Exchanging confidential information and files and storing sensitive financial information is now easier and even more secure for clients of East Midlands chartered accountants Duncan & Toplis.
The top 40 UK accountancy practice has introduced a new online client portal to enable more efficient communication with clients. Virtual Cabinet Document Portal is a secure, password-protected platform for exchanging and storing confidential documents and backing up files.
Duncan & Toplis commissioned Hulton Associates partner for Document and Content management, Cambridgeshire software specialists Lindenhouse to install the Virtual Cabinet document management system to its 350 staff.
Ian Phillips, Deputy Managing Partner at Duncan & Toplis, heads up the IT for the practice, which has ten offices across Lincolnshire, Nottinghamshire and Leicestershire. “Developments in electronic communication continue at a fast pace and we are pleased to be able to introduce the portal to enhance the services we offer our clients,” he said. “Clients regularly ask us for electronic copies of their accounts and tax returns and we can now deliver these documents in a secure environment. “One of the added benefits of using the portal is that we can reduce our paper usage and postage costs for those clients who choose to receive their documents electronically rather than in paper form.”
Duncan & Toplis’ clients can access their confidential documents from anywhere in the world provided an internet connection is available, Ian added.
The portal also features a facility for electronically signing documents which fits with recent moves by Companies House and HMRC to use only online filing facilities. “We shortlisted three systems and chose the Virtual Cabinet system following detailed discussions with each provider,” said Ian. “We have worked with Lindenhouse before and we found the product simple to use and intuitive. It has a modern Windows feel, we like the functionality it provides and we can see the benefits it will bring to both our staff and our clients.”
Notes to editors
• Duncan & Toplis was established in 1925 and has since grown into one of the largest independent firms of chartered accountants in the Midlands.
• The firm was named ICAEW East Midlands Medium Accountancy Firm of the Year in March 2014.
• Duncan & Toplis appears in the top 40 UK accountancy practices list published by Accountancy magazine.
• The company has 10 offices throughout the East Midlands: in Grantham, Boston, Lincoln, Louth, Melton Mowbray, Newark, Skegness, Sleaford, Spalding and Stamford.
• Duncan & Toplis offers a wide range of services to small to large-sized family businesses, from accountancy, audit and tax to payroll, human resources and computer services.
• The business employs around 350 staff, of whom 85 are currently engaged in professional training.
• Combining in-depth expertise with innovative document management technology, Lindenhouse Software Ltd is one of the UK’s leading developers of electronic document management software for industry and commerce. The company has a particular speciality for providing seamless integrated solutions that save time and money for professional firms, including accountants, insurance brokers and financial advisers.
• Its Virtual Cabinet solution combines industry-strength document management with secure client communication and the electronic sign-off of documents through an integrated portal. This innovation represents a major step forward in the professional markets served by Lindenhouse.
Author - Jez Ashberry
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