What is the Best DMS for UltraTax Software?
Looking for the best DMS to integrate with your UltraTax software? Not all document management systems are created equal. What features matter the most? What features should you avoid? What DMS works best for accountants? In this article, we'll guide you through the most important considerations and give you our recommendation for the best DMS for UltraTax software: FileCenter. Read on to see why.
DMS for UltraTax Software Summary
- Don't hesitate to integrate a DMS with your UltraTax software
- Look for a DMS with the simplest organization
- The best DMS will offer the most efficient scanning
- Fully-integrated PDF features matter more than you think
- Jump to our recommendation »
Don't Hesitate to Integrate a DMS with Your UltraTax Software
Why integrate a DMS with your UltraTax software? Because a DMS, or Document Management System, picks up where your UltraTax software leaves off: document organization and storage. A good DMS is to documents what your UltraTax software is to your client financial data. Integrating UltraTax with a DMS creates a powerful solution that in turn creates office-wide organization, productivity, and efficiency. You will find that the best DMS for UltraTax software will make all the difference in the way that your office runs.
Look for a DMS with the Simplest Organization
A DMS is all about organization. So make certain that the organization model matches the way you work. Most firms prefer an electronic organization system that parallels the way that they work with paper files: the filing cabinet. Consider sticking with that model. Our recommended solution, FileCenter, uses this model. It features electronic filing cabinets subdivided into drawers, folders, and files. This structure lends itself perfectly to organizing your files by client.
The DMS should also provide means to ensure consistency in the way that your staff puts documents into the system. For example, it should offer a folder template feature so that the folder layouts are consistent across clients. It should provide a similar mechanism for standardizing the way documents are named.
One of the most important considerations in your DMS software decision also happens to be the least visible feature of all: the storage method. Most DMS software platforms store your files in a database. That allows them to offer additional security options, but this comes at a price. First, Windows itself provides outstanding security features that are more than adequate for almost any SMB. Second, databases overly restrict access to your files. For example, UltraTax itself won't be compatible with a dabase-driven DMS unless it provides a specific integration point for UltraTax. Lastly, databases, besides coming with a greater administrative complexity, are notoriously difficult to abandon. If you should decide to switch to a different DMS, you're at the mercy of the database provider to help you get your data out.
FileCenter takes a different approach. It uses regular Windows folders to store your files, but presents them in a more uniform, well-structured way. This gives it almost unlimited flexibility in what programs it will integrate with. For example, it will work seamlessly with UltraTax. And if you decide to switch to a different DMS to use with UltraTax, you'll still have unrestricted access to your data.
The Best DMS Will Offer the Most Efficient Scanning
Don't skimp on scanning features. In your search for a DMS to integrate with UltraTax, look for powerful scanning features aimed at streamlining the scanning process as much as possible. In today's push towards paperless offices, efficient scanning becomes more important by the year.
For example, FileCenter not only works with almost any desktop scanner, including the very popular ScanSnap scanners, it provides a whole toolbox of scanning features aimed at automating as much of the scanning process as possible. For instance, the naming, saving, and routing of documents can be fully automated by rules that pull information right out of the document text, information like client names, dates, document type, etc. FileCenter can also save your scans as fully-searchable PDF documents, a must for archival.
Fully-Integrated PDF Features Matter More than you Think
It is hard to overstate how significant PDFs have become in today's business economy. PDF is the file format of choice for exchanging and archiving documents. As a result, the need to create, combine, extract, annotate, and otherwise manipulate PDFs has become a primary file management task. So it only makes sense that the best DMS for UltraTax software should integrate PDF features directly into the workflow.
For instance, your DMS should allow you to drag and drop PDFs onto each other to combine them. It should also provide you with live previews of PDFs. Annotating PDFs should be possible without leaving the software. And it should be capable of converting almost any file to PDF with the click of a button.
The Best DMS for UltraTax Software
FileCenter DMS goes out of its way to pick up where UltraTax 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!