Documents

Document Management for Accounting Firms Every file where it belongs, and a record of who touched it.

A central document store with folders, versioning and locking; document requests that chase clients for you; malware scanning on every upload; and text extraction so search reaches inside files.

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Getting documents out of a client, reliably

The request is a record, not a reminder you set yourself. It tracks its own fulfilment and closes the task it belongs to.

  1. Stage 01

    Request

    Staff request specific documents from a client, optionally tied to a job, each item with a due date. The client is notified.

  2. Stage 02

    Waiting on client

    A request raised against a job creates a client task and moves the job to Waiting on Client, so the pipeline shows the real blocker.

  3. Stage 03

    Upload

    The client uploads through the portal. Each file is malware-scanned on arrival; infected files are quarantined and blocked.

  4. Stage 04

    Recalculate

    Request status moves itself from Pending to Partially Fulfilled to Fulfilled as items arrive. Overdue requests are flagged automatically.

  5. Stage 05

    Close

    Fulfilling every item completes the client task, and the job leaves Waiting on Client once no client tasks remain.

  6. Stage 06

    File

    Documents land in the client’s folder with versioning, text extraction for search, and the full audit trail of who did what.

The document store

Built for the things a practice does to files — supersede them, lock them, share them briefly, and find them two years later.

Folders

A provisioned folder per client, organised the way your firm files rather than by whoever uploaded last.

Versioning

Up to 50 versions per document, so history survives instead of becoming final-v3-REVISED.xlsx.

Locking

Lock a document while working on it. Only the lock owner or an administrator can unlock it.

Malware scanning

Every upload is scanned. Infected files are quarantined, blocked from download and never served to clients.

Text extraction

Text is extracted from uploaded PDFs and images, so search reaches inside documents rather than filenames.

Time-limited sharing

Public share links expire. Download and upload links are short-lived by design rather than permanent.

Branded templates

Reusable branded templates render to PDF for invoices, quotes, notes and reports, one default per category and entity.

Full-text search

Fast search across contacts, jobs, invoices and documents, with a database fallback if the search service is unavailable.

Enforced at the door

  • Uploads are limited to 25 MB and to PDF, JPG, PNG, DOC, DOCX, XLS, XLSX and CSV on the primary upload path.

  • Every uploaded file is malware-scanned; infected files are quarantined, blocked from download and never served to clients.

  • A document retains up to 50 versions.

  • A locked document can be unlocked only by its lock owner or an administrator.

  • Document request status recalculates automatically, and overdue requests are flagged.

  • A template referenced by generated documents is soft-deleted rather than removed, so historical PDFs keep their basis.

Frequently Asked Questions

Frequently asked questions

What file types and sizes are accepted?

Uploads on the primary path are limited to 25 MB and to PDF, JPG, PNG, DOC, DOCX, XLS, XLSX and CSV — the formats a practice actually exchanges.

Are uploads scanned?

Every uploaded file is malware-scanned. Infected files are quarantined, blocked from download, never served to clients, and the uploader is notified.

How does versioning work?

A document retains up to 50 versions, so the working paper that changed three times still has its history rather than three files with confusing suffixes.

Can two people edit the same document at once?

A document can be locked during editing. While it is locked, others cannot modify it, and only the lock owner or an administrator can release it.

How do document requests track themselves?

A request lists the specific items you need with a due date. Its status recalculates automatically from Pending to Partially Fulfilled to Fulfilled as the client uploads, and overdue requests are flagged.

Can we share a document with someone outside the portal?

Yes, via a time-limited public share link. Link lifetimes are configurable within a bounded range rather than being permanent.

Explore the platform

See Praxio on your own engagements.

Book a walkthrough and we'll configure it around the way your firm actually works — your engagement types, your review steps, your billing model.

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