2019 Review of Onvio Firm Management – Documents

From the 2019 reviews of Document Management and Storage systems for accounting firms.

Designed for accounting firms of any size, Onvio Documents is part of Onvio Firm Management from Thomson Reuters. Along with document management, Onvio Firm Management also offers complete time and billing and online client collaboration capability using a flexible, online interface, and offers direct integration with CS Professional Suite applications including UltraTax CS.

Onvio Documents includes a free mobile app that can be used with both iOS and Android devices, with the mobile app offering most of the same functionality found in the online application. Users can take photos of source documents using their phone and enhance them using the tools provides with the app. Users can also use their mobile device to access stored documents as well as scan and upload documents if desired.

Onvio Documents supports multiple file formats including both audio and image files. The product uses an  flexible folder structure, so users can create the structure that works best for their firm and their clients. Onvio Documents also allows users to create folder templates that makes it easy to setup new folders. All documents stored in Onvio Documents are organized by category, with tabs available for each category, which include All Documents, Client Documents, Firm Documents, My Documents, and Recent Activity. Users can also access the recycle bin from  within Onvio Documents. 

Onvio Documents allows users to scan documents directly into the application; working with any Twain compliant scanner. Multiple documents can be scanned simultaneously, and OCR capability in the application provides easy document search in the future. Documents can also be added to Onvio Documents from a variety of third-party document storage applications such as Google Drive, Dropbox, or Box.

Onvio Documents also allows users to review client folders to ensure that all requested documents are in the folder. If a document is missing, users can create an email from the document management application requesting that the client upload the document directly to Onvio Documents, eliminating the need to send confidential information via email. Users can view any requests made under the Requests tab, allowing them to keep track of any documents that have been requested and are still outstanding.

Onvio Documents offers easy document search capability, with users choosing the category they wish to search. Choosing a category will display all the documents in that category, where users can then enter specific search terms such as client name or file type. Onvio Documents also offers a Share Folder option that allows users to store documents that will be shared with colleagues and clients, provided that adequate file sharing permissions have been established with the recipients. Users also have the option to edit any accessed file, with an option to save a new version of the file or only save the edited file.

Onvio’s Client Center allows firms and clients to securely share documents. Firms can determine which clients will receive access to the client center. The client center offers bi-directional portal capability, so firms can request source documents from clients, who can securely upload them to the center. Firm branding and messaging can be added to the Client Center, and for firms that do not wish to utilize the portal, they can send documents via email to clients using a secure link.

Onvio Documents, along with Onvio Firm Management offers complete integration with UltraTax CS, allowing firms to request and receive client source documents. Those using UltraTax CS can also send documents directly to Onvio Documents by using the included print driver.

Onvio Documents users have access to Thomson Reuters Help and How-To Center, where instructional articles and product videos are available. Getting started instructions are provided for all Thomson Reuters applications, and users can access the product knowledgebase as well. Product support is available via telephone, email, or chat, with support available during extended business hours.

Onvio Documents is a solid document management solution that is part of Onvio Firm Management. Well-suited for firms of any size, Onvio Documents is an excellent solution for firms that wish to implement online document management capability in their firm. Onvio Firm Management, including Onvio Document also offers excellent integration with other Thomson Reuters applications. Pricing for Onvio Firm Management is on a subscription basis, with all product support included in the cost of the subscription. Those interested can view a short informational video and contact Thomson Reuters directly for a price quote for their firm.

2019 Rating – 4.75 Stars