DMS use cases in fiduciary and accounting offices as well as tax practices

Receipts, contracts, annual financial statements, labor‑law evidence—few professions generate as many records that must be retained as fiduciary/accounting and tax practices. A document management system (DMS) turns paper mountains into streamlined digital workflows. The following examples show exactly how you save time and delight clients.

Digital document capture and payables workflow

Challenge
PDF invoices arrive by email, paper receipts in a shoebox—everything must be entered manually and archived for ten years under Swiss OR 958f.

DMS solution

• Emails with invoices land directly in the DMS.
• Capture supplier, amount, and VAT code in seconds.
• Two‑step approval (client → fiduciary) releases payments on time.
• Export transfers postings directly to the accounting system (bexio, Abacus, Banana, etc.).

Benefits

• Less manual typing
• Early‑payment discounts used
• Audit‑proof archiving without paper binders

Payroll and HR dossiers

Challenge
Employment contracts, payslips, and sickness notifications must be available for ten years in line with privacy rules.

DMS solution

• Payroll export lands directly in the employee dossier.
• Permissions: Clients see everything; employees only their own documents.
• Annual salary statements are provided via self‑service link.

Benefits

• Paperless HR administration
• Transparency during audits
• Fewer queries to the fiduciary team

Client portal and secure document exchange

Challenge
ZIP email attachments are insecure, links expire, and feedback gets lost.

DMS solution

• Drag‑and‑drop upload for expenses, contracts, and spreadsheets.
• Comment directly on documents; versioning ends the «final_v4_final.pdf» problem.
• Notifications inform clients about approvals.

Benefits

• 24/7 client access
• Audit trail of all actions
• Higher data security than email

Year‑end closing and audit

Challenge
Auditors need clean audit trails and complete voucher lists.

DMS solution

• «Sign‑off» fields log every review step.
• External auditors receive time‑limited read access—no more physical data rooms.

Benefits

• Shorter audit cycles
• Transparent audit trails
• Paperless closing binder saves shelf space

Knowledge base and template management

Challenge
Chart‑of‑accounts templates, contract samples, and process checklists are scattered across file shares.

DMS solution

• Central «Templates» area with versioning.
• Tags like Category:Contract, Tax type:VAT, Language:DE/FR make search easier.
• Rollback restores earlier versions with one click.

Benefits

• Consistent corporate design
• Faster proposal creation
• Efficient onboarding for new colleagues

Conclusion

A DMS digitizes document flows, automates tax and payroll processes, and frees up time for strategic advisory. Whether fiduciary firm, accounting office, or tax practice—a DMS keeps you audit‑proof, efficient, and one step ahead for your clients.