future Firm Accelerate members found this feature to be convenient.
Pricing
Specific pricing details are not listed on Revver’s website. You’ll need to connect with them to get information about the cost of its licenses, which are:
- Full: Provides access to all system permissions.
- Essential: Offers a selection of base-level features, which can be customized to include functionalities like file versioning, search capabilities, and workflow approvals.
- Guest: Grants limited access, allowing users to view, download, and upload documents, with certain restrictions.
5) Financial Cents
Financial Cents (affiliate link) is designed to help accounting firms stay on top of client work, communication, and task management.
Key Features
- Task and workflow tracking: Set up templates for recurring work and keep everything on schedule with automated reminders.
- Simple document sharing: Upload files, request documents from clients, and keep everything stored securely in one spot.
- Centralized client info: Keep notes, emails, and documents organized by client so you can find what you need quickly.
- Built-in time tracking: Track hours, log billable work, and sync with QuickBooks.
What Makes It Stand Out
Financial Cents works like automated follow-up software. It keeps client work moving forward without constant chasing. Once set up, it handles reminders and requests on its own.
This has been one of the primary reasons why many, including one of my Future Firm Accelerate members, have picked Financial Cents.
Pricing
Plans start at $69/user when billed monthly.
6) Canopy
Canopy (affiliate link) offers secure storage, organization, and document management — all within a platform designed for accounting and tax workflows.
Key Features
- All your files in one place: Files are stored in one secure, cloud-based location.
- Built-In e-signatures: Send and sign documents without needing extra software.
- Intuitive client access: Clients can upload, download, and sign documents through a portal.
- Activity tracking: Keeps a record of version history and who made changes.
What Makes It Stand Out
Canopy can convert photos of documents into standard PDFs, which makes uploads easier for clients. You can also create to-do lists that show clients exactly which documents they need to send.
Clients might not always remember what you asked for, but they will remember if the process felt confusing or frustrating.
That’s why it’s important to make every step easy on their end.
Find out more about its features by checking out my Canopy review.
Pricing
Canopy starts at $36/month/user.
7) Jetpack Workflow
Jetpack Workflow (JPW) lets you store documents with jobs or tasks, but it doesn’t include a client portal for sharing files.
Key Features
- Job tracking: Set up tasks for each client and track what’s done and what’s not.
- Recurring work: Set tasks to repeat on a schedule so you don’t miss deadlines.
- Team view: See what each team member is working on in one place.
- Document storage: Add files to specific jobs or tasks.
What Makes It Stand Out
Jetpack Workflow lets you organize documents by client and by job, which helps keep things clear when you’re working on multiple projects.
It also tracks versions, so you don’t end up with a bunch of outdated files cluttering things up.
Feel free to visit my detailed Jetpack Workflow review if you want to know more about its features.
Pricing
JPW has 2 pricing plans, starting at $45 per user monthly.
8) SuiteFiles
SuiteFiles centralizes document storage and adds tools for sharing, signing, and collaborating within the cloud.
Key Features
- Client sharing: Send and receive files through a secure client portal.
- Version control: Keeps track of changes so you don’t lose the latest file.
- Office 365 integration: Edit Word, Excel, and other files right inside the system.
What Makes It Stand Out
One thing I like about SuiteFiles is how it handles email management.
It helps you stay on top of follow-ups — whether it’s tax season or time to update your pricing.
You can also use it to guide new clients through onboarding and keep their documents organized right from the start.
If you want to streamline onboarding even further, I break down a 4-step process this podcast episode, including how to cut down on manual back-and-forth and create a smoother client experience.
Pricing
SuiteFiles offers a 14-day free trial. From there, pricing starts at $225 per month, up to 5 users.
9) Content Snare
Content Snare (affiliate link) is a document collection tool that simplifies gathering information from clients with features like structured requests and automated follow-ups.
It’s designed for teams in several industries, including accounting firms, digital agencies, law firms, and higher education.
Key Features
- Reject individual items: Send back just one file or answer with comments, not the whole request.
- Kanban-style tracking: See the progress of each request on a visual board.
- Smart input controls: Set rules for file types, sizes, or text limits to avoid back-and-forth.
- One-click export: Download all approved files in a clean, organized package.
What Makes It Stand Out
Content Snare is built for repeatable work.
You can create templates for things like client onboarding or monthly bank statements, then reuse them with just a few clicks.
Start with ready-made templates or build your own. With integrations, you can even automate when and how they’re sent.
Here’s what one of my Future Firm Accelerate members had to say about Content Snare:
Pricing
Plans start at $45 per month, which allows 2 users and 20 GB of storage.
10) Box.com
Box.com focuses on secure file storage with granular sharing controls and team collaboration built in.
Key Features
- Automation: Set up simple workflows to route documents, send reminders, or trigger tasks automatically.
- File sharing: Share files or folders with others using secure links.
- Collaboration channels: Add comments, assign tasks, and work on documents together.
- Custom permissions: Control who can view, edit, or download each file.
What Makes It Stand Out
The great thing about Box.com is its AI-powered search and OCR make it easy to find things like past tax returns or invoices, even in large file libraries.
You can also automate workflows for approvals and e-signatures, so you spend less time chasing paperwork.
Pricing
Box.com’s Business plan starts at $24/user/month, with a minimum of three users required.
11) Dropbox
Dropbox is a widely-used cloud storage tool with basic features for syncing, sharing, and light collaboration.
Key Features
- Basic permissions: Lets you choose who can view or edit, but with fewer options than some other tools.
- Dropbox Sign: Built-in tool for sending and receiving signed documents.
- Commenting: Add notes or questions directly on documents shared with your team.
- Folder sharing: You can give others access to specific folders or files as needed.
What Makes It Stand Out
Dropbox isn’t built specifically for accounting, but it offers more control over files than tools like Google Workspace.
It can scale better for firms that need stronger file organization, version history, and access controls.
I like its AdminX feature, which lets you manage team settings like limiting how much space members can use. This can help keep things organized and prevent clutter.
Pricing
Dropbox plans start at $11.99/month for a single user. Its most basic plan includes 2 TBs of storage.
12) Microsoft OneDrive
While OneDrive isn’t built specifically for accounting firms, it’s a solid option if you’re already using Microsoft 365 and want reliable file storage and sharing.
Key Features
- Version history: Access older versions of files if something gets changed or deleted.
- Microsoft 365 integration: Open, edit, and save Word, Excel, and other files without leaving the system.
- Syncing: Automatically keeps files up to date across desktop and mobile.
What Makes It Stand Out
For firms already using Microsoft 365, OneDrive keeps file storage, email, and collaboration under one system.
It doesn’t offer client-facing features like portals or upload requests, but it works well for teams that want simple document management without adding more tools to their tech stack.
Pricing
You don’t need to pay for OneDrive unless you need more than 5 GB of storage or access to advanced features. Business paid plans start at $5 per user per month, billed annually.
13) Google Drive
Most firms are already using Google Drive in some way.
It’s easy to use, works across all devices, and makes it easy to store, organize, and share files with your team or clients.
Key Features
- Widespread access: Most people already have a Google account, which makes sharing and collaboration easier for both your team and your clients.
- Built-in eSignatures: You can now request and add eSignatures directly in Google Docs and PDFs, available on select Google Workspace plans.
- Real-time collaboration: Work on Docs, Sheets, and Slides with others at the same time.
- Cloud storage: Save and organize files in folders online.
What Makes It Stand Out
Google Drive is easy to set up, low-cost, and already familiar to most clients and team members, which makes onboarding simple.
It handles day-to-day storage and sharing well, especially for firms that already use Gmail or Google Workspace.
Similar to OneDrive, what it lacks is automation. There’s no built-in way to request documents on a schedule, auto-organize files by client or job, or trigger tasks based on uploads.
For firm owners looking to reduce manual admin work, this can mean more time spent setting up folders and chasing files.
Pricing
Google Drive offers 15 GB of free storage with any Google account.
For additional storage and features, Google Workspace plans are available: Business Starter is $7 per user per month and includes 30 GB of pooled storage per user.
Why Do Accounting Firms Need Document Management Software?
Standardize client communication processes
As I mentioned earlier, document collection is a common pain point, especially during tax season.
The main problem is that clients ignore requests, submit the wrong information, or send everything late. This slows down your entire workflow.
I mentioned this in one of my podcast episodes — if firms could just get the right documents up front, tax season would be a breeze.
Many document management tools help standardize the process and make it easier for clients to know exactly what to send and when.
That being said, document management software is just one piece of the puzzle. How you email clients matters as well.
A lot of firm owners get this wrong by sending long, wordy emails that clients won’t read.
Let’s be honest, most of us stop reading when we see a big block of text. Keeping emails short, clear, and to the point makes a big difference.
You should go for something simple like this:
If you need more help with this, I have dedicated lessons and tax season email templates you can swap inside my online coaching program, Future Firm Accelerate.
Eliminate unnecessary back-and-forths in collaboration
With the right document management system, your team isn’t stuck chasing updates or digging through emails to see what’s been done or not.
Everything’s tracked in one place, so they can quickly spot what’s missing and keep things moving.
For example, here’s how Financial Cents handles it.
Each client task is clearly listed with due dates, reminders, and status tracking.
This kind of overview gives your team instant visibility into what’s been done and what’s still pending, so there’s no need to ask around or dig through email threads.
Free up time for more important work
Time spent following up on missing documents or searching through messy folders is time not spent growing your firm.
Document management tools help by automating reminders, organizing files, and making everything easier to access.
For example, Karbon lets you set Gentle Reminders automatically, so you’re not always glued to your calendar and manually emailing clients.
Implementing Document Management Software For Your Firm
Document management should be a core part of your tech stack — not just something you figure out during tax season.
Look at where the bottlenecks are in your current process, then choose a tool that fits how your team and clients already work.
Now, I would love to hear from you.
Are you already using a document management tool in your firm?
If not, which one from the list are you thinking about trying?
What features are most important to you in a document management tool?
Comment below and let me know. 🙂
