2014 Review of SmartVault Document Storage

Best Firm Fit

  • Accounting professionals and their clients whose practices involve working with QuickBooks, Lacerte Tax, ProSeries Tax, or other accounting or productivity applications, and would like to streamline their workflow with an integrated document management solution to store, manage and securely share files with their clients.
  • Accountants and clients who would like to share documents using online document storage and a client portal as part of their collaborative accounting/bookkeeping process.

Strengths

  • Secure and stable (99.9% uptime) document storage and file sharing, SmartVault facilitates collaborative accounting practices by providing integration with a wide range of applications.
  • The application was publically endorsed by Intuit in 2014 as their recommended replacement for the phased out Lacerte/ProSeries Document Management System, and SmartVault has created special integrations which automate the tax preparers workflow with  built-in document management capabilities as well as an integrated custom-branded client portal for securely sharing returns and other tax related documents between accountants and their clients.
  • Many file types (PDF, Microsoft Word, Excel, PowerPoint, Outlook E-mail) can be viewed from within a web browser without needing to download and open the file.
  • Strong integration as an online document storage system portal with a wide range of products (QuickBooks, QBO, Xero, FreshBooks, Results CRM, Method CRM, Outlook and many others), and is supported by many top commercial QuickBooks hosting companies.

Potential Limitations

  • While data is backed up continuously on SmartVault’s redundant servers, it is only backed up offsite once a week, so in the extremely unlikely event of a catastrophic failure of the company’s primary data center, users could lose a few days of work.
  • The top tier plan allows full text search of documents, but users must use an OCR scanner or run OCR text recognition of scanned documents before uploading to SmartVault for images to be searchable.

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