Effective document sharing for accountants is essential for collaboration and client communication. This post reviews ten popular tools, including AnyViewer and Dropbox, to help you find the best fit for your needs.
In the fast-paced world of accounting, effective document sharing is crucial. Whether you're collaborating with team members, communicating with clients, or preparing for audits, the way you share documents can significantly impact your efficiency and accuracy. In this article, we'll explore the essentials of document sharing for accountants, including its benefits, challenges, and the best tools available.
When selecting a document-sharing tool, accountants should prioritize certain features to ensure they meet their specific needs.
When it comes to sharing files that hold sensitive financial and personal data, security is crucial. It's essential to choose file-sharing solutions that provide strong features aimed at protecting your information and ensuring adherence to current regulations. Key aspects of secure document sharing for accountants to consider include:
To ensure your file-sharing tool is embraced by both your team and clients, it should be intuitive and user-friendly. Choose software that features an easy-to-navigate interface, allows for seamless integration with essential platforms, and offers a dedicated mobile app for convenient file sharing on the move.
File sharing is fundamentally about collaboration, whether it involves exchanging crucial documents with clients or working alongside colleagues to draft important materials. Seek out file-sharing platforms that facilitate smooth collaboration both internally and externally, with features such as:
When selecting the right software, cost is a significant consideration. Often, pricing structures can be complicated, featuring tiers that impose limits on file storage or the number of users, potentially hindering your growth. It's advisable to choose a tool that provides clear value for your investment and allows for scalability as your business continues to expand.
Given the multitude of file-sharing tools available, deciding which one to use can be overwhelming. But fear not! Continue reading to discover 10of the best file-sharing solutions currently on the market.
AnyViewer stands out as the best file sharing for accountants. It enables swift and straightforward transfer of large files among users, equipping accounting teams with essential tools to streamline their practices and workflows.
Notably, AnyViewer ensures data security through encrypted file sharing. It utilizes end-to-end encryption for secure file transfers, incorporates two-factor authentication for account protection, and offers real-time monitoring and control of files.
Beyond its powerful document management and file-sharing features, AnyViewer facilitates remote access to your work computer from various devices, no matter where you are. This combination of remote access and file-sharing capabilities allows accountants to collaborate effectively with clients and colleagues, regardless of their physical locations.
Key features of AnyViewer
Pricing
AnyViewer provides straightforward pricing options:
In addition to all the features available in the Pro plan, Enterprise offers enhanced remote management capabilities, including mass deployment, role-based permissions, and grouping options.
Dropbox is arguably the most recognized cloud storage and file-sharing platform globally, boasting over 700 million users. This extensive user base positions it as the market leader among paid options, trailing only behind the free, albeit limited, Google Drive.
Key features
In contrast to TaxDome, Dropbox is primarily centered on file-sharing and document management. Its key features include:
Additionally, Dropbox offers supplementary products like Dropbox Sign, which provides advanced e-signature features, including Qualified Electronic Signatures (QES), easily integrated within Dropbox. Another option, Dropbox DocSend, specializes in secure document sharing and analytics, allowing for seamless integration with Dropbox in just a few clicks.
Pricing
Dropbox offers three distinct pricing tiers:
While Essentials and Business plans come with limited features, all three tiers impose restrictions on file storage and transfer sizes. However, the file storage capacity increases with the addition of users for both the Business and Business Plus plans. Annual billing options are available for all plans, offering discounts compared to monthly payments.
Google Drive stands out as the most widely used file-sharing tool, holding nearly a third of the market share. Its popularity isn't solely due to its free offering; it also boasts impressive collaboration features that enhance user experience.
Key features
Google Drive is an excellent choice for cloud-based file storage, sharing, and synchronization. It offers 15 GB of free storage, with the option to upgrade to Google One for plans starting at 100 GB or more, depending on your needs.
As a collaboration tool, Google Drive excels. Documents created in Google Docs, Sheets, or Slides are automatically saved to your Drive, with any modifications backed up in real-time. This allows multiple users to comment, edit, and review documents simultaneously. Key features include:
Additionally, Google Drive offers various integration options, making it compatible with your accounting software. However, as a free service, it does have limitations, such as the lack of straightforward methods to password-protect files or create expiring links.
Pricing
Google Drive is entirely free to use; all you need is a Google account to begin. For those requiring additional file storage and enhanced features, upgrading to Google One is an option. Google One provides a variety of pricing plans to accommodate different storage needs.
Founded in 2005, Box is one of the pioneers in the file-sharing industry. It is primarily tailored for enterprise businesses, emphasizing document collaboration and automation to enhance productivity.
Key features
What does Box bring to the table? To start, it offers a user-friendly interface across desktop, web, and mobile platforms. Depending on your selected plan, Box provides the following key features and tools:
Higher-tier plans include additional features such as content migration tools and custom development options. Moreover, Box integrates with over 1,500 applications, making it easy to connect with your existing accounting technology stack.
Pricing
Box offers four pricing plans:
Each tier provides varying file size limits and features, with a minimum requirement of three users for all plans.
Microsoft OneDrive is a free file-sharing service available to anyone with a Microsoft account. While it is primarily optimized for Windows users, it is also compatible with macOS. However, Apple users may find iCloud Drive to be a more advantageous option for their needs.
Key features
OneDrive provides a range of functionalities typical of a file storage and sharing service, though its 5 GB of free storage is less than what is offered by Google Drive and iCloud. With OneDrive, you can:
Pricing
OneDrive's free version is accessible to anyone with a Microsoft account, but it is mainly intended for individual users. For businesses, Microsoft offers a plan priced at $5 per user per month, which increases the storage limit to 1 TB. Additionally, OneDrive is included in Microsoft 365 Business subscriptions, with both Basic and Standard options available.
SmartVault is a cloud-based document management and file-sharing platform tailored for client-facing businesses, making it an excellent option for accounting firms.
Key features
SmartVault offers a comprehensive platform that goes beyond basic tools. Alongside unlimited file storage and secure file sharing, it provides valuable features for client collaboration and document management, backed by strong security measures. Here are some of its key features:
Pricing
SmartVault provides four pricing plans, with two aimed at general document management and file sharing:
Additionally, there are two plans tailored specifically for accounting:
NordLocker is the file-sharing solution from Nord Security, a well-known provider of security tools, including a leading VPN service. It offers businesses a straightforward, secure platform for storing and sharing files without unnecessary complexities.
Key features
As a leader in cybersecurity, NordLocker stands out as one of the most secure file-sharing tools available. However, it does lack some advanced features like file recovery and version history. Here's what it provides:
Pricing
NordLocker provides a free version with up to 3 GB of cloud storage, which may be insufficient for most accounting firms. For those needing more capacity, the Business plan is available at $29.99 per month, offering 2 TB of storage.
Based in Switzerland, Tresorit is a file-sharing tool that places a strong emphasis on security, featuring ultra-secure encryption for all its cloud storage and file-sharing services. In this regard, it is more comparable to NordLocker than to other tools on this list.
Key features
As a security-focused file-sharing platform, Tresorit provides a range of features designed to safeguard your files throughout the document workflow. However, it may lack some advanced functionalities expected from a more comprehensive file-sharing solution.
Here are some of Tresorit's key features:
Additionally, Tresorit provides two extra products that can be included with any plan: eSign, which offers qualified electronic signatures (QES), and email encryption services.
Pricing
Tresorit offers three pricing plans, each with varying features, storage limits, maximum file sizes, and complimentary e-signatures:
Owned by software developer Citrix Systems, ShareFile is a well-known file-sharing platform that emphasizes secure document workflows and client collaboration.
Key features
In contrast to some of the more basic file-sharing platforms, ShareFile provides a variety of client-facing document management features, making it an ideal choice for accounting firms. Here are some of its key offerings:
Pricing
ShareFile offers four pricing plans:
Each plan includes different feature sets, and the Premium plan is necessary for advanced collaboration tools and e-signatures. Notably, all plans come with unlimited storage.
Completing this list, FileCloud is a "secure content collaboration platform" that provides a comprehensive array of features aimed at enhancing document security, sharing, and collaboration.
Key features
User reviews highlight that FileCloud excels in both ease of use and security. What else does it bring to accounting teams? Here are its core features:
Pricing
FileCloud offers two distinct products: FileCloud Enterprise Online, a fully cloud-based solution managed by FileCloud, and FileCloud Enterprise Server, which operates on your infrastructure.
For FileCloud Enterprise Online, there are three pricing plans, each with varying features, minimum user requirements, and storage limits:
FileCloud Enterprise Server starts at $6 per user per month, with additional pricing plans available through a quote.
In conclusion, choosing the right file-sharing tool is vital for accountants to enhance collaboration, security, and efficiency. With numerous options available, it's essential to prioritize features like robust security, user-friendly interfaces, and effective collaboration tools.
AnyViewer stands out as an excellent choice of document sharing for accountants, offering secure file transfers and seamless remote access, making it ideal for accountants. By choosing the right platform, accounting professionals can work effectively from anywhere while safeguarding sensitive information, ultimately enhancing both productivity and service quality.
