Looking to update your client folder structures this financial year?
We’ve got tried and tested tactics from our customers and just the tool for you to automate your folder creation.
Bulk folder generation tool
By using SuiteFiles’ bulk folder generation tool, you can create folders under multiple clients at once. You can even use your existing SuiteFiles folder templates to bulk create subfolder structures.
In the first 10 days after it was released, 58 SuiteFiles customers used this tool to create more than 500,000 folders for over 100,000 of their clients, an average of 5 folders per client. At the lower end, some of our customers only had 1 folder per client – we assume this was a simple FY24 folder with no subfolders underneath. At the higher end, several of our customers created 11 folders per client. This begs the question: what folder structures are our customers using for their clients?
Real-world examples
According to Ashleigh Irvine, Office Manager at AKA Accounting, bulk folder generation saved them a significant amount of time.
“I knew the folder structure I wanted under each client – financial year with subfolders underneath – and I already had a SuiteFiles template for that folder structure, so it took me under a minute to set up. The process happened automatically, and I didn’t have to think about it again; 23,000 new folders were just where they were supposed to be. Bulk folder generation is a great addition to the feature set and we’ll absolutely be using it again next year.”
Kristal Hassos, Practice Manager at Aura Partners had a similar experience.
“It was simple to use – I just followed the instructions and it took under 10 minutes to set up. I copied an existing folder structure, named it as our 2024 template, and used that to replicate the folder structure under all of our clients. I did it at the end of the day, when I knew no staff would be using it*. When I logged in the next morning it was all done – over 30,000 folders created for over 3,000 of our clients.”
* While you might like to play it safe like Kristal, other customers have successfully run the bulk folder generation while their teams were working. Their teams kept working in SuiteFiles with no interruptions while thousands of folders were being automatically created in the background.
Here’s a typical folder structure our customers use for their own client folders:
They begin with the Organization Name > Financial Year. They then add Companies Office/their country’s business registry service, Correspondence, Permanent, and Workpapers. Under Workpapers, they add GST or VAT, Inland Revenue/their country’s Revenue Department’s Reports, Source Documents, and Trial Balance.
Get our comprehensive guide to folder structures
We’ve rounded up the top folder structures used by accountants to help you get set for the next financial year.
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