Document Management Software

Accounting Department

Accounting departments in the modern world face far more challenges than tabulating accounts receivable and accounts payable columns, so why rely on a business medium (paper documents) allowing your accounting department to do only those two things efficiently?

With Rubex by eFileCabinet, you can keep everything in one place and automate the processes that bog you down.

We know that change can be scary as it affects the precision that accounting departments deeply value and find in the traditional methods of conducting business. However, if enough accountants made the switch to Rubex paperless software—and in positive enough fashion—to earn us the 2019 Expert’s Choice award from Finances Online, so can you: It’s far easier than making it to the end of our written testimonials page. Going paperless is more cost-effective than ever, and guaranteed to ensure a long-term return on investment.

Rubex by eFileCabinet Helps Accounting Departments


Boost efficiency and increase organization


Best-in-industry document security and automatic backup


Compliance with governmental and industry regulations


Full integration with your favorite tax and accounting document management software


Eliminate expensive real estate needed for physical documents


Greatly simplify audits and the auditing process


Complete mobility—work anytime, anywhere, with your entire office on your device

eFileCabinet: Made by a CPA

Tired of watching his expensive, paid-by-the-hour accountants spend their day going back and forth between filing cabinets, James Blaylock developed an efficient system specific to the accounting profession’s needs. His friends in the industry caught wind and just had to have the same system. So 2001, Blaylock founded eFileCabinet to make his software available to not just accountants, but everyone. If you want to simplify meeting Generally Accepted Accounting Principles (GAAP), eFileCabinet accounting document management software provides an easy way to make it happen.

“A Tax Preparer’s Dream”

Gloria Hill of Hill and Associates in Palm Springs, California echoes the sentiments of thousands of accounting professionals and CPA’s who use eFileCabinet Document Management Software every day to be more profitable and efficient. Gloria and her team had to organize and reorganize paperwork so they can refer to it at a later date, but that work takes away from their ability to do the rest of their jobs. eFileCabinet transformed how her firm got work done.

“I provide my clients better service, more quickly by using eFileCabinet.”

Want more billable hours? Use Rubex by eFileCabinet.

Time during tax season is a very expensive time. You can make more money, but you can’t make more time. 10 or 15 minutes per return may not sound like much, but during tax season that is pure gold. If you figure about 800 returns, that amounts to 200 hours. Or 5 more weeks! The savings on 800 returns including paper, toner, printer wear, and labor would have to exceed $5,000.

James T. Scherer


Customer Service is Important to Your Business

That’s why you’ll appreciate our award-winning support.

The tech support staff at eFile Cabinet has been great to work with when any issues have arisen. As a CPA, tech support is everything. If you can’t support your product in a timely fashion, the product is worthless.

Phillip S.

Owner, accounting firm

Rubex Has the Features Customers Love

Ease of Use

A simple, user-friendly interface


Improve customer service and waste less time with this feature included in your eFileCabinet subscription.


Maximum security include SSL/TLS encryption, 256-bit AES standard, and Secure Socket Layer (SSL) technology.

Fast and Safe

Never worry about the security of your files or webmail again – it’s network file sharing made easy.

Digital Signatures

Use your finger, a mouse, or a scanned image for hassle-free digital signatures.

Automated Workflow

Streamline or eliminate redundant tasks with a powerful, intuitive workflow tool.

How Does It Work?

It’s as easy as email—but comes with bank-grade security and SSL, 256-bit grade encryption. Additionally, Rubex boosts web marketing efforts for you, so you don’t have to. The custom domain name you receive with a Rubex account will drive more traffic to your firm or business’s page and increase your relevance in search engines like Google and Bing, meaning the potential for more business. It also offers custom branding options for your firm.

Rubex gives you a protected way to share documents with clients and coworkers alike. With just a few clicks, you can instantly share documents and collect digital signatures, all within a secure, encrypted portal.

With EFC, there is no more time consuming hunting for the right folder, no more cumbersome paper files to manage and store. We converted several years ago and have never looked back with nostalgia to the old days! Now we can wow our clients with easy, quick access to their information and that impresses them and makes our days happier and less stressful.

Colleen M.


Rubex to the Rescue

Your work starts and ends with documentation. It all begins with source data and ends with finished documents provided by you. This document exchange is a crucial aspect of your job.

Today’s technology can simplify all cycles of document management. Here are just a few of the eFileCabinet DMS superpowers that can help make your job significantly easier:


Chances are you work with lots of repeated documents in repeated patterns. Automated workflow will save you lots of hands-on time, as documents are automatically routed from creation/collaboration, revising, and versioning, to evaluation and approval.

In a business sense, “workflow” can refer to any controlled and repeatable pattern of processes that a project passes through to reach completion. In document management, “workflow” refers to the process of moving documents through an organization.

With eFileCabinet, you can design workflows that are as simple or complex as your department requires. You can also establish multiple workflows, making it easy to map out automated file routing for the different types of documents you produce or receive on a regular basis.

Zonal OCR

If you work with lots of forms—and what accounting professional doesn’t?—Zonal OCR is like hiring a super-speedy, extra-efficient virtual assistant that specializes in data entry. Using basic optical character recognition (OCR), Zonal OCR recognizes and auto-populates data for you. It even automatically files the document in eFileCabinet. Setting up Zonal OCR is easy—it takes less time than training a new employee on data entry.

Work From Anywhere

Rubex is a SaaS system that operates from the cloud. This means you can use Rubex from nearly any device with an internet connection. Access Rubex from a web browser, desktop application (PC/Mac), or mobile application (iOS/Android). Security protocols allow you to work through the web with peace of mind. Encryption means you can connect without compromise and get your work done from the office, from home, or on the road.


How Does Your Department Handle the Chaos?

If your accounting department is relying on paper-dependent processes to sustain your organization’s financial welfare, even your most skilled employees will have trouble keeping pace with expectations from regulators and the organization you support alike.

But these challenges are only the beginning of proving your department’s worth in the organizational context. In order to ensure the financial health of your organization needs to thrive, you are likely well aware that meeting the following performance objectives is of the utmost importance:



There’s no room to misfile or lose documents.



Keeping track of all the information auditors may request can be daunting.



It’s virtually impossible to keep pace with your organization’s rate of growth while relying on paper-dependent processes such as faxing, printing, manually filing information in filing cabinets.

The Power of Paperless Documents

Patrick Ballard is the owner and CEO of Ballard and Company, LTD, CPAs, the largest sole proprietor CPA firm in Arkansas. Ballard and Company went paperless with eFileCabinet in 2006, but before that they were packed in with paper documents.

eFileCabinet really makes our job just so much easier. I can’t imagine anybody functioning in this day and not being paperless.

James T. Scherer

Ballard & Company


You manage sensitive information on a daily basis. Security is a top priority for anyone in the accounting industry. Avoid the costly liability associated with security breaches.

Our protection features include 256-bit AES encryption, automatic backup, audit trails, role-based security management, a secure file-sharing portal, and more.


Is “compliance” a 4-letter word in your department? The legal requirements behind tax compliance regulations are complicated and ever-changing. Our tools help meet those legal requirements and maintain compliance with all major regulations, including HIPAA, FINRA, SEC, PPACA, Department of Labor, IRS, and Homeland Security.

eFileCabinet is the safest option for managing your financial documents. For more information, read our article, AICPA Guidelines for Document Management.

The Accounting Professional’s Secret Weapon: Secure File-Sharing

How do you send and receive files from clients, partners, or any other outside party? Do you know the risk associated with sending confidential information via email? Or the potential liability of a flash drive?

If you are sending or receiving documents via email, flash drive, fax, or snail mail, your department is liable for any breach of information. That’s a business-breaking risk that is easily avoidable with Rubex’s award-winning file-sharing feature.

Technology: Accounting Tools for Success

While the principles of accounting may not have changed much over the years, regulations, best practices, and technology have changed significantly. Whether you’re relatively new to the industry or you’re an industry veteran, taking advantage of technological advances is key to your success.
Download our popular article Things I Wish I Knew When I Became an Accountant, an interview with highly successful CPA’s and Accounting Professionals.

What are the best tools for success in today’s accounting world? Read our article What Did You Spend Your Tax Season Working On?

Customer Testimonials

In the business world today, there are mountains and mountains of paperwork. Being able to limit and severely reduce our paper file storage has amounted to savings of thousands of hours and dollars. The ability for our PM’s to be able to search for a document their smartphone or tablet while on the job and find the document/invoice/proposal/bid/change order, etc. is invaluable and hard to put a dollar amount on! There are many DMS software programs out there, but eFileCabinet is perfect for our enterprise!

Julie M.

Accounting Manager

I have used this software since 2005 and it has never failed me, it’s easy to use and saves me tons of paper and time. I keep all of my important docs and my clients docs on eFileCabinet. Best software I have every purchased!  Cons- absolutely NONE! Saves time, paper, and money.

Jim D.


Ready to Take the Next Step?

This industry journey only scratches the surface of what Rubex by eFileCabinet can do. Document management software can do incredible things for your business, not just allowing you to cut out paper, but also giving you the opportunity to streamline your everyday processes so you save more time and money. Features like secure file-sharing, eSignatures, mobile access, and automation tools, make this an all-in-one centerpiece for any business of any size, in any industry.

Call: 877-574-5505