It’s 10:00 AM on a busy Monday when an email lands in a salesperson’s inbox. It’s from a long-time client, and they need to retrieve an invoice from three years ago—urgently. But instead of reaching out to their accountant, they’ve contacted the person who originally signed them up. The salesperson, knee-deep in meetings and follow-ups, now has to figure out how to get this client what they need.
Lacking direct access to accounting records, the salesperson forwards the request to the admin team, who then loops in an accountant. The accountant, now pulled away from their planned work, starts digging through old records, scanning multiple folders, and sifting through email threads to track down the right invoice. Meanwhile, the client, needing the document for an important financial review, starts following up, adding pressure and urgency to an already frustrating scenario.
What should have been a quick, simple task is turning into a time-consuming disruption. But with SuiteFiles, the path from request to resolution is effortless. Let’s follow how this task moves from chaos to clarity.
Step 1: Locating the Document in Seconds
Traditionally, finding an old invoice could involve checking archived email attachments, searching through desktop folders, or even pulling records from an external hard drive. The accountant might have to email a colleague for access or request information from a separate database, adding unnecessary back-and-forth to the process. In some cases, they might even need IT support to retrieve old records from backup storage.
With SuiteFiles, the accountant simply:
- Uses Advanced Search to locate the invoice instantly by typing in the client’s name, invoice number, or date—no manual folder navigation required.
- Checks the centralized cloud storage to ensure they’re retrieving the correct, most up-to-date version of the invoice, without worrying about multiple copies or outdated files.
- Uses version control to confirm the invoice hasn’t been altered or replaced by a newer version, preventing costly errors and ensuring compliance.
- Filters by client name or document type to quickly scan for related documents in case the client needs additional information.
Instead of wasting 30+ minutes searching for a single file, the accountant has what they need in under a minute.
Time saved: 30 minutes per document retrieval
Step 2: Sharing the Invoice with the Right Person
Now that the invoice has been located, the next step is getting it to the client quickly—without unnecessary back-and-forth emails. In a traditional setup, the accountant would attach the file to an email, then hope the client receives it, downloads it, and doesn’t lose it in their inbox. If the email gets buried, the client may follow up, requesting a resend and adding another delay.
With SuiteFiles:
- The accountant shares a secure link via the SuiteFiles Client Portal, allowing the client to access the document instantly—no bulky attachments required.
- Access permissions are automatically set, ensuring the client can only view the invoice and not the entire folder.
- The system tracks whether the document has been viewed, so the accountant knows when the client has opened it—eliminating the need for follow-up emails.
- Download tracking provides confirmation when the client has retrieved the document, reducing the need for repeated requests.
Time saved: 20 minutes per client document request
Step 3: Preventing Future Bottlenecks
This entire scenario could have been avoided if the client knew exactly where to find their documents without having to email a salesperson first. SuiteFiles ensures that client records are structured in a way that prevents these delays from happening again.
Here’s how:
- Client folders are automatically organized under a standardized structure, ensuring all invoices, contracts, and financial records are stored in one place.
- Historical records are easily accessible, allowing clients to log in to the Client Portal and retrieve their own documents instead of relying on back-and-forth emails.
- Permissions ensure each team member has access to the right files, meaning the salesperson wouldn’t have needed to forward the request at all—the client could have been directed to their own self-service portal.
- Consistent folder structures across all clients mean accountants never have to wonder where to file or find a document again.
Time saved: Potentially hours
Step 4: Automating Future Document Workflows
Once the invoice is delivered, the accountant now wants to ensure that similar requests don’t cause disruptions in the future. Instead of manually organizing every invoice going forward, SuiteFiles can automate this process:
- Invoices and client documents are automatically filed in the correct folder based on predefined rules, ensuring consistency.
- Templates and merge fields pull in client details for quick document creation, ensuring invoices are stored correctly the moment they are generated.
- Recurring document requests (such as annual reports or tax filings) can be pre-scheduled and sent automatically, reducing last-minute client demands.
- Email integration ensures that any document shared with a client is automatically stored in their corresponding SuiteFiles folder, eliminating the risk of misplaced files.
Time saved: 1-2 hours per week on document filing and organization
From Chaos to Clarity: A Task’s Journey with SuiteFiles
What started as a frustrating, time-consuming search for a single invoice turned into a streamlined, efficient process with SuiteFiles. By eliminating unnecessary searches, reducing email clutter, and improving document organization, SuiteFiles helps our users save at least 5+ hours every week.
With better file organization, instant search capabilities, and a seamless way to share documents, firms can spend less time chasing files and more time focusing on what truly matters—serving clients, growing their business, and reducing administrative stress.
