We are looking for an online document management system where our clients can upload their tax and accounting documents safely, and also at the same time, we can give them access to their documents such as accounts, files tax returns, letters etc
We have looked at Drop Box, but dont this this quite fits what we are looking for
Any suggestions?
Thanks
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Replies (20)
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IRIS OpenSpace
Quite a few users on here. It's free up to a certain limit. I use it all the time. So does Paul Scholes...and if that's not a recommendation, I don't know what is :)
Who's that burning my ears?
You get 1GB free and so, even if Iris increase prices by 6%-7% pa it stays free :-)
Don't have to be an Iris customer, and it enables electronic approval of documents, which is probably the biggest bene for me.
IRIS Openspace
I've just recently started using IRIS Openspace following recommendations on this site.
Generally very good so far so definitely worth looking at.
Problem is clients often don't get the activation email when I set them up. Any tips anyone?!
Signed up for open space 3 weeks ago and it stated that somebody would call me to issue the free 1gb space. Still heard nothing and hence I still have no storage allowance, despied having emailed support, who didn't know the solution either.
To other free 1gb users, did you get the call and was everything as expected?
When I log in, I get the message "an advisor will call you to verify you are an accounting practice and activate the 1gb".
IRIS customer service
Signed up for open space 3 weeks ago and it stated that somebody would call me to issue the free 1gb space. Still heard nothing and hence I still have no storage allowance, despied having emailed support, who didn't know the solution either. To other free 1gb users, did you get the call and was everything as expected? When I log in, I get the message "an advisor will call you to verify you are an accounting practice and activate the 1gb".
In my experience IRIS customer service / sales are USELESS. When first choosing software for my practice I seriously considered IRIS. I met with them at Accountex, left my details AND did an email enquiry on their website but they still didn't contact me so I just gave up and chose to go with another provider.
I would suggest you chase up IRIS rather than waiting for the call!
What are the costs above the free 1GB? I cant see that lasting very long if keeping all of the data online for clients to access in the future?
Iris Openspace rocks I
Iris Openspace rocks I delete docs after they have been downloaded by me or the client and have not breached my storage space. Works a treat for client approvals of tax returns/RTI etc. Highly recommended.
Downloading approval
Iris Openspace rocks I delete docs after they have been downloaded by me or the client and have not breached my storage space. Works a treat for client approvals of tax returns/RTI etc. Highly recommended.
Can you download a record of the client's approval?
Iris costs over 1gb
'Additional storage space can be purchased online for £5 (ex VAT) per GB of space per month'
So I wouldn't recommend it for permanent storage. It is handy, but then we use Iris so its also integrated into report generation.
No need for > 1GB
I, and most people I think, use Openspace as a sharing site rather than a storage facility so, as mentioned above, once we've shared docs, and certainly after a doc has been approved, I download it (to online storage).
It's like any document, it tends to only stay current for a short space of time and, in total, they may only represent 10%-15% of the files anyone will want to look at, today or tomorrow. Everything else is archive and, whilst needing to be accessible, need not be kept on a potentially payable facility.
Digita DVO have an app and file space for you to save documents and exchange with your client. Digital signature is also being introduced soon. So a huge plus.
Docsafe is also a new cloud tool and good to use also as recommended in a previous comment.
Cubby
Depends if you're looking at having one which links in with software or not. I use Cubby for this and it works well for a client portal system, generous storage and reasonably priced.
Iris Openspace
I've used Iris Openspace for a couple of years now. All files must be downloaded before they can be viewed so one would assume a client has read them all when they have approved their return, etc. Not so for one client so now I tell all clients that all files will be deleted after 30 days. This means you don't have to worry about exceeding your free 1Gb.
You should make sure your client has a computer. I made the mistake of assuming that if they use email then they must be. Not so. Many use smart phones or tablets for email where it is not possible to download and save files.
#Carl London. Yes you get a certificate of approval and if you want you can also download the approved SAR which has the certificate attached and is now tamperproof. Also if your client doesn't receive the invitation you can resend it. I usually send them email explaining how Openspace works and to expect their invitation with the caveat that if it is not received by close of day to contact me.
I am not a client of Iris for any of their other software, just Openspace which is free and works well.
lindenhouse
Hi
We use lindenhouse "the virtual cabinet". Its a document management system that also has a client portal element whereby we can upload documents and they can download them at the other end. It has digital singatures also for accounts and tax returns, we use it for payroll also.
Its some piece of software. The document management system is fantastic on its own, never mind the portal and secured client space.
Hi Alf
its on a per user basis so I think you should give them a call. The portal isnt that dear per person but the other software is expensive I guess but it all depends on how you view cost. I think its a cost worth having.
Brendan
CCH User?
If you use CCH software you should look at CCH Portal. It's a client-centric portal which is deeply integrated with all the suite, ensuring you can never send the wrong document to the wrong client, and document approval couldn't be easier. Furthermore, any messages between you and your client are automatically filed with your other client comms, so anyone working on the file will always have a complete picture of what's going on with the client - no more wondering what's in a colleagues email inbox! We have some webinars coming up if you want to know more!
File Portals are a thing of the past!
If you are still using file portals, you are doing things the old slow way! Seriously communicating over email and excel spreadsheets and dumping files in a file portal is way messy and slow. You should check out http://www.suralink.com It combines a file portal and a dynamic request list into one app that is much more efficient.