7 Best Document Management Software Solutions for Accountants

If you’re looking for a great document management software to help you run a better accounting firm, we got you covered below.

As your firm grows beyond just you and one employee, it becomes increasingly important to have a central digital location for storing all client documents. Without it, you risk wasting valuable time hunting down that one critical file, often to no avail.

There are many ways to store your documents, ranging from free options to paid ones with advanced features and more storage.

To help you save time, we’ll outline the key features to look for in a tool, then list 7 of the best document management software solutions available. 

We’ll also compare these tools based on the same features, including which are available on free plans, for an easy side-by-side evaluation.

 

What to Look for in a Good Document Management System

Before we review any specific document storage systems, we want to cover which features will benefit you and your team. 

Obviously the amount of storage space is an important factor, but here are some additional key features to consider when selecting the best tool for your firm: 

  • Robust security: Since you’re collecting and storing documents with sensitive client data, like banking details and other personal information, you need a tool with adequate security features to keep you compliant with relevant data security regulations.
  • Client portal: Look for a tool with a self-serve portal so clients can upload documents and files directly onto the platform, which helps streamline the onboarding process.
  • Intuitive document organization: You need a storage tool with a straightforward and easy-to-follow document organization scheme so you can instantly access the files you need when you need them.
  • Collaboration capabilities: A good document management tool allows your team easy access to necessary files, simplifying your workflow and creating greater efficiency in getting tasks done.
  • Version history: You may want a tool that tracks a document’s version history, allows you to restore previous versions, and notifies you of updates when a change gets made.

With these 5 things in mind, let’s look at some of the best document management software (DMS) around right now. 

1. SmartVault

Store your files online, safely share them with others, and access them directly inside your apps. You can create a branded portal for collecting client documents, files, and e-signatures securely online.

SmartVault integrates with applications like QuickBooks to reduce administrative tasks and organize document sharing for essential workflows.

Key Features Comparison

Included in Any Plan Free Feature?
Secure file sharing ✅ ❌
eSignatures ✅ ❌
Unlimited storage ✅ ❌
Custom branding ✅ ❌
Document request workflow ✅ ❌
File creation/editing ✅ ❌
Mobile app scanning ❌ –
Version control ✅ ❌
Full-text/OCR search ✅ ❌
Pre-built tax and accounting software integration ✅ ❌
User permissions ✅ ❌
AES-256 bit encryption ✅ ❌

 

Free Plan/Trial:

No free plan, but there’s a 14-day free trial for all plans.

Pricing:

Plans start at $25/user/month, billed annually.

2. Box

Box provides secure cloud storage of all your company files and allows easy access for sharing and collaboration on any device. Box helps you maintain client confidentiality and privacy during onboarding and for all subsequent file uploads while remaining compliant with relevant industry regulations.

This platform integrates with thousands of commonly used business applications, letting you instantly retrieve any necessary client documents.

Key Features Comparison

Included in Any Plan Free Feature?
Secure file sharing ✅ ✅
eSignatures ✅ ✅ *
Unlimited storage ✅ ❌
Custom branding ✅ ❌
Document request workflow ✅ ❌
File creation/editing ✅ ✅
Mobile app scanning ✅ ✅
Version control ✅ ✅
Full-text/OCR search ❌ –
Pre-built tax and accounting software integration ❌ –
User permissions ✅ ❌
AES-256 bit encryption ✅ ✅

* Free version is limited

Free Plan/Trial: 

Free plan available for individuals, plus a 14-day free trial for all business plans. 

Pricing:

Box has a free personal plan for 1 user with 10 GB of storage and 250 MB in file uploads. Team plans start at $5/user/month with annual billing, which includes 100 GB of storage and 2 GB in file uploads.

Unlimited storage and 5 GB in file uploads are available with Box’s business plans, which begin at $15/user/month when billed annually.

3. Microsoft 365

Microsoft 365 gives you access to all Microsoft programs anytime, anywhere, including Word, Excel, PowerPoint, OneDrive, and Teams. The robust end-to-end security framework of Microsoft 365 means you can confidently collect, access, update, and share files with sensitive client information, allowing convenient collaboration among your team.

Key Features Comparison

Included in Any Plan Free Feature?
Secure file sharing ✅ ✅
eSignatures ✅ ❌
Unlimited storage ❌ –
Custom branding ❌ –
Document request workflow ❌ –
File creation/editing ✅ ✅
Mobile app scanning ✅ ✅
Version control ✅ ✅
Full-text/OCR search ✅ ✅
Pre-built tax and accounting software integration ❌ –
User permissions ✅ ❌
AES-256 bit encryption ✅ ✅

 

Free Plan/Trial:

Free plan available for individuals,, and all business plans offer a 1-month free trial.

Pricing:

Business plans start at $6/user/month, billed annually, and include 1 TB of cloud storage per user.

A free plan is available for just one user and 5 GB of cloud storage, which includes access to popular Microsoft apps like Outlook, Word, Excel, PowerPoint, and OneDrive. 

4. Dropbox

Dropbox makes sharing and syncing files plus team collaboration safe, easy, and convenient. You can request legally binding e-signatures within the platform, and convenient integrations allow you to create, edit, and share Google Docs, Sheets, and Microsoft files.

Additionally, you can recover files or restore your entire Dropbox account for up to 180 days, so you never lose access to vital documents.

Key Features Comparison

Included in Any Plan Free Feature?
Secure file sharing ✅ ✅
eSignatures ✅ ❌
Unlimited storage ❌
Custom branding ✅ ❌
Document request workflow ✅ ❌
File creation/editing ✅ ✅
Mobile app scanning ✅ ✅
Version control ✅ ✅
Full-text/OCR search ✅ ✅
Pre-built tax and accounting software integration ✅ ✅
User permissions ✅ ❌
AES-256 bit encryption ✅ ✅

 

Free Plan/Trial:

Free basic plan available, and a 30-day free trial for all plans except the Plus plan for individuals.

Pricing:

Dropbox has a free Basic plan with 2 GB of storage space. Paid plans for individuals or freelancers begin at $9.99/month with annual billing and start with 2 TB of storage space. 

Team plans begin at $16.58/user/month when billed annually, and start with 3 TB of data storage.

Contact Dropbox for Enterprise plan pricing.

5. Google Drive

Google Drive, a product within the Google Workspace productivity suite, is a popular cloud storage and file-sharing platform for individuals and businesses. 

The platform is very simple to use and is one of the most popular free options in this list. It gives you a centralized location to upload, edit, annotate, organize into folders, and share files. 

The platform integrates with popular third-party applications like Zoom and Slack, plus native Google apps like Docs, Sheets, Calendar, Meet, and Gmail for seamless information sharing across the tech stack. 

Key Features Comparison

Included in Any Plan Free Feature?
Secure file sharing ✅ ✅
eSignatures ✅ ❌
Unlimited storage ❌ –
Custom branding ✅ ❌
Document request workflow ❌ –
File creation/editing ✅ ✅
Mobile app scanning ✅ ✅
Version control ✅ ✅
Full-text/OCR search ✅ ✅
Pre-built tax and accounting software integration ✅ ❌
User permissions ✅ ✅
AES-256 bit encryption ✅ ✅

 

Free Plan/Trial:

Free plan available, plus all paid plans include a 14-day free trial period.

Pricing:

Google Drive is included in all Google Workspace plans, which start at $6/user/month for 30 GB of pooled storage per user, billed annually. 

There’s a free plan available that supports 15GB of free storage across Google apps. 

6. 1040 Bridge

1040 Bridge provides a simple and effective way to send and store tax returns and other important documents when completing client work. You can maintain client confidentiality and industry compliance with 1040 Bridge’s Document Retention Policy Manager.

Built-in tools automatically remind clients via email or text if they still have missing items to complete or upload, so you have all the essential files you need to get to work.

Key Features Comparison

Included in Any Plan Free Feature?
Secure file sharing ✅ ❌
eSignatures ✅ * –
Unlimited storage ✅ ❌
Custom branding ✅ ❌
Document request workflow ✅ ❌
File creation/editing ❌ –
Mobile app scanning ❌ –
Version control ❌ –
Full-text/OCR search ❌ –
Pre-built tax and accounting software integration ✅ ❌
User permissions ❌ –
AES-256 bit encryption ✅ ❌

* Limited feature

Free Plan/Trial:

No free plan, but all 1040 Bridge plans come with a 30-day free trial.

Pricing:

The Covered Bridge (Basic) plan is $50/month with 25 GB of storage. The Brooklyn Bridge (Platinum) plan is $70/month with 50 GB of storage.

Contact 1040 Bridge for the Enterprise plan pricing, which includes unlimited storage.

7. IRIS

IRIS Document Management software, previously known as Doc.It, helps you be more efficient and effective when gathering, processing, storing, and delivering documents. Built for accountants, IRIS specialists work to migrate your existing data structures into compatible formats for centralized storage within the platform.

Additionally, the AutoFile feature recognizes and organizes any scans or uploads and automatically files the documents for you in the proper location.

Key Features Comparison

Feature Included in Any Plan Free Feature?
Secure file sharing ✅ ❌
eSignatures ✅ ❌
Unlimited storage ❌ –
Custom branding ❌ –
Document request workflow ✅ ❌
File creation/editing ✅ ❌
Mobile app scanning ❌ –
Version control ✅ ❌
Full-text/OCR search ✅ ❌
Pre-built tax and accounting software integration ❌ –
User permissions ✅ ❌
AES-256 bit encryption ❌ –

 

Free Plan/Trial: 

No

Pricing:

Contact IRIS to discuss pricing. 

BONUS - Here’s Another Way to Keep Your Firm Organized

Thousands of accountants and bookkeepers use Jetpack Workflow to organize their workflows, automate recurring tasks, and easily view and plan for future work.

For nearly a decade, Jetpack Workflow has been the leading workflow and project management platform designed for accounting firms. Scaling and organizing your client work has never been easier.

With the ability to easily filter, sort, and search through your projects, you can always find what you’re looking for and see what every team member is working on.

“Thanks to Jetpack Workflow, we grew from 3 employees to over 17 and manage over 2,000 clients, without missing a single deadline! It literally runs our firm.”

-Blake Shaffer, LWS Tax & Accounting

Learn more about Jetpack Workflow here.

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