Accounting Firms

In a time of dematerialization, an accountant’s collaborative document management service has become a key driver of productivity and quality customer service.

The movement toward all-electronic bookkeeping continues to simplify life for accountants and their clients. Aside from conserving physical storage space, the electronic approach enables accountants to work with their clients remotely and to achieve better communication and customer service with them. By nature however, an accountant’s work requires special attention to certain things like confidentiality and security when handling client records. Therefore, a safe and reliable system for exchanging electronic data between both parties is imperative.

What ftopia offers you

Customer Satisfaction

You and your clients can access accounting records at any time from any location. Clients can even view their files directly from their Web browsers without the need to download them.


Only authorized persons have access to your files. You always maintain control over your content by determining the level and duration of access to each file for each user.


A single subscription is all you need for all your data rooms. You don’t need a dedicated computer to manage files. There’s no hardware or software to purchase, and nothing to install or setup.

State-of-the-Art Security

Data encryption, intrusion prevention, automatic data redundancy, access-rights management, and SAS 70 Type II-certified protection keep content safe.

Having noted the steady rise of electronic information-exchange with their customers, associates at decided to leverage this service to its fullest and take advantage of its benefits.

With ftopia’s solution, the firm now has a separate data room dedicated to the permanent disposition of each client, and each client can add his or her own accounting records as necessary. Remote employees are able to safely access and work on company files from any location with an Internet connection.

Dematerialization is a strategic issue for the accounting profession. With ftopia, we are able to approach it with confidence.

With the need for such great care and caution when exchanging confidential data between accountants and their clients, traditional document management and sharing methods are insufficient. Many accounting firms utilize email, file transfer applications, and specialized accounting software programs; but none of these provide the ease, security, and reliability needed.

The Challenges with Traditional Systems

Email Attachments

  • File size limits and server rejection/delivery failure issues
  • Confidentiality risks and poor security
  • Inability to sort multiple revisions of documents circulating among numerous parties creates file clutter and leads to costly mistakes

FTP Sites

  • Costly to operate and overly complex for non-technical users – IT staff support required for account setup, standard tasks, and frequent maintenance
  • Firewall policies/IT network restrictions, delivery failure issues, and slow downloads
  • Confidentiality risks and poor security

Network File Servers

  • Costly to operate – requires hardware purchase and IT staff support for installation, setup, and ongoing maintenance
  • Limited to internal use
  • Confidentiality risks

Document Management System (DMS) Software for Accounting and CPA Firms

  • Costly to purchase, install, setup, and run
  • Overly complex for casual and external users
  • Confidentiality risks

Discussing your clients’ profiles with them has never been simpler: grant them direct access to their records from any Internet device! Exchanging information via ftopia’s secure, user-friendly online collaborative service is faster, safer, and more convenient than other means. Tax returns, pay slips, legal records, and other sensitive documents can be stored and kept confidential in as many compartmentalized data rooms as you need, all with one affordable account. With remote accessibility, you and your employees can even access clients’ records when meeting with them outside the office!

You’ll also save valuable time by allowing clients to upload invoices, bank statements, and proof of expenses directly to their rooms while retaining the hard copies. Uploads are accessible immediately, and each party receives automatic email notifications regarding additions and changes to room content. ftopia’s solution makes it easy to increase productivity, improve communication, and achieve quality customer service with clients.

Everything you need with one simple solution

  • Access to real-time information around the clock and around the globe from any computer, phone, or other device with an Internet connection
  • Quick internal and external exchanging system for files of any size or type without the need for a dedicated computer to manage them
  • Ease of use with an intuitive interface, file synchronizing features, and the ability to view files directly from Web browsers without downloading them
  • Savings with one affordable and obligation-free account that provides all the data rooms you need without anything to purchase, install, or setup
  • Control over information flow with automatic sorting of multiple-revision documents, user-activity reports, email notifications regarding room content changes, and assignment of level and duration of access to each file for each person
  • Branding capabilities with rooms you can customize by adding company logos and information
  • Safety and confidentiality with state-of-the-art security features including data encryption, intrusion prevention, automatic data redundancy, access-rights management, and complete protection within an SAS 70 Type II-certified infrastructure