Document Packs takes Virtual Cabinet document portal to another level
Lindenhouse Software has solved one of the biggest problems facing accountants dealing with the electronic authorisation of critical documents by multiple signatories.
The company has introduced clever functionality for the leading document management system, Virtual Cabinet, in the form of Document Packs. The packs allow firms to bundle multiple documents in packs including cover letter, tax computation, tax returns and fees and publish them as a pack directly to each client. The portal instinctively knows when all documents have been signed and returns them back to the publisher’s in-tray.
By personally inviting each authorised recipient, all necessary documents can be on each ‘Virtual Desktop’ ready for immediate signature, in a matter of minutes. The Document Packs are the first of their kind to be available to professional firms and are particularly effective for firms that need to obtain fast authorisation for reports, accounts and bank documents where multiple signatures are necessary. There is no limit to the number of recipients or the number of signatories.
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As a pioneer of the integrated document portal, Lindenhouse sees electronic document management as central to how the dynamic firm manages and processes documentation and communicates securely with clients. A secure, online integrated document portal provides a more effective sharing mechanism that eliminates the back-and-forth transmission of client documents and allows them to be published on a client’s personal portal in the Cloud.
Streamlining the signatory process is the latest in a number of innovations Lindenhouse is busy introducing to its customers. Early adopters are already reporting rapid document turn-around, many being authorised by all necessary signatories in hours rather than days.
One of the first firms of accountants to put the combined, Virtual Cabinet and Document Packs to work is Leicester-based Cunningtons. Their nine staff has introduced the document packs to over 100 clients with an immediate 90% positive take-up.
Practice head, Graham Smith reports that the packs have already helped them win more business during the peak tax return season, and because of the significant improvements in efficiency, turnaround speeds and security, they are looking to step up implementation across the whole client base.
He said, “While we are returning savings on postage and paper, clients acknowledge the added security and speed of the process. At the time-critical end of year, the document packs gave us a distinct advantage.”
Lindenhouse co-founder and director, Alison Jackson, maintains that document management has entered a new era and has jumped from being just a repository of information to a comprehensive communication management tool that allows the creation, distribution, follow-up, capture, interpretation, storage, retrieval and management of information in a secure, automated and integrated way.
Alison said, “We invest time understanding what each firm requires. The introduction of Document Packs followed suggestions over the need for multiple signatures on certain documents. Virtual Cabinet Document Packs are an immediate and effective solution.”
A big advantage inherent in the Virtual Cabinet document management process is the way in which it helps improve client perception. Faster turnaround, improved transparency and greater communication and interaction all add to a better client firm relationship.