Secure File Sharing for Accounting Professionals

Introducing MangoShare, the next evolution in secure file sharing that your clients will actually like and use.

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File sharing that’s fast, secure and easy –

For you and your clients. Unlike other file sharing services (or a client portal), MangoShare allows you to send and receive documents and e-signatures securely via email…without PDFs.

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Rock Solid Security

Send files, store files, and receive e-signatures with confidence.

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Streamline Your Security

MangoShare uses the universal folder and document system. It can fit into almost any type of existing workflow, so you won’t have to go out of your way to keep files safe.

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Securely Send Documents via Email

No more waiting on clients to remember their password and log into your portal…or worse waiting for important documents in the mail. Send documents securely via email and receive electronic signatures in a snap!

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Bank-level Security

All documents are encrypted with the SHA-256 encryption algorithm used by the NSA to protect data transfers between your computer and the server. While your documents are at rest on the cloud server, all data is encrypted and stored behind a certified firewall.

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Professionally Branding

Use your company’s name, branding and logo on our secure file sharing system. Look professional every time your clients interact with you!

Get your client to sign

  • Securely share and request files without requiring a login
  • Request and share files from your inbox
  • Seamlessly add file sharing to your workflows
  • Replace password protected PDFs with simpler link-based sharing
  • Unlimited storage and file size
  • More secure than email attachments
  • Client activity notifications
  • Much easier than a portal!
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News flash… Your client portal is slowing you down and frustrating your clients.

MangoShare allows you the security of a portal with the speed and simplicity of email. So you can improve the client experience and securely get the documents and signatures you need fast.

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Keep it Secure. Make it Easy

With MangoShare's secure file sharing and document management tools, you can keep client your information secure, compliant, usable, and accessible: from any device, at any location.

  • Support for eSignatures - Get electronic signatures and make any contract or document legally binding. Every accountant knows getting documents signed is a routine part of the job, but it’s still important. E-signatures prevent you from having to worry about faxing, mail, or PDFs.
  • Simple graphic interface - Even non-tech savvy clients will quickly understand and be able to use your platform. With drag-and-drop functionality and straightforward icons, it’s a breeze to upload the correct documents in the right place to keep your project on track.
  • Bank-level protection - With encryption protocols developed by the NSA to ensure your files can’t be accessed by hackers or others looking to steal data.

The Secure File Sharing Challenge

Despite some of the challenges related to encrypting sensitive files, you must secure client information at all times. It’s a huge responsibility to handle the data involved with an accounting workflow, and accountants face this task on a daily basis with every single client they work with.

The amount of data and security breaches, hacked emails, and stolen identities has increased 50% or more, every year, for the past four years.

As an accounting firm, you deal with some of a company’s most sensitive information. The law requires that you adhere to certain standards related to the way you handle sensitive data. But you also can’t afford to make things difficult for your clients – that could lead to a situation where you have a significant obstacle during the worst possible time.

There’s nothing worse than taking a 10-minute phone call to walk your client through the process of opening up a document – especially if it’s in the middle of tax season when things are extremely busy for your firm.

Luckily, MangoShare means you don’t have to choose between security and ease of use.

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Are You a Target?

And before you think that you’re too small to be targeted, understand that hackers are looking for weakness, not size. They know that smaller firms don’t have the budget or resources to constantly have an entire IT team monitoring your technological security and infrastructure. Even if your server is encrypted, once you send emails externally, they are out in the open and vulnerable just like every other email.

Secure File Sharing Services Protect Your Firm

At the end of the day, security is the law. You have to secure your client’s information when sending to them and ensure its security when it’s sent back and stored. Even if they say it’s ok and you get the written permission of your client to send it unsecured, you’re still breaking the law.

If you are emailing PII (Personally Identifiable Information), it needs to be secured. And sure, you could use password protection on documents, but there’s a lot of clients that have trouble with this interface…

Help Your Clients Help You

Tell us if this scenario sounds familiar: You send a client their password protected file, then send a second email or give them a call to let them know what the password to access the file is.

Then they reply to your email or give you a call and tell you that they don’t know what their password is. This happens to every accounting firm, and it’s a result of a system that is built around the accountant, not around the client.

Whether you’re sending the file through your client portal or through a password protected PDF, they still have to find out what the password is. That single barrier to entry will stop your clients from adopting the technology you purchased and keeps your firm in the dark age.

Which method is safer for your business?

Paperless File Sharing for Security

Before computers and the internet, accounting firms had to rely on physical security to protect documents. Information was only as secure as the document it was printed on and the envelope it was enclosed in.

The digital age has brought with it lots of convenience. We can transmit documents across the country with a few clicks or keystrokes. People can do business together from anywhere in the world, whether they’re across the street or across the world.

But for accounting firms, technology also brings with it significant new risks for security to be compromised. Nearly every day, hackers take advantage of flawed security or information workers who let their guard down and allow their organization’s network to be compromised.

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Digital Doesn’t Always Mean More Secure

As many small accounting firms and other businesses have learned, more convenience does not translate to more security. Dropbox is a great example. It started as a simple idea to keep files and photos more accessible across different devices. That doesn’t necessarily mean it’s suitable for enterprise-level protection.

In 2016, a Dropbox hack exposed 68 million user credentials. Although it appeared that no actual data was compromised in the hack, it still serves an important example of what can happen from the smallest security oversights.

High-level encryption for sensitive files

The traditional problem with file encryption is it’s not very user-friendly. Some clients that your firm works with may not be very comfortable with traditional file sharing, let alone highly secure file sharing.

And while it sounds simple to say that you’ll help your clients understand encryption protocols and password-protected files, this kind of approach is never as effective in the real-world. Some are just not able to intuitively grasp the technology used by the most cutting-edge encryption protocols.

No more password-protected PDFs

One of the biggest culprits of client confusion is password-protected PDFs. Not only are they not intuitive, sharing the password with your client can sometimes cause an annoying back-and-forth. Even if you give them the information, it’s up to them to store and use it properly.

Instead of depending on this clunky interface for protecting files and hoping you can teach your clients how to use it properly, use a system that doesn’t require any teaching and can be adopted by anyone.

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Top File Sharing Combines Security and Convenience

The bottom line? You need to keep your clients’ files secure, but you can’t afford to do so at the cost of convenience. It doesn’t matter how secure your platform is if your clients get so frustrated with it that they don’t end up using it.

Stop stressing about password-protected PDFs, calling clients to walk them through complicated decryption processes, or sending critical business information back and forth without any kind of protection.

Mango Billing has everything you need to keep you and your clients protected without slowing down your normal workflows, which in the long run improves both customer satisfaction and internal operations.

The Tools Your Clients Will Like and Use Run on Mango

Innovative file sharing and electronic signature tools built for you and your clients

Secure File Sharing FAQ's

If you are sharing a document with PII (Personal Identifiable Information -name, address, social security number or other identifying number or code, telephone number, email address, etc.) then that document needs to be secured. It is recommended to use an encryption service, such as ImagineShare, to send these types of documents for a secure file transfer.

If you or the person you’re sending the document to would not want anyone else seeing the email, encrypt it.

Dropbox and Google Drive were originally produced for the consumer use. People would upload files to send music, documents, and large files over the platform. As more consumers starting using these file sharing services for more than just personal use, they started using these accounts to host and share large files in the workplace. Given that Dropbox is downloaded on individual computers and synced across connected accounts, there are a lot of security flaws when dealing with business information. Dropbox has also had multiple documented confidential data breaches where millions of accounts were compromised.

There is no end-to-end encryption with Dropbox or Google Drive, and therefore neither are sufficient for businesses looking to share files securely. It is recommended to use an encryption service exclusively built for accounting businesses when sharing files with sensitive information.

When using a private cloud service to send sensitive information, using a platform that requires users to login or verify their identity is mandatory. Mango’s secure file sharing and document management platforms allow you to encrypt your client’s PII while it’s being sent over the internet or stored securely.

Sending PII (personally identifiable information) using methods that require a login or identity verification will provide the most secure way to send or receive files. Mango Practice’s data security allows for secure cloud storage and fully encrypted data transfers. 

File transfers and sharing can be safe if the correct precautions are taken. Sending a regular email with a file attached is not a safe way to send files. There is an entire market of secure file sharing services with various security features that allow you to send files securely. Using these private secure file sharing platforms will give you a safe way to optimize your efficiency without compromising security.

For accounting firms and CPAs, it is best to have your document management, file sharing, client portal, and email communication done within a highly secure platform like Mango Practice. 

Confidential documents need to be sent differently than regular documents. These documents need to be secured with a login, password, or identity verification requirement to achieve compliant file sharing. When using Mango Practice, you can actually send files securely via email, without the use of a portal, while maintaining the strictest security standards.

For shared files or documents for your accounting or CPA firm, make sure to use a secure file sharing portal or encrypted email platform like Mango Practice.

If you’re providing professional services, using a secure client portal or encrypted email platform like Mango Practice is the best way to send and receive confidential information from clients.

Sending documents within your accounting practice is just as vulnerable as sending externally. You are still using public email servers to send documents with sensitive data. To ensure those documents are secured properly, use an email encryption or client portal tool to deliver the information such as Mango Practice

Make sure your computer is password protected and any sensitive folders should require an additional password to access them. Backup any files you have on your computer using an encrypted cloud service.

Do not use regular email for securely sharing your files and folders. Make sure you have an encrypted email or client portal platform to share securely online.

Dropbox encrypts documents when sending, but has had trouble with accounts being hacked. Even if the file is sent securely, it can very easily go into the wrong hands because of Dropbox’s consumer environment.

If you’re building a professional accounting services firm, Mango Practice will provide you with NSA-level security for safeguarding client information along with a suite of other services to securely run your firm.