Top 12 file-sharing tools for accountants in 2024

To serve clients effectively, accountants need to exchange all sorts of sensitive documents. This makes an effective and secure system for sending, requesting, and receiving files an essential part of any accounting tech stack. But with so many file-sharing tools available, how do you know which one to choose?

In this article, we’ll look at some of the best file-sharing tools for accountants, focusing on their key features, pros and cons, and pricing — so you can find the perfect solution for your accounting firm.

Key features to look for in file-sharing tools

No two file-sharing tools are the same, but when searching for the perfect solution for your practice, some features are essential, while others are just nice to have. In this section, we’ll highlight some of the most important features you’ll need from a file-sharing platform.

Security and compliance

Security is paramount when securely sharing files containing sensitive financial and personal information. Look for file-sharing tools that offer robust features designed to safeguard files and ensure compliance with the latest regulations, including:

• End-to-end encryption 
• Granular access controls and permissions
• Support for industry standards such as SOC 2, HIPAA, and GDPR
• Audit trails

Ease of use

If you want your file-sharing tool to be adopted by your team and clients alike, it needs to be intuitive and easy to use. Favor software that has a user-friendly interface, seamless integration with other important platforms, and a dedicated mobile app for file-sharing on the go.

Collaboration features

Whether it’s exchanging important files with clients or working with colleagues to draft and gather key documents, file sharing is all about collaboration. Look for file-sharing platforms that enable seamless collaboration both internally and externally, including:

• Task and project management features
• Commenting, annotating, and editing
• A client portal where clients can view, upload, and e-sign documents
• Customizable forms for requesting and gathering documents

Storage and transfer capabilities

Any file-sharing tool enables you to send and receive files, but not all can do so without limitations or restrictions. If you don’t pick a platform that offers unlimited file storage and support for sending large files, you’ll hit unnecessary hurdles as you scale. Fast upload and download speeds are also an important factor to consider.

Backup and recovery

If the worst case happens and you suffer a technical hitch or even a hack, it shouldn’t mean you lose your data altogether. Choose a cloud-based file-sharing tool that offers regular automatic backups as well as data recovery options. Version control is another important feature, allowing you to return to previous document versions at any time.

Cost and scalability

Cost is a huge factor to consider when choosing the right software. In many cases, software pricing can be overly complex, involving pricing tiers with limits on things such as file storage or users that can hamper your growth. We recommend picking a tool that offers clear value for money and the ability to scale as your business goes from strength to strength.

Top 12 file-sharing tools for accountants

With so many file-sharing tools to choose from, it can be difficult to know where to start. Don’t worry — we’ve got you covered! Read on to explore 12 of the best file-sharing tools on the market. 

• TaxDome
• Dropbox
• Google Drive
• Box
• Microsoft OneDrive
• SmartVault
• NordLocker
• Tresorit
• ShareFile
• Apple iCloud Drive
• Doc.It
• FileCloud

1. TaxDome

TaxDome is a leader in the accounting practice management software category. It provides accounting teams with all the tools they need to manage their practices and workflows. 

In addition to robust document management and file-sharing capabilities, you also get workflow automation, CRM, time and billing, AI-powered reporting, client management and communication, and much more.

Key features

In this section, we’ll take a look at some of TaxDome’s key file-sharing features. For a broader look at TaxDome’s comprehensive practice management tools, check out this product overview. 

Centralized document and client management 

TaxDome provides a central hub not only for your client documents, but also for your client data, tasks, communications, and more. This makes it simple not only to manage file sharing but also entire document management workflows. For example, with TaxDome, you can:

• Organize folders rapidly with folder templates 
• Gather client documents via customizable organizers (digital questionnaires and checklists)
• Request unlimited e-signatures, including KBA (US), AdES, and QES (EU)
• Modify, annotate, and comment on files with a built-in PDF editor 
• Ensure you get paid by locking documents to invoices — once the invoice is paid, the client can access the doc
• Automate entire document workflows from start to finish
• Share documents with third parties via expiring links

Unlimited file storage

Every TaxDome user gets access to unlimited file storage, whether they’re a solopreneur or an international accounting firm. There are no limits on usage to stop you from scaling your business.

Smart desktop app

TaxDome offers a smart desktop app where you can upload documents and files directly from your computer to your clients’ accounts, with a generous file size limit of 300 MB. You can also connect documents to specific jobs, bulk upload folders, and lock documents to invoices in just a couple of clicks, without logging into the TaxDome portal. 

TaxDome virtual drive

You get a dedicated virtual drive on your computer where you can manage all documents, organize folders, and upload them individually or in bulk. All changes you make in the virtual drive are automatically synced in TaxDome.  

Bank-level security

TaxDome offers end-to-end encryption, with all files hosted and continuously backed up on Amazon Web Services (AWS), meaning your data can easily be restored. And to ensure that your data is always in the right hands, you get two-factor authentication as well as granular access rights.

Client portal and mobile app

TaxDome also transforms the document collaboration experience for your clients, providing a central hub where they can view, approve, scan, upload, and e-sign documents on desktop or via the award-winning client mobile app.

Pricing

TaxDome offers some of the simplest pricing around, with a single plan — Pro — for all users. Pro includes all TaxDome features, as well as unlimited file storage, contacts, and e-signatures.

Pros and cons

So what are the main advantages and drawbacks of using TaxDome for file sharing? Take a look at the table below.

2. Dropbox

Dropbox is perhaps the most well-known file-sharing platform around, with over 700 million users worldwide. This makes it the market leader among the paid options, second only to the free (but limited) Google Drive. 

Key features

Unlike TaxDome, Dropbox focuses purely on file-sharing and document management, with key features including:

• Centralized file storage and organization
• File access via desktop, mobile, or web
• Robust file encryption, auto back-ups, and two-factor authentication
• Built-in e-signatures
• PDF editor for adding, deleting, and editing text

Dropbox also offers additional products, such as Dropbox Sign, which offers more robust e-signature functionality, including QES, and can be enabled directly in Dropbox. There’s also Dropbox DocSend, which focuses on secure document sharing and analytics. You can integrate this product with Dropbox in just a few clicks.

Pricing

Dropbox has three different pricing tiers: 

• Essentials, which is designed for one user, at $19.99 per month 
• Business, which is designed for small teams, at $19 per user per month
• Business Plus, which is designed for large teams, at $30 per user per month

Both Essentials and Business have limited features, while all three have limits on file storage and file transfer sizes — although for Business and Business Plus, the file storage limit increases with additional users. You can get discounts on all plans if you bill yearly instead of monthly.

Pros and cons

3. Google Drive

Google Drive is by far the most used file-sharing tool on the market, with almost a third of the market share — and not just because it’s completely free. It also packs some seriously slick collaboration features. 

Key features

Google Drive is a solid option for cloud-based file storage, sharing, and syncing. You get 15 GB of storage, but if you need more, you can upgrade to the paid version, Google One, which offers 100 GB or more, depending on the plan you choose.

Google Drive is also a great collaboration tool. Any documents you create in Google Docs, Sheets, or Slides, for example, are automatically saved to your Google Drive, and any changes you make are automatically backed up. As a result, multiple people can comment on, edit, and review documents in real time. Google Drive also allows you to:

• Drag and drop any files from your computer
• Organize files into folders and subfolders
• Highlight high-priority folders and docs with stars
• Share files privately or publicly
• Set access rights to “viewer”, “editor”, or “commenter”

Google Drive also has plenty of great integration options, allowing it to connect to your accounting tech stack. That said, it’s not a perfect tool — as you’d expect from a free service. Several key features are missing, such as simple ways to password-protect files or send expiring links.

Pricing

Google Drive is completely free. All you need is a Google account to get started. If you need extra file storage and more advanced features, you can upgrade to Google One, which offers a range of different pricing plans.

Pros and cons

4. Box

Founded in 2005, Box is one of the OGs in the file-sharing space. It’s designed primarily for enterprise businesses and has a strong focus on document collaboration and automation. 

Key features

So what does Box offer? First of all, you get a simple and easy-to-use interface on desktop, web, and mobile. Depending on the plan you choose, Box offers the following key features and tools:

• Unlimited file storage
• Unlimited e-signatures with Box Sign 
• Real-time document collaboration with Box Notes
• Virtual whiteboard tools with Box Canvas
• Workflow automation with Box Relay
• Advanced admin and security features

There are also more advanced features available on the more expensive plans, including tools for content migration, custom development, and more. Box also integrates with more than 1,500 apps, so it’s relatively easy to connect it to your existing accounting tech stack. 

Pricing

Box has four pricing plans: Business at $15 per user per month, Business Plus at $25 per user per month, Enterprise at $35 per user per month, and Enterprise Plus, which comes with custom pricing. Each tier offers different file size limits and features, and there’s a three-user minimum. 

Pros and cons

5. Microsoft OneDrive

Microsoft OneDrive is a free file-sharing service for those with a Microsoft account. While primarily designed for Windows users, OneDrive can also be used on MacOS, although Apple users will benefit more from using iCloud Drive. 

Key features

OneDrive offers much of what you’d expect from a file storage and sharing service, although the 5 GB of free storage is less than what you get with Google and Apple’s equivalents. With OneDrive, you can:

• Auto-sync and backup your documents, pictures, desktop, and settings
• Access files from any device
• Restore previous file versions up to 30 days later
• Store sensitive files in your Personal Vault, with extra security measures
• Share documents, photos, and videos with anyone 
• Edit and collaborate on files in real time

Pricing

OneDrive’s free version is available to anyone with a Microsoft Account, but it’s primarily designed for individuals. Microsoft also offers a plan for businesses, which costs $5 per user per month and increases the storage limit to 1 TB. You can also get OneDrive as part of a Microsoft 365 Business subscription, with Basic and Standard options available.

Pros and cons

6. SmartVault

SmartVault is a cloud-based document management and file-sharing platform. It’s designed specifically for client-facing businesses, making it a solid choice for accounting firms.

Key features

SmartVault is a more complete platform than some of the tools on this list. In addition to unlimited file storage and secure file sharing, you get handy tools for client collaboration and document management, as well as robust security measures. Here are some of its standout features:

• Custom-branded client portal for secure file sharing
• Docusign integration for e-signatures
• Customizable request lists for gathering client documents
• Bank-level encryption and security
• Built-in HIPAA, FINRA, and GLBA compliance
• Document workflow automation
• Version history and file recovery

Pricing

SmartVault offers four pricing plans, two of which focus on general document management and file sharing: the Standard plan, which offers basic functionality, has a five-user minimum and costs $25 per user per month, and Business Pro, which costs $50 per user per month and has a 2-user minimum.

Then there are two accounting-focused plans that offer industry-specific integrations and features: Accounting Pro at $45 per user per month and Accounting Unlimited at $65 per user per month, both with a two-user minimum. 

Pros and cons

7. NordLocker

NordLocker is the file-sharing offering from Nord Security, a popular provider of security tools including a market-leading VPN. NordLocker offers businesses a simple, no-frills, yet highly secure platform for storing and sharing files. 

Key features

As you’d expect from a cybersecurity leader, NordLocker is one of the most robust and secure file-sharing tools available. On the flip side, it lacks some of the more advanced features you might expect, such as file recovery and version history. Here’s what it offers:

• End-to-end encrypted cloud for all file types
• Up to 2 TB of storage, depending on the plan you choose
• Simple drag-and-drop interface
• Encrypted file sharing
• Multi-factor authentication
• Automatic backup and sync across multiple devices
• Dedicated admin panel for managing your team

Pricing

NordLocker offers a free version offering up to 3 GB of cloud storage — which isn’t enough for the vast majority of accounting businesses. If you go for the Business plan, which costs $29.99 per month, you get 2 TB of storage.

Pros and cons

8. Tresorit

Swiss-based Tresorit is a file-sharing tool that prioritizes security above all else, with ultra-secure encryption for all its cloud storage and file sharing. In this respect, it’s more similar to NordLocker than other tools on this list.

Key features

As a security-first file-sharing platform, Tresorit offers plenty of features designed to protect your files at every step of your document workflow. On the flip side, however, it perhaps lacks some of the more advanced features you’d want from a comprehensive file-sharing platform. 

Here are some of Tresorit’s key features:

• Tresorit SecureCloud, with zero-knowledge end-to-end encryption 
• Encrypted file sharing
• GDPR compliance
• Version history
• Detailed access logs
• Two-factor authentication

Tresorit also offers two additional products that can be added to any of its plans: eSign, which includes qualified electronic signatures (QES), and email encryption.

Pricing

Tresorit has three pricing plans, each of which offers different feature sets and limits on storage, maximum file size, and free e-signatures: 

• Business at $19 per user per month, which has a three-user minimum
• Professional at $27.49 per month, which is designed for solopreneurs and individuals
• Enterprise, which has custom pricing and a 50-user minimum

Pros and cons

9. ShareFile

Owned by software developer Citrix Systems, ShareFile is another popular file-sharing platform, with a focus on secure document workflows and client collaboration. 

Key features

Unlike some of the more basic file-sharing platforms on this list, ShareFile offers a range of client-facing document management features, making it a sensible choice for accounting firms. Here are some of its key features:

• Custom-branded client portal for secure file sharing
• Built-in e-signatures
• Automated document workflows
• Real-time collaboration on documents and projects
• Streamlined client onboarding
• Document request lists
• Email and file encryption

Pricing

ShareFile has the following four pricing plans:

• Standard at $10 per user per month, with a minimum of three users
• Advanced at $16 per user per month, with a minimum of three users
• Premium at $25 per user per month, with a minimum of three users
• Virtual Data Room at $67.50 per user per month, with a minimum of five users

As you’d expect, each plan offers different feature sets, and you’ll need to opt for the Premium plan if you want advanced collaboration tools and e-signatures. It’s worth noting, however, that you get unlimited storage across all plans.

Pros and cons

10. Apple iCloud Drive

Alongside Google Drive and Microsoft OneDrive, Apple iCloud Drive is one of the most popular free file storage services. But with no Android support and very limited Windows compatibility, this one’s pretty much for Apple fans only. 

Key features

Apple iCloud Drive is primarily designed for individual users rather than large accounting firms, and its feature set reflects this. Its heavily Apple-centric approach is an issue for those who prefer Windows or Android, including clients. Here’s what you get:

• Seamless integration with Apple tools and operating systems
• File recovery for up to 30 days after deletion
• Simple file sharing to anyone with an Apple ID
• 5 GB of free cloud storage
• File size limit of 15 GB

Pricing

Apple iCloud Drive is completely free for anyone with an Apple ID, but the low storage and file size limits mean you’ll likely need to upgrade to Apple iCloud+, which has three plans: 

• 50 GB for $0.99 per month
• 200 GB for $2.99 per month
• 2 TB for 9.99 per month

Pros and cons

11. Doc.It

Doc.It is a cloud-based document management platform designed specifically for accountants and tax professionals. It’s part of the Iris software suite, which includes a range of tools for accounting, payroll, and HR. 

Key features

Doc.It offers three separate document management solutions, each one providing a range of features designed to streamline your document management workflows. Depending on the specific solution you choose, you get the following key features:

• Automatically scan, gather, organize, and store documents
• Document indexing for easy search and retrieval
• Fully customizable reporting
• Document collaboration and workflow tools
• Secure web portal for sharing and e-signing documents
• Built-in PDF editor

Pricing

Doc.It’s pricing is unclear, with no direct information on its website. 

Pros and cons

12. FileCloud

Rounding off this list, FileCloud is a “secure content collaboration platform” that offers a fairly broad range of features designed to improve document security, sharing, and collaboration. 

Key features

A quick look at FileCloud’s user reviews shows that two of its main plus points are ease of use and security. But what else does FileCloud offer for accounting teams? Let’s take a look at its core features:

• File sharing via a client portal
• Robust security and compliance measures
• On-premise, hybrid, or cloud service options
• Drag-and-drop workflow automation tool
• Dashboard with real-time reporting
• Unlimited storage on the self-hosted version
• AI tool for classifying content

Pricing

There are two separate FileCloud products: FileCloud Enterprise Online, which is a fully cloud-based solution hosted and managed by FileCloud, and FileCloud Enterprise Server, which you run on-premise, using your own infrastructure.

For FileCloud Enterprise Online, there are three pricing plans, each with different feature sets, minimum users, and storage limits: Essentials at $12.50 per user per month, Advanced at $18.75 per user per month, and GovCloud, for which you’ll need to contact the sales team for a quote. 

FileCloud Enterprise Server starts at $6 per user per month, with additional pricing plans requiring a quote.

Pros and cons

How to choose the right file-sharing tool

We’ve covered a lot of ground in this guide, and the sheer range of tools and features can be overwhelming. So how do you go about deciding which platform is best for your accounting practice? In this section, we’ll outline three key steps to choosing the best file-sharing tool for your needs.

1. Identify your needs

The first step is to understand your unique needs and goals. These will depend on factors such as your firm size, number of clients, existing tech stack, and budget. Here are some questions to ask to help with this process:

• What are our requirements around storage space and file size limits?
• How many users will we have?
• What do we want the client experience to look like?
• What are our security and compliance requirements?
• How will the file-sharing tool integrate with our existing software and processes?
• Do we want a standalone file-sharing tool or a comprehensive practice management platform where we can manage all of our accounting workflows in one place?
• Do we expect our practice to scale over the coming years, and if so, by how much?

2. Research potential tools

Next, you can narrow down the field by finding and researching tools that best align with your needs and goals. In addition to looking at software providers’ websites and marketing materials, we recommend checking out online reviews on sites such as G2 and Capterra. This will give you an understanding of what current users think. Generally, we recommend focusing on file-sharing software that:

• Provides an excellent client experience through client portals and mobile apps
• Is intuitive and easy to use
• Prioritizes security and compliance
• Is designed with accountants in mind
• Either integrates seamlessly with your other software tools or replaces them altogether
• Offers clear and transparent pricing, as well as excellent support and education services

3. Make a shortlist — and test them out

Once you’ve narrowed down your list to two or three options, it’s time to test them out. Sign up for a free demo or trial account to see the tools in action. Personalized demos can be great for asking any questions you might have along the way. At the end of this process, you should have all the information you need to confidently choose the right file-sharing tool. 

To sum up

An effective file-sharing tool is essential for any modern accounting practice. In this article, we’ve looked at 12 of the best options out there, and one thing is clear: no two solutions are the same. 

Tools like Google Drive, Microsoft OneDrive, and Apple iCloud Drive offer free versions that are somewhat dependent on the operating system and devices you use. Naturally, these free tools have feature limitations that might put most accounting firms off. 

Some tools, such as NordLocker and Tresorit, focus heavily on security, which is an essential ingredient to consider in accounting. But what you gain in advanced encryption and peace of mind, you lose in more advanced document workflow features.

Then there are more comprehensive document management platforms, such as Dropbox, Box, SmartVault, and ShareFile, which offer broader functionality such as document workflow automation, e-signatures, and document gathering tools.

Alternatively, you can opt for a complete practice management platform such as TaxDome, which offers accounting-focused document management and file-sharing features alongside everything else you need to run a highly efficient and profitable firm. So not only can you streamline your document workflows and provide an excellent client experience, but you can also save money and simplify your tech stack. 

Want to see how TaxDome can transform your accounting workflows? Request a demo today!