Commonly Asked Questions About File-Sharing and eSignature for Accountants

What Are eSignatures and How Do They Work? 

An eSignature is a secure way to sign documents electronically instead of printing, signing by hand, and scanning them back. Accounting eSignature tools allow clients to review and sign important forms online in just a few clicks. 

According to the Electronic Signature & Records Association (ESRA), an electronic signature is “an electronic sound, symbol or process that is attached to or logically associated with a record and executed or adopted by a person with the intent to sign the record.”  

In other words, an eSignature is a string of virtual fingerprints that can verify a signer’s identity and intent to sign a document.    

In practice, accounting eSignature tools help firms move work forward faster by removing the usual paperwork delays. Instead of waiting on printed forms or coordinating in-person signatures, accountants can send documents digitally and clients can sign from wherever they are. 

That makes eSignatures especially useful for accounting documents like engagement letters, tax forms, approvals, and other records that need to be signed accurately and returned quickly. 

What’s the Difference Between File Sharing, eSignature, and Client Portals? 

If you’re looking to level up your client collaboration, you may find yourself wondering how to choose between file-sharing software and a client portal. While they’re similar in function, there are a few key differences.   

Secure File-Sharing  

If you and your clients like the ease of sharing documents via email, it’s a good idea to implement a secure file-sharing platform to keep sensitive data safe from hackers and other cyberattacks. This may be automatically built into your practice management platform, or available as a convenient integration. 

Pros 

• Secure document sharing for CPA firms, tax firms, bookkeeping firms, audit firms, and outsourced accounting teams 

• Less money spent on ink, paper, and toner—everything is paperless 

• Customized, professional branding on all your files   

• Drag-and-drop functions and easy use for a smoother experience  

• Mobile functionality for file sharing on the go 

If your clients are less than enthusiastic about remembering another password and logging onto another platform, secure file sharing offers the security of a client portal without the extra steps. For optimal security, be sure the service you use includes specialized security features like SHA-256 encryption.  

Using these tools, there’s no need for printing, scanning, mailing, or obtaining wet signatures on paper documents, so your firm spends less on office supplies and postage. And just like paper documents, the right file sharing tool allows you to customize files with your firm’s logo and branding.  

The most user-friendly document sharing software should include drag-and-drop functionality, mobile-friendly file sharing, and intuitive use for clients.  

This kind of file sharing for accountants is especially helpful when you need to send a document out quickly without asking the client to learn a new system. 

Cons  

• Important files can still get buried in inboxes 

• Functionality limited to document exchange 

The average professional receives over 120 emails per day, so it’s easy to imagine how a file shared via email could get buried in an inbox, no matter how secure it was during transit. It’s important to notify your client with a quick phone call or text message after sharing a file (tools like Mango can automate these reminders). 

Tools limited to file sharing for accountants have one job: to securely encrypt files during transmission and storage and block unauthorized access.  

Unlike client portals, which offer more capabilities—eSignature collection, billing and payments, and messaging—file sharing only covers the exchange of sensitive documents.   

Client Portals  

Client portals are the most popular type of client collaboration software for accountants.  Instead of limiting file-sharing, eSignatures, and billing to email, a client portal is an all-in-one dashboard where your clients can sign in and securely pay invoices, upload and access files, and communicate with your firm.   

Pros  

• Centralized, all-in-one dashboard for client collaboration 

• Top-tier security with 256-bit bank-grade encryption 

• Exchange documents, signatures, messages, and payments 

• Unlimited data storage, even for large files 

Client portals centralize client collaboration efforts into one user-friendly, password-protected place for self-service. Clients always know where to look to send and view files, sign documents, make payments, and get in touch with your firm. 

Many prefer using a client portal for accountants because of the security they offer every type of information exchanged within them. With so many layers of protection, data shared within a portal is nearly impossible for hackers to access. 

Many client portals come with unlimited data storage. In addition to allowing for multiple large files to be sent at once, it retains those files for as long as you need them.   

And when your clients can make secure online payments through a client portal, you no longer have to worry about sending invoices via email, or even paper mail. 

Cons  

• Requires clients to login to access the portal 

Despite the convenience of a client portal, some clients aren’t thrilled about the idea of having to remember yet another username and password or navigate yet another website. With user-friendly tools and sufficient guidance, these concerns can be mitigated.   

How Do eSignature Tools Streamline Accounting Workflows? 

Many of us are used to—and comfortable with—the traditional method of requesting signatures: print, sign, scan, repeat. Some still rely on even more old-fashioned methods: schedule an in-person appointment and collect a wet ink signature on paper documents. 

Not only can this be incredibly time-consuming, but it can also slow down approvals, delay client responses, and create unnecessary back-and-forth when documents need to move quickly. This is where accounting eSignature tools come in handy.   

For accounting firms, eSignature tools eliminate the friction of printing, scanning, and chasing down paperwork. Engagement letters, authorization forms, and financial documents can all be reviewed and signed digitally—often in just minutes. 

With Mango’s eSignature software, you can get documents signed by your clients at any time and anywhere. Simply upload the document, which your client can access and sign with just a few clicks.   

When paired with features like digital document management and accounting workflow automation, eSignature tools help accounting teams keep work moving forward without the usual administrative bottlenecks. 

How Can Clients Access and Use Shared Files Securely? 

For many accounting firms, one of the biggest concerns about adopting new technology is whether clients will actually use it. The good news is that modern file sharing and client collaboration software for accountants is designed to be simple and intuitive, even for clients who aren’t particularly tech-savvy. 

Typically, the process looks something like this: 

• The accountant uploads a document to the secure sharing platform 

• The client receives a notification with a secure link 

• The client verifies their identity or enters a password 

• The client can then review, download, upload, or sign the document 

This approach allows firms to securely exchange documents without relying on risky email attachments or complicated software installations. 

Many firms also pair secure file sharing with tools like a client portal for accountants or integrated secure document management to keep files organized and accessible in one central place. 

The result is a smoother client experience: documents are easier to send, easier to find, and easier to complete without sacrificing security.