Create at least two vaults in SmartVault, and then create at least one parent folder and subfolder under each vault to get started. This action will help you get a feel for how you can use vaults, folders, and subfolders in SmartVault to help you organize your data.
There are three examples in this article. Based on your business type, we recommend one of the Vault structures below.
If you're medium to large size firm and do more accounting than bookkeeping for clients than this structure will allow you to scale. Each vault is divided by letter groupings, and in each vault, you'll have various client folders. These folders can be shared with clients for any outbound data distribution and inbound data collection securely. The type of customer who would benefit from this format is an accounting firm that dabbles in bookkeeping, but primarily does write-ups to produce financial documents out of the bookkeeping system and shares those documents via SmartVault.
If your focus is bookkeeping for your clients, if you're a small firm with less than 100 clients, create a separate vault for each client and a few for your firm. It makes it very easy to manage. However, if you've got more than 100 clients, we recommend the breakdown like the Accounting Firm pictorial above or the one below.
If you're a Small Business, organize your SmartVault the way you like it. However, keep in mind "a simple design is easier to manage than a more complex one." Start small and organically grow your structure.
This method is NOT for use with Tax Plan users. As a Tax Plan user, you create and provide access to vaults by inviting your employees and your tax clients. Instead, see:
Creating Vaults and Folders:
Granting Access to Vaults and Folders:
See the Getting Started Guide for Lacerte and ProSeries for help with setting up your account as a tax professional