Document Management Software
As a professional in the accounting industry, time is your most valuable—and limited—resource. But in this information-centered world where financial and business documents are plentiful and stress often skyrockets, your time may not be spent as efficiently as it could. Rubex by eFileCabinet can automate redundant document processes so you can receive more money for your accounting expertise, also resulting in easier management of bookkeeping, financial statements, accrual method plans, audits, balance sheets, and P&L statements. Rubex is the all-in-one CPA software for all your document needs.
Perhaps more than any other industry, successful accounting is dependent upon a constant and consistent dedication to increasing efficiency. Time saved is money earned. You may never have the luxury of a stress-free career with normal working hours, but Rubex can significantly ease your load in a way other CPA software solutions simply can’t do.
What will your annual financial report say at the end of the fiscal year? You can rest assured using eFileCabinet’s accounting document management software will work to your benefit.
Rubex by eFileCabinet Helps Accountants and Tax Experts
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 office 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 accounting system. So 2001, Blaylock founded eFileCabinet to make his business software available to not just accountants, but everyone. If you want to simplify meeting Generally Accepted Accounting Principles (GAAP), eFileCabinet’s 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 make their businesses more profitable and efficient. Gloria and her team had to organize and reorganize paperwork so they could 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.”
Easy to organize and standardize your file cabinet can look like you want it to. With standardized naming conventions, folder structure and retention features you can automate your files. We love the open, edit and save features of the program. Search the entire cabinet for lost files by name and date. Encrypted for your clients protection and big enough to store over 5,000 clients with almost 20 years of records.
The Accounting Professional’s Secret Weapon: Secure File-Sharing
How do you send and receive business 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 financial 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 software 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.
What are the best tools for success in today’s accounting world? Read our article What Did You Spend Your Tax Season Working On?
Focus on Clients, Not File Cabinets
Want more time interacting with clients than file cabinets? Managing physical files for all of your accounts can directly cut into time otherwise spent on customer relationship management. Gaining and retaining a healthy client base—and keeping your clients happy—keeps you in business.
Read more: How an Accounting Firm Retired 25 Office Filing Cabinets
What Are Your Clients Saying About You?
According to recent reports, client complaints about their accountants include:
Availability – wanting more than a once-a-year meeting
Reliability and accessibility
Failure to provide proactive advice
Lack of online collaboration
Turn client complaints into rave reviews! Let eFileCabinet help you focus on what really matters.
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.
Files, Files Everywhere
The average office file cabinet contains over 10,000 documents, each one important and highly confidential. Most Accounting Professionals suffer from Information Overload. Rubex by eFileCabinet is the solution.
“We no longer have to file massive amounts of documents, search for that one file within many, or make copies so that we can provide them to our clients. Now with eFileCabinet, we simply search, attach, and send! We save time, money and the ever annoying paper cuts! Our customers know that we have their documents easily accessible and they rely on our file cabinet more than they do their own. We estimate that our paperless office has saved us the equivalent of a part-time employee—we have been very happy with eFileCabinet for the past 10+ years!”
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 data 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.
Customer Service is Important to Your Business
That’s why you’ll appreciate our award-winning support.
I love that this software protects my client information and gives me access to it. I love the filing system. It helps me keep things organized. The Secure Drawer aspect is wonderful too because it allows my clients to easily get me the documents I need to work. The desktop app is wonderful as well — it allows me to upload dozens of documents easily right to where I need them.
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.
Use your finger, a mouse, or a scanned image for hassle-free digital signatures.
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 financial documents with clients and coworkers alike. With just a few clicks, you can instantly share business 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.
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 accounting 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.
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.
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!
We chose eFileCabinet as we were looking to reduce the amount of our file storage. The benefits of eFileCabinet include: 1) reduction of storage, 2) MUCH easier to find needed information, 3) MUCH better organization of records. We save money on paper and boxes, and we no longer have rented storage. Customers are VERY happy that we can mail encrypted documents at a moment’s notice. I’m sure that each of us in our office saves at least 1 hour per week and more than that during our busy season.
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.