Document management software for accounting firms
- Pages in the backlog
- 30,000
- Scanner hours to clear the backlog
- 13
- Scanner minutes per day for the incoming pages
- 4
Every figure on this page is computed from the inputs you enter, by the method stated below it. The only constants Batesio supplies are the vendor prices cited where they are used. The defaults are a worked example to replace with your own.
Document management software for accounting firms has a harder job than a general drive because every file has a client, a period and a retention date, and most of them arrive from the client rather than from the firm. The software that earns its place takes the client's documents in through a portal, numbers and files them against the client and the year on arrival, holds each one until its retention date, keeps the engagement letters and the returns in the same record, and exports the lot when the client moves on or the firm is reviewed. The practice management suite holds the ledger and the workflow; the document software holds the evidence.
Open the Document capture worksheet Free to use. No account, no card, no trial clock.
Take the client's documents in through a portal, filed on arrival
Bank statements, invoices, payroll reports and prior returns arrive from the client, and the software should receive them through an upload page under the firm's name, log who sent what and when, and file each against the client and the period at once. A firm that receives client documents by email has an inbox, not a document system. Pro does the receiving and the filing.
Number every page and set the retention date on capture
A Bates number on every page makes a document set citable in a review or a dispute, and a retention date set from the firm's policy on the day of capture is what makes the year-end purge a report rather than a project. The document capture worksheet on this site prints the pages a year the firm keeps at its retention period, so the policy is written against the real volume.
Keep the firm's own documents in the same record
Engagement letters, the returns as filed, the working papers and the correspondence belong in the same client record as the documents the client sent, so the whole engagement is one thread. Software that keeps the client's uploads in one place and the firm's output in another leaves the reviewer reconciling two systems in the week they can least afford it.
Document management software for accounting firms: common questions
Is there free document management software for accounting firms?
The tools on this site size the backlog, the retrieval cost and the retention load for free with no account. Batesio Pro is the document system: the client portal, the numbering, the client and period record with retention dates, and the export.
How long should an accounting firm keep client documents?
Whatever the firm's regulator, its professional body and its own engagement terms require, which is the adviser's to confirm; the worksheet on this site takes the retention period as an input and prints the pages and boxes it implies, so the policy is set knowing what it costs to keep.
Does the software replace the practice management suite?
No. The suite holds the ledger, the workflow and the billing; Batesio holds the documents and their record. It connects to QuickBooks Online and Xero for the billed documents and stops there.
Batesio Pro
Keeping what you make
The answers are free forever. Pro turns them into your firm's document system: the client portal where files are uploaded and shared under your firm's name, every page Bates-numbered on capture, each document filed against the client and the matter with its retention date, reminders to the person who owes a review, and a clean export when the auditor or the regulator asks.
- Download the record as PDF
- No Batesio watermark
- Save and reopen later
- Your firm's name and logo on it
- Bulk export records
- Review and retention reminders emailed under your firm's name
- Connect your own Stripe account and get paid online
- Connect your QuickBooks Online or Xero
$19per month, whole firm
Start Batesio Pro PricingRenews monthly at the price above until you cancel. We email you before any price change.
Will it do what you need for Document management software for accounting firms?
Tell us what your firm needs and we will tell you straight whether Batesio Pro does it today, whether it is coming, or whether you are better off with something else. A person reads these and replies.
Cite or embed this figure
Dropbox's Standard team plan is $15 per user per month and its Advanced plan $24 per user per month, which for a ten-person accounting firm is $150 to $240 a month for storage that does not know which client or which year a file belongs to.
Document capture worksheet (Pages in the backlog): 30,000, Batesio, worked example.
Cite as: "Document management software for accounting firms, Batesio", updated 2026-09-04, https://batesio.com/document-management-software-for-accounting-firms/.