A great way to reduce email, track client receipt of documents, and streamline workflow is by using a client portal. Think of all the paperwork that occurs between you and your clients, vendors, and imagine moving all of those documents out of email and into a clean, private filing folder in the cloud.
A portal is software in the cloud that allows users to upload and download files from a secure space that only they have access to. For each client you have, you can set up a private virtual filing cabinet where only you and the client will have the key. Your client will have their own user ID and password into their area of the portal. There, they can upload and download documents. Some portals also have secure signature capability to help you take the paperwork out of obtaining signatures.
Types of documents and files you can upload and download from portals include:
- Tax documents, such as W-2s, 1099s, charity receipts, real estate settlement statements, and more
- Accounting documents such as receipts, bank statements, reports, notes, reconciliations, and backup files
- Contracts, estimates, and legal documents
- Invoices and credit card authorizations
- Onboarding instructions and training materials and aids
- Company policies and procedures
- Brochures and marketing materials
- Financial reports and spreadsheets
- Forms and applications, blank and completed
You don’t necessarily have to set up a portal for every client; perhaps it’s cost-effective to use a portal on your largest customers or vendors.
You might already have a client portal that comes with your tax software. Or you might need to look for a portal. We recommend ShareFile, and please note that they have been a sponsor of our programs and events in the past. You can find them here: http://www.sharefile.com/.
Some of you use Box.net, DropBox, and HIghTail (formerly YouSendIt). Most of these solutions have adequate encryption security, but they may not be HIPAA-compliant and most of them do not have client/user partitions, which could result in errors in sending the wrong link to the wrong person.
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If you decide to implement portals for your business, we can add a link to it on your website’s home page. If you have multiple portals or logins, we will make a login page or a widget with all your logins (the exact format depends on the theme you have).
Send us the custom link to the portals and logins you want us to add to your website, and we’ll get these added. For Pro and Platinum, this is free; for others, there is our usual hourly charge.
Using portals will keep your inbox cleaner, save time looking for lost emails and documents, and help you look professional in the eyes of your clients.
