A survey (in 2021) conducted by Hinge Research Institute revealed that firms that underwent digital transformation saw an average improvement of 70% in client satisfaction. A part of that digital transformation is creating a digitized experience for clients — client portals.
For accounting firms especially, client portals have gone through an absolute transformation over time.
The modern-day client portals are capable enough to aid accountants and accounting firms in maintaining their client relationships with ease. The extensive features are aimed at quicker and more secure information exchange, thus improving the client service experience.
However, there is a wide range of client portals and you need to find the best fit for your practice. So before we get started, let’s first understand what a client portal is.
What Is a Client Portal for Accountants?
A client portal is a cloud-based platform that enables accounting firms to establish a secure channel with their clients for document sharing, filling forms, e-signing docs and to enable seamless collaboration.
A client portal software takes care of everything:
- It provides a centralized platform for collaboration between accountants and their clients.
- It organizes and prioritizes customers based on their to-do lists.
- It allows the secure exchange of sensitive documents, such as invoices and financial statements.
- It allows the automation of workflows to take care of recurring tasks and improve efficiency.
- It provides chat support for easier communication.
Above all, client portals empower clients by providing access to real-time information and a central platform to preserve documentation, thus enabling them to make informed business decisions. All you need to do as an accountant is foster your client relationship with the portal’s aid.
Now that we have a brief idea about what a client portal software can do for you, you also need to know which software in the market is the best fit for your accounting practice.
Selection Criteria for Client Portal Software for Accountants
We can jump straight into finding out how different features will get you past your daily grind. Your client portal software should have the following capabilities for your accounting huddles.
Top features of a client portal
- Client Dashboard: An ideal client portal software summarizes all the client information in one space.
- Secure file sharing and storage: The software acts as a safe channel for clients to upload, download, and share financial documents such as tax returns, financial statements, and reports. Software must have encryption capabilities, paving the way for access controls, and allowing user authentication to maintain data integrity.
One such new age authentication method is passwordless login which allows the users to directly access the documents without manually entering passwords(no need to remember passwords). - Managing task deadlines: The client portal helps you to schedule document requests or e-signature requests to the client. For example, setting up workflows for document approvals can save you the time for chasing after clients and help with battling deadlines effectively.
- Reminders: The idea behind automated reminders is to get the tasks done on time and with the highest accuracy. It is a valuable feature that informs you about the task deadlines, notifies clients about document requests, and a lot more can be achieved.
- Chat tools: The software enables real-time communication between clients and accountants. Picking software with chat functionality is the need of the hour, and it's a boon if it integrates with your email, too. This way, time-sensitive tasks can be prioritized over others.
Benefits of a client portal software for accountants
There are several benefits of bringing in a client portal software to your accounting firm's workflow:
- Client portals provide a secure, real-time communication channel for accountants and clients which leads to faster response time and minimized issue escalations.
- Accountants can easily share sensitive information via the cloud-based platform without any security risks as the information on the document remains protected from unauthorized access and data breaches.
- Chat collaboration improves communication by paving the way for timely feedback from clients so that there is no lag in the project timelines for the accountant.
- Accountants can use workflow automation to schedule reminders so that deadlines are met on time, improving the overall efficiency of the process.
Best Client Portals for Accountants in 2024
Here are a few choices for accountants to find their fit.
1. Cone Practice Management Software
The Cone Practice Management Software, the best accounting pracitce management software is a one-stop-shop solution for all accountants and can ramp up your firm’s efficiency by streamlining your business operations and automating daily tasks.
Cone empowers accountants by providing several client collaboration features, centralized knowledge management, and easy communication tools. It can seamlessly integrate with popular accounting solutions like Xero, QuickBooks, and Zoho Books.
Cone’s best features:
Client-facing capabilities: Cone, Accounting Practice Management Software provides easy access to all the client data in one place. This way accountants can manage client's to-do lists with ease and manage project deadlines effortlessly.
Passwordless logins: Clients can save time by accessing documents without entering passwords and using alternate forms of authentication like biometrics (face recognition or fingerprints), one-time passwords sent via email, and more. The main goal is to improve the security aspect while enhancing the user experience. Your clients don't need to remember their passwords or reset them in the future.
Client Tasks : Organize and prioritize client tasks with ease, ensuring your projects stay on track.
Chat support: Cone enhances collaboration between clients and accountants by providing real-time chat support to connect the two parties within the portal. You can even enable customizable notifications for document changes so that the client doesn't miss out on the important modifications being made to their documents. Immediate response to queries can help save time for both stakeholders.
Bonus features:
Cone , Accounting Practice Management Software offers a lot of other features like Proposals, Project and Task Management, Workflows, Client requests, Document Management, Integrated e-mail, Billing and payments all at a cost of 10$ or 8£ per user/month.
2. Citrix ShareFile
ShareFile is a cloud-based file manager that was acquired by Citrix in 2011. It provides accounting firms with a secure channel for access and sharing and other collaboration tools. Using its co-authoring capabilities, commenting, and monitoring versions, you can communicate changes to clients in real time.
ShareFile allows seamless integration with Microsoft Office 365 and Google Workspace, improving workflow challenges. It is easily accessible on mobile devices — iOS and Android.
Citrix ShareFile Best features:
- Client-first experience: ShareFile helps clients understand what documents need immediate attention of the client and allows them to make changes to the document
- Automating Workflows: Accelerate the existing workflows by raising document requests, scheduling the onboarding, and collecting signatures.
- Custom Branding: The portal can be customized with the accountant's company logo and color themes.
- Quick setup: You don't have to set up the client account because ShareFile does that for you.
- Access control: You can give your clients unrestricted access to files and other workflow information they need.
Citrix ShareFile Pricing:
- Standard - $10 per user, per month
- Advanced - $16 per user, per month
- Premium - $25 per user, per month (most popular)
- Virtual Data Room - $67.50 per user, per month
3. SmartVault
SmartVault is another must-explore document management system that is tailor-made for accountants and other finance professionals and focuses mainly on file sharing and storage.
It integrates with popular accounting software QuickBooks, Xero, and Sage and is known to comply with industry regulations and more. However, if you are okay to shell out some extra bucks to avail this integrated suite, then you won't regret it because its that compact.
SmartVault Best Features:
- Custom subdomains: Besides branding the portal with logo and color schemes, you can add subdomains and link your company website.
- 'Always-on' access: Clients can access information anytime, anywhere, and can upload and download documents with ease.
- Bank-level security: AES-256 bit encryption secures your data at rest while SSL protects the ones in transit.
- No downloads: You can easily drag and drop files into the client portal and clients can view them in the browser without the need for downloading.
SmartVault Pricing:
- Standard: $35 per user, per month
- Accounting Pro: $65 per user, per month
- Accounting Unlimited: $90 per user, per month
- Business Pro: $70 per user, per month
4. Ideagen Huddle
If you are looking for a pocket-friendly, document manager, then you can bet on Ideagen Huddle. It is more focused on collaboration and project management. It is apt for highly regulated industries like technology, the public sector, and finance.
It gets most of the paperwork done — uploading, sharing, and collaborating on documents, real-time collaboration with the team, mobile access, custom branding, and more.
Best features:
- Integration: It integrates well with popular productivity suites like Microsoft Office 365, Google Workspace, and Outlook so that your clients can work on documents directly from these applications.
- Document Versioning: It allows you to access the changes made in each version of a document and helps in conflict resolution in case of discrepancies.
- Project Management: It has several task management features that allow you to create and assign tasks so that projects meet their timeline.
Pricing:
- Plus: $30 per user, per month
- Essential: $15 per user, per month
- Team Starter: $150 per month
5. Copilot
Copilot can help you run a modern services business. Nearly 75% of the businesses running on Copilot account for technology, marketing, financial services, consulting, and creative services.
Its features include centralized client messaging, crafting branded invoices and bills, collect necessary data with forms that clients can fill out anytime. It also seems to be a cost-effective option based on its pricing for starters.
Best features:
- Helpdesk: It is mainly a knowledge base that has all the guidance on which text and graphical elements can be embedded.
- Customise Visibility: Copilot offers custom visibility rules so that you can pick what content is right for a client.
- Integrate with other products: Copilot has a diverse platform where you can connect any product you already use (like Google Sheets, Power BI, Databox, Typeform, and Looker Studio) and integrate that with the portal.
- Custom App: You can also request assistance to get a custom app designed by collaborating with an agency partnering with Copilot.
- Automation directory: An automation directory will help you understand how a product integrates with Copilot and activate each feature according to client needs.
Pricing:
- Starter: $29 per user, per month
- Professional: $69 per user, per month
- Advanced: $119 per user, per month
- Supersonic: Custom fee
6. Ahsuite
Looking for a clean and minimal solution to get your design work in order, Ahsuite would be apt for you. It is suitable for digital agencies, digital marketers, web designers, and other businesses in the design field.
They do have a version of a client portal for accountants with all the basic features of secure file sharing, easy access to documents, and effective communication. Yet it isn't as comprehensive as other options and does not support mobile platforms.
Best features:
- Embed anything: No more sending links! Ahsuite provides a creative spin use the embed feature. It can easily embed anything ranging from presentations, videos, reports, and more. Some common embed types include Tableau, Figma boards, Vimeo, Loom, and Airtables.
- Reusable Project Templates: Many projects require similar tasks and rather than recreating the same tasks for different projects, Ahsuite lets you create multiple task templates that can be saved and reused.
- Work Journals: Notemaking is a complex task! Ahsuite journals are a simple solution to keep all your notes organized and a convenient way to have a timestamped record of all things important.
Pricing:
- Starter - Free
- Professional - $14 per month
- Agency - $24 per month
7. SuiteDash
Suitable for small to medium-scale businesses, SuiteDash creates branded solutions for client portals, project management, invoicing, and more. It has all the main SuiteDash features needed for accounting like billing and invoicing, activity dashboard, activity tracker, and calendar management.
One of the missing key features is integration with other accounting platforms, which is the need of the hour.
Best features:
- Dynamic placeholder links: You can easily customize the data dashboard with dynamic placeholders. Dashboard links are presented on the platform based on which client is viewing the page.
- Content block editor: You can easily drag and drop content blocks with texts, photos, and videos and you can achieve it with little technical knowledge. You can even insert dynamic data and custom fields within that block.
- Magic link login: In simple terms, passwordless login. Your clients don't need to remember their password to log in. They can click on the link you send them via email and instantly get logged in.
Pricing:
- Start - $19 per month
- Thrive - $49 per month
- Pinnacle - $99 per month
8. SuperOkay
Super Okay is another project management solution with client capabilities that will be useful for accountants. One of the best things is that it is the only solution in our top 8 list with a free edition and one with a clean user interface.
However, the main aim of having a client portal is to communicate and collaborate securely, which is difficult in the absence of 2-factor authentication.
Best Features:
- Free edition: The product offers one free edition to try out all features for a client so that you can get a real-time view of how the product functions.
- Impressive UI: It has an eye-catching user layout and easy-to-use interface regardless of its technical capabilities.
Pricing:
- Free
- Solo - $9 per month
- Solo + - $29 per month
- Business - $112 per month
Elevate Your Branding and improve client engagement with a Robust Client Portal Software
A client portal for accountants acts as a centralized system for sharing documents and having streamlined collaboration with the clients. As we come to a close, remember the end goal is to foster a trustworthy relationship with your clients.
Automation software with client portal capabilities provides a user-friendly platform for managing tasks and projects, sharing documents, setting up reminders.
As an accountant, you can easily increase productivity using the customizable features, tailored for the accounting professionals like financial reporting, tax compliance, and filing.
Several tools on the internet might be suitable for your business. However, if you are looking for an all-in-one solution designed to meet your accountant needs, you may want to check out Cone’s Accounting Practice Management Software.
Frequently asked questions
1. What is client portal software?
A client portal software is one that helps accountants and CPAs have a consolidated view of their clients. The software allows information exchange between accountants and clients safely and securely.
2. What is a portal in accounting?
A portal, also commonly known as the client portal is a cloud space where sensitive information relating to business can be exchanged between accountants and their clients.