SmartVault

TL;DR

• What it is: A secure, cloud-based document management system (DMS) and client portal.
• Primary Benefit: Automates tax and accounting workflows, from document collection to e-signature and storage.
• Ideal User: Accounting firms, CPAs, and financial professionals seeking to centralize client documents and ensure compliance.
• Key Feature: Integrates directly with major tax software like ProConnect, Lacerte, and Drake to create a seamless workflow.

What is SmartVault?

SmartVault is an AI-enhanced document management system and secure client portal designed specifically for accounting professionals. It addresses the core challenge of managing client documents securely and efficiently by providing a centralized, cloud-based platform that combines storage, file sharing, workflow automation, and e-signatures. The system is engineered to solve issues like disorganized files, insecure email exchanges, and compliance risks by integrating directly with industry-standard tax software. This creates a closed-loop process for client onboarding, document collection, tax preparation, and secure, audit-ready archiving.

Key Features

Who is SmartVault for?

• Accounting & Tax Firms: The primary user base, for whom the entire platform and its workflows are designed.
• CPAs and Enrolled Agents: Individual practitioners or small teams who need to manage client documents and tax workflows efficiently.
• Institutions like banks and credit unions that require secure document management and client collaboration.

Key Use Cases

• Automating Tax Preparation Workflow: Streamline the entire process from sending engagement letters and organizers to collecting source documents, preparing returns in integrated software, and delivering the final package for e-signature.
• Secure Client Onboarding: Seamlessly onboard new clients by sending engagement letters for e-signature and using the client portal to collect initial documents.
• Compliance & Audit Readiness: Maintain a complete, audit-ready trail of all document activity and store files in a system that meets IRS and FTC security requirements.

Pricing Information

SmartVault offers several plans tailored to different firm needs. A free trial is available upon request.

Pros

• Purpose-built for accounting workflows, not a generic file storage tool.
• Extensive, seamless integrations with major tax and accounting software.
• Enterprise-grade security features, including SOC 2 Type 2 and FTC Safeguards compliance.
• Unlimited cloud storage and unlimited clients are included in all plans.
• AI-powered document request feature (SmartRequestAI™) speeds up client data collection.

Cons

• Per-user pricing model can become expensive for firms with a large number of staff.
• All plans have a 2 or 3-user minimum, making it less accessible for solo practitioners.