What is the Best DMS for QuickBooks Software?
Users choose QuickBooks for a reason: great design, simplicity, and great support. Now you need software that works just as well for managing your documents. You need a document management system (DMS). But not all DMS software is created equal, and not all DMS software integrates well with QuickBooks. In this article, we'll describe some important features to look for in a DMS and give you our recommendation for the best DMS for QuickBooks software: FileCenter DMS. Read on to see why.
DMS for QuickBooks Software Summary
- Why should you integrate a DMS with QuickBooks?
- Look for a DMS with the best file organization first
- The most important DMS feature might be scanning
- Don't overlook PDF features in your QuickBooks DMS integration
- Jump to our recommendation »
Why Should you Integrate a DMS with QuickBooks?
A DMS, or Document Management System, picks up where your accounting software leaves off: document organization and storage. In addition to document naming and organizing, a DMS typcally also provides document scanning, and optimally, PDF manipulation. In short, the best DMS to integrate with QuickBooks picks up where QuickBooks leaves off and makes a valuable contribution to your office's efficiency. The best DMS for QuickBooks software will make all the difference in how your office runs.
Look for a DMS with the Best File Organization First
The way a DMS organizes documents matters. A lot. Most users tend to prefer a well-structured organization layout, the most popular being the filing cabinet. Our recommended DMS, FileCenter, uses this model. FileCenter DMS provides electronic filing cabinets which in turn contain drawers, folders, and files. Most users can navigate the filing structure with minimal mouse clicks, finding documents in seconds. Additionally, the cabinet structure allows the organization model to parallel the way accounting firms work: in a client-centric approach.
The key consideration, however, when choosing the best DMS to integrate with QuickBooks is the storage method the DMS uses. You will find that most DMS software uses a database. Why? Because the database provides an extra layer of security, a feature that users respond well to. Users, however, tend to get lulled by the security promises and fail to realize the harsh downsides of a database. With a database, all document access is heavily restricted. All access. For example, if a firm tries switching to a different DMS, they often discover that they can't get their own documents out of the database. The database effectively traps them in the system. Which brings up another reason software vendors favor databases: databases preserve their user base. Another downside to databases that rarely gets mentioned: databases restrict other software from accessing your files. Software like Google Drive, One Drive, or DropBox. Software like client portals. And software like QuickBooks. In fact, QuickBooks will not integrate with any database-driven DMS unless that DMS provides a specific integration for QuickBooks.
FileCenter DMS sees document storage differently. FileCenter embraces the fact that Windows already provides outstanding security features, features that more than address the security needs of nearly any SMB. The extra security layers of a database simply aren't necessary for most firms. As a result, FileCenter instead uses regular Windows folders to store documents. This approach yields many benefits. The most obvious benefit is that you will never lose access to your files. Even if you eventually decide to swap FileCenter for a different DMS to integrate with QuickBooks, you won't have to worry about getting your files out of the system. Just as important, your other software will retain access too. FileCenter is seamlessly compatible with Cloud services like Google Drive, One Drive, and DropBox. In fact, it integrates tightly with nearly any Windows program, including QuickBooks.
The Most Important DMS Feature Might Be Scanning
Getting paper documents into the DMS becomes more and more important as we continue to shift towards a paperless society. Yet for some reason, scanning is an afterthough in most DMS software. When you look for a DMS for QuickBooks software, put particular emphasis on fast, efficient scanning.
FileCenter DMS makes a particularly good QuickBooks integration choice because of its emphasis on scanning. FileCenter goes out of its way to streamline every step of the process. In fact, many of the most repetitive scanning tasks can be fully automated, tasks like separating a stack of documents into individual files, naming files and choosing where documents should be saved. In fact, automatic file naming can extract details from within the document text and then use that information to create a name for the file and choose where to save it.
Don't Overlook PDF Features in Your QuickBooks DMS Integration
The ability to create, edit, and work with PDFs has become a primary task for most offices. Yet surprisingly few QuickBooks DMS options provide any PDF tools at all. The best DMS for QuickBooks software should fully support the most common PDF tasks right in the interface, tasks like combining PDFs, pulling pages out of PDFs, stamping PDFs, and adding annotations and comments. Additionally, they should fully support converting files to PDF with nothing more than the click of a button.
The Best DMS for QuickBooks Software
FileCenter DMS goes out of its way to pick up where QuickBooks leaves off, giving you the sort of power and efficiency you need in managing and working with your documents. With intuitive document organization, full support for searchable PDF, many tools for facilitating bulk scanning, a built-in PDF editor, and a clean interface that users rave about, FileCenter can take you all the way from being smothered in paper to a paperless office. Download a free trial today!