SmartVault
Document management and client portal software built for accounting firms with secure file sharing, e-signatures, and automated workflows.
ShareFile
Website: www.sharefile.com
ShareFile at a glance
- Best for
- Firms with strict document security requirements
- Pricing model
- Per user per month, tiered by feature set
- Deployment
- Cloud, with desktop sync and mobile apps
- Regions
- Global
- Key integrations
- Microsoft Outlook, Microsoft 365, Gmail, Salesforce
Last reviewed . Pricing and features change frequently — confirm current details with the vendor.
ShareFile is a secure file sharing and document management platform from Cloud Software Group, providing encrypted storage, customisable client portals, built-in e-signature, and structured document request workflows.
How accounting firms use it
The central use is moving sensitive documents between firm and client without email. Tax returns, financial statements, engagement letters, and source documents are exchanged through a branded portal with permissions scoped per client and per folder.
Document request workflows handle the collection side. Rather than emailing a list and tracking replies manually, the firm issues a structured request where each item is marked outstanding or received, visible to both parties. During filing season, when a firm is chasing hundreds of clients simultaneously, that visibility is the difference between systematic follow-up and guesswork.
Key features
Security is the product’s core: encryption at rest and in transit, multi-factor authentication, device-level access controls, and audit trails recording every access and change. For firms needing to evidence document handling controls to a regulator or insurer, the audit trail is the substantive capability.
Large file transfer handles documents that exceed email limits. E-signature is included for engagement letters and authorisations. Integrations with Outlook, Microsoft 365, and Gmail allow secure links to be sent from the email client rather than through a separate interface.
Who it’s best for
Firms that need a dedicated secure exchange layer, particularly those with formal compliance obligations around document handling or clients who require demonstrable security controls.
Firms wanting document management tied to their tax or accounting software will get more from SmartVault or SuiteFiles. Those wanting portal and document handling inside practice management should look at TaxDome or Canopy.
ShareFile FAQ
- Is ShareFile secure enough for tax documents?
- It is built around that requirement — encryption in transit and at rest, multi-factor authentication, granular per-folder permissions, and detailed audit trails showing who accessed what and when. Firms subject to IRS Publication 4557 safeguards or professional body data handling rules generally find the audit trail the deciding capability, since it evidences control rather than merely asserting it.
- Does it include e-signature?
- Yes, built in rather than requiring a separate DocuSign subscription, covering engagement letters, authorisations, and client agreements. Signature requests can be sent alongside the documents being signed, and completed documents file back automatically.
- What are document request workflows?
- Structured lists of items requested from a client, with each item tracked as outstanding or received. This turns document collection from an email thread into a checklist both sides can see, which is the main practical gain over plain secure file sharing during busy season.
- How does it compare to SmartVault and SuiteFiles?
- ShareFile is a general secure file sharing platform serving many professional services sectors, so it is stronger on security and compliance breadth but has no tax software integration. SmartVault integrates directly with US tax preparation packages, and SuiteFiles is built around Microsoft 365 and Xero. Firms wanting accounting-specific filing usually prefer the latter two.
ShareFile Alternatives
Other document management tools for accounting firms, ordered by how much of ShareFile's functionality they cover.
SuiteFiles
Document management platform for accounting firms with file storage, client portals, e-signatures, and deep Xero integration.
Google Workspace
Cloud productivity suite with Gmail, Drive, Docs, Sheets, and Meet. Used by accounting firms for collaboration and document management.
LedgerDocs
Cloud document collection and management platform for accountants with secure client uploads and AI-powered receipt matching.
Microsoft 365
Productivity suite with Word, Excel, Outlook, Teams, and SharePoint. The industry standard for accounting firms.
Box
Cloud content management platform used by accounting firms for secure document storage, collaboration, and compliance.