Document Management Software for Accountants
Keep client files, invoice approvals and year-end working papers in one organised document system.
Folderit gives accountants a place to collect, find, review and retain the documents behind their work. Control access for each client, keep revisions together and record approval decisions alongside the files.
Use it for tax documents, receipts, payroll records, engagement letters and audit evidence, with workflows and structured records to suit your practice.
Give each client a clear place to send documents
Build a consistent structure by client, financial year and engagement. Keep incoming documents separate from internal working papers and finished deliverables, then give each recipient access to the area they need.
Collect files in client folders
Share an intake folder with Upload-only permission. Clients can submit documents without seeing content added by other users. This supports a simple document submission area for receipts, statements and tax evidence.
For outgoing documents, use Viewer when clients may download or print, or Previewer for supported previews without download controls. Keep editing rights with the people managing the work.
Receive files by email
Activate a folder-specific email address for incoming attachments from clients, scanners or other systems. The sender must put the destination in To or Cc, rather than Bcc. Anyone who knows the address can submit to it, so share it with the intended senders.
The Folderit Outlook add-in also lets your team save selected emails and attachments to the relevant folder.
Collect details with the file
Use eForms on Tailor for expense claims, supplier requests or client information records. Include fields for the reporting period, responsible accountant and supporting attachments. Required fields help people submit the information your process needs.
A form creates a searchable record. Configure who can submit, view and edit it, then connect it to an approval workflow where appropriate.
Example client structure: Client → 2026 → Incoming documents / Working papers / Approved deliverables. Share Incoming documents with the client as Upload-only, Working papers with the assigned team, and Approved deliverables with the client as Viewer. Check inherited permissions before using the structure for confidential records.
Move invoices from intake to a recorded decision
Folderit’s approval workflows can run in parallel, in sequence or in custom stages. Reviewers can approve, reject or ask for clarification, with decisions and comments kept in the workflow record.
- Capture the invoice and its contextUpload or email the file into the intake folder. Add supplier, invoice number, client or entity, reporting period and responsible reviewer as metadata, or collect them in an invoice eForm.
- Complete missing informationFor an eForm record, a Fill Fields task can ask an accountant to add the purchase-order reference or cost centre before approval. This updates form fields; it does not edit metadata on an ordinary PDF.
- Route the decisionSend the completed record to the authorised approver. On Tailor, configure conditions and separate success, failure and timeout paths in the Workflow Designer. Test each route using representative submissions.
- Hand approved work to the next processConfigure a successful workflow to move the document into an approved or ready-for-processing folder. The bookkeeping entry and payment remain actions in your accounting system unless you have configured and verified an integration.
This is an example setup, not a preconfigured accounts-payable service. Define approval authority, required fields and exception handling around your firm’s procedures.
Approve and sign engagement documents
Send engagement letters or other documents through approval and then electronic signing. Folderit eSign is included in Tailor; DocuSign integration is another option with its own service requirements.
Generate repeatable client documents
Use document generation to fill an ODT template with values from an eForm record and produce PDF or DOCX output. Prepare engagement letters, confirmations or cover sheets with a consistent layout, then review the generated result before release.
Find the evidence and keep the working version clear
Search beyond the filename
Deep Search can find text in supported documents and scans, including PDF, DOCX, PNG and JPG. Search for a supplier name or reference, then narrow results by folder, date or metadata.
OCR accuracy depends on scan quality and the selected language. XLSX content is not included in OCR content search, so use meaningful filenames and metadata for spreadsheets.
Keep revisions with their history
Upload a revision as a new version of the existing file. Earlier versions remain available for reference. Task indicators show which version an approval applies to; approving an earlier version does not approve a later upload.
Use the Microsoft 365 integration to create and edit supported Word, Excel and PowerPoint documents, with saved changes recorded in version history.
| Field | Example |
|---|---|
| Client / entity | Example Trading Ltd |
| Reporting period | 2026 Q4 |
| Document type | Supplier invoice, bank statement, tax working paper |
| Reference | Supplier invoice INV-1048 |
| Responsible accountant | The team member assigned to the engagement |
Apply folder metadata templates to keep the register consistent, and display useful fields as list columns. Automatic document numbering can provide an internal reference; keep the supplier’s original invoice number in its own field.
For year-end work: keep supporting evidence, draft statements and final deliverables in defined locations. Assign reviewers, check the version submitted for approval and use reminders for the next required action. Metadata describes the record; it does not itself post transactions or calculate balances.
Control client access and prepare records for review
Set access and sign-in rules
Share specific folders with assigned staff and client users. Folderit provides encrypted connections and 256-bit encrypted storage. Administrators can require two-factor authentication and configure password rules and IP restrictions through Security Policy.
Tailor adds granular permissions and SSO options. Review the Trust Center against your firm’s security requirements.
Give auditors a defined review scope
Share selected evidence folders with named reviewers and set access expiry where needed. Administrators can filter the audit log by user, date, scope or action and export it as XLSX, ODS or CSV.
Ending a sharing permission does not retrieve downloaded copies. Check other access paths when closing a review.
Apply your retention schedule
On Medium and Tailor, configure retention automation for folders or individual files. Choose the date that starts the period and the end action: archive to a folder, move to the recycle bin or permanently delete.
Set periods from your firm’s applicable requirements, including any exceptions. A universal retention period cannot cover every client, jurisdiction and document type.
Keep upcoming work visible
Set one-off or recurring reminders for users or groups. Workflow tasks appear in recipients’ dashboards, while administrative reports help review pending approvals, due documents and approaching retention ends.
The Due Documents report uses document Due Date metadata. Workflow deadlines are configured separately.
Choose the setup that fits your practice
Does Folderit replace our accounting software?
Folderit manages documents, structured records and the processes around them. Keep your general ledger, reconciliation, tax calculations and payments in the accounting tools designed for those tasks. Use Folderit to organise the supporting evidence and decisions.
Can it connect to our accounting platform?
Folderit offers an API and integrations through automation platforms including Zapier and Make. A working connection depends on the supported triggers and actions in both systems, the data mapping and your configuration. Review the integration options and test the intended handoff before relying on it. Zapier’s Folderit integration is currently in public beta.
Which plan includes the accounting workflows?
Medium includes simple approval and acknowledgement workflows, custom metadata, numbering and retention automation. Tailor adds the Workflow Designer, eForms, Folderit eSign, granular permissions, SSO and API access. Plans have defined user and storage allowances, so check current pricing against your staff, client-access and workflow needs.
Can clients submit documents without a Folderit account?
Named-user folder sharing requires a registered user. Email-to-folder lets someone send files to an activated intake address without signing in. A public sharing link is a different mechanism: anyone with its URL can access the shared content. Use named users when access must depend on identity.
Can separate businesses have their own spaces?
Business sub-accounts have their own sections, team members, administrators and groups. Search runs within each sub-account separately. Decide whether client folders in one account or separate sub-accounts better match your administrative boundaries.
Can Folderit be hosted on our own infrastructure?
Alongside the cloud service, on-premises deployment is available. Discuss hosting, operating responsibilities and any dedicated-environment requirements with Folderit before choosing the deployment.
Try one client engagement in Folderit
Bring a sample client folder and one review process. We’ll show how to collect the documents, assign access, record decisions and find the evidence again.