E-mailing accounts to clients

E-mailing accounts to clients

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The general consensus in our office was that accounts would be secure if e-mailed as a PDF file. However, we have since been enlightened that the recipient of the accounts, should they desire and have the inclination, can amend the file.

Is there a way to make them 100% secure. What practises / policies does your firm undertake?

MP

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Teignmouth
By Paul Scholes
31st Jan 2008 22:19

Hold on a mo
The accounts are not our accounts they are the client’s accounts. If I send them to the client and s/he doctors them, even after signing my copy, so what? As someone said they can do it with paper or any sort of e document, they could re-type the lot using my accounts as the template and still send me back my set signed.

With or without a password I can scan a set of accounts and I have the IT to convert it to a text sensitive PDF &/or Word document in minutes and you wouldn’t see any difference, it doesn’t worry me that my client could do the same.

MP as long as you have even an average relationship with your clients there is nothing to worry about. We email 98% of all accounts, tax returns, comps, cover letters, bills etc, all as PDFs and the client prints off the signature pages, signs and returns them. This saves so much time & resource both ends and PDFs look professional.

Go for it, the only loser will be your printer.

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By AnonymousUser
19th Aug 2007 11:22

jc
Fraud: deception deliberately practised with a view to gaining an unlawful or unfair advantage

What advantage is gained by substituting the pages the client was asked to sign, and is purporting to have signed?

In your cheque example, you are gaining the client's money by deception.

Why would I need to reconcile these two completely distinct behaviours?

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By AnonymousUser
17th Aug 2007 18:15

It's even easier than that
When you get the signed version back, throw away all the pages except the signed ones, and replace them with the version you have on file that you sent them originally.

No flashy software needed.

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By User deleted
18th Aug 2007 08:44

Mmmm - fraud ? .....
Arnold - is you suggestion fraud ? The client did not necessarily sign for your replacement pages

How does this reconcile with getting a client to sign a cheque for your fees only for you to change the amount when you receive it

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By RogerNeale
16th Aug 2007 15:37

It's easy. Use Spindle Professional from Draycir.

Sending secure PDF documents by email is easy if you use Spindle Professional from Draycir.

Spindle is a stand-alone document automation system that can operate automatically by using ## codes that are put into your documents, similar to Tobit faxware's @@ commands, or manually.

Although Spindle is generally sold as an add-on for accounts software, Spindle is essentially a software based printer. You can print from any software that uses Windows printing, and choose whether the output is attached to an email, sent by fax or simply printed.
It allows you to dispense with the need for having pre-printed stationery and can save a fortune on postage costs.

Becasue of it's secure PDF attachments, Spindle is approved by HMRC for sending PDF invoices by email.

As you can tell, I am a big fan of Spindle Professional.

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By AnonymousUser
06th Aug 2007 11:44

No way to make 100% secure
I don't think there is any way to make them 100% secure if an individual is determined to change them. Even a paper copy can be amended with some judicious cutting and pasting or scanning and overwriting.

We prefer to see the client to get them to sign a copy of the accounts but will send out by pdf and request a signed copy back. We then have proof of what was sent out but we cannot control what happens afterwards. If you are concerned that doctored copies may be being given to relevant parties (eg banks, finance comanies etc) why not send them copies yourself.

John Perry

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By User deleted
06th Aug 2007 12:25

Password protect
It is possible to protect pdf's with a password. One of the options is to protect the file against alteration, although you can alter it if you know the password.

You can't even print the pdf to another pdf which is editable.

I think that's pretty secure, depending on security of the password.

As has already been said, if somebody is determined to change the figures, then they will find a way. I have to say that we don't usually password protect files in this way for that reason and because if I find that a client has been changing the figures he or she won't be for long.

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By AnonymousUser
06th Aug 2007 14:39

PDF security
It depends on what software you used to produce the accounts in the first place as to what secuirty you can impse. Many people imagine PDF to be secure in its own right but it is not secure unless you use PDF secrity options as more people have access to pdf writers.

For example, CaseWare has a password controlled pdf security that can barr the user from performing amendments/printing etc. even if they have a pdf writer. You should really ask your AP software vendors advice. Unless of course you have used MS Word... in which case... good luck!!!

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By deltic1
06th Aug 2007 16:46

depends on situation and time
always use e mail as quick way to allow client to check / discuss accounts HOWEVER always ensure that you get a signed copy of accounts back from client if final accounts etc so that you get a signed copy back for your files etc

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By phcowan
06th Aug 2007 18:43

Sign The document
If you digitally sign the PDF any changes to it will "invalidate" the signature.

The key bit is you do not need to purchase an Adobe crtificate to do this but can use a much cheaper certificate from people such as
http://www.comodo.com/

Peter

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