Everything you need to manage, edit, and share your documents. Get the most out of your workday with this powerful yet simple document management system that solves all your document collaboration and storage needs. Below is a full list of our key DMS features.
SuiteFiles DMS Features:
Document management
Store and edit all of your files in one place using SuiteFiles’ cloud based document management system. Create document templates and automatically save documents into SuiteFiles from a number of sources.
Client portal
Send files out to be reviewed, and collaborate with clients on their documents in real-time. Request any file you need, and they’ll be uploaded directly into your chosen SuiteFiles location.
Task management
Send tasks to colleagues for an easy follow-up process. Request changes to a document, an upload, or a simple task, then instant message within SuiteFiles. Have your colleagues click complete when done!
Secure storage
Manage all of your permissions to grant access to certain folders and features and easily restore past versions of documents. SuiteFiles documents are kept safe in your own Microsoft environment, secure, and recoverable within Microsoft’s leading-edge retention framework.
Document retrieval
SuiteFiles document retrieval with full text search by keyword allows you to locate any document and search by file type.
Email management
Create templates for standard emails (incl. attachments), drag and drop files from SuiteFiles, and auto save your emails.
Digital signing
Prepare documents for signing, send them directly to signatories, and be notified when they’re completed. Simplify the signing process with notes for more context and checkboxes to draw attention to important sections of your document.
PDF tools
Review and customize PDFs in SuiteFiles without juggling several applications. Annotate areas of interest, simply jot something down, or merge PDFs to save time compiling them.
Getting started
with the SuiteFiles DMS
Great teams don’t happen overnight. Neither did developing the DMS features chosen by over 10,000 customers in small to mid sized accounting and professional services firms for managing their business documents.
Book now for a no-pressure, personalized demo with one of our team. They’ll take the time to understand the way your team currently works together and anything you’d like to change to improve collaboration.
99.6% of our clients stay with us for years. Here’s why…
SuiteFiles saves us hundreds of hours each year and 80% of our previous document management costs.
Marius Fourie
North Advisory
Simply put – SuiteFiles is awesome.
Hamish Mexted
Convex Accounting
All I need to do is choose my template, click confirm and I’ve got the next five financial years worth of folders for…
Anthony De Filippis
Amplify 11
Clients really like the fact that it’s a secure space where they can transfer documents back and forth.
Kimberly McLaren
Kimberly McLaren CPA
Everyone loves using it and we get the same feedback when people come into the firm.
Ben Roberts
Roberts Cowling
SuiteFiles takes the worry from our former mishmash of solutions and lets us go and do what we do well.
Warwick Jackson
Fox Group
Who is SuiteFiles for?
SuiteFiles is the only all-in-one document management system designed for small and midsized accounting and professional services firms. We take care of all your document and storage needs with an easy-to-use platform your colleagues and clients can actually enjoy using. This frees up more time for your team to think, collaborate, and create more.
What tier of Microsoft 365 do I need?
To use SuiteFiles you’ll need a Microsoft 365 Business or Enterprise plan including SharePoint.
What’s the difference between SuiteFiles and SharePoint?
What separates SuiteFiles from SharePoint is our easy-to-navigate interface and in-built features such as digital signing, client portals, and PDF functionality which cut out extra software subscriptions. We’ve also built integrations with powerful apps like Xero and Karbon to streamline your document management and provide an end-to-end solution for your business.
What kind of folder structure should I use?
We recommend storing your client folders under SuiteFiles’ designated ‘Clients’ folder so you’re able to take advantage of our integrations with apps like Xero Practice Manager. Under your client folders, use financial year folders so you have another means of filtering search results when looking for files.
This could look like: Clients > Client X > FY 20XX > Meeting Notes
How do we move our files across to SuiteFiles?
There are two options you can choose from:
- We can conduct a full migration to bring all of your files into our system. Our team can easily migrate files from cloud services and any file server system. More difficult are systems that have a database behind them and store files in a structure that doesn’t resemble a ‘logical’ folder structure. However, we have tools for extracting files from these systems and can bring them across after an initial inspection.
- If you have a smaller system, say 10GB of files or less, it’s quite do-able to simply drag and drop small subsets of the files directly to our web app — just ensure you’re not exceeding the 100MB file upload limit. While this isn’t the most technically efficient way to migrate, it can be effective for businesses looking to save money.
What kind of templates can I create in SuiteFiles?
SuiteFiles allows you to template folders, documents, and emails. Imagine you’re onboarding a new client — you’d be able to generate a folder structure for them, create an engagement letter, and send out an onboarding email all while pulling data from integrated apps.
How are my files kept safe once saved or created in SuiteFiles?
SuiteFiles documents are kept safe in your own Microsoft environment, secure, and recoverable within Microsoft’s leading-edge retention framework.
How does SuiteFiles confirm the legal standing of document signing/signatures?
SuiteFiles digital signing provides both a customized signature and a digital signing certificate detailing signee information and a full audit history of actions taken on the document. All of your documents are stored in servers that are ISO certified.
