Case Study : Accounting Firms Saves 10 Hours a Week on File Management

The Problem: A Patchwork System Leading to Missed Deadlines

Like many firms, Nexus relied on a mix of email attachments and consumer-grade file transfer services like WeTransfer. Their workflow was fractured, leading to significant challenges:

• Inefficient Client Communication: Partners and associates manually emailed clients requesting specific financial documents, like bank statements or invoices. The process was slow and often required multiple follow-ups, leading to delays. This lack of a centralized system made it difficult to track who had sent what, and when.
• No Centralized Oversight: Even with a WeTransfer Premium account, they lacked a comprehensive dashboard to see all incoming and outgoing files. This meant an auditor couldn't quickly see if a client had uploaded the necessary documents for a specific project. They also worried about files expiring after a year, complicating their long-term compliance and record-keeping.
• Security Concerns with Remote Teams: Nexus's back-office auditing team in India had to receive sensitive client data. Relying on standard email for these transfers posed a significant security risk, violating internal compliance protocols and client trust.

The Deeper Problem: Compliance, Audits, and International Complexity

Nexus's problems were rooted in the unique demands of their industry. An accounting firm's failure to manage documents correctly can result in legal and financial repercussions.

• IRS & Regulatory Compliance: The IRS has strict rules requiring tax preparers to have a Written Information Security Plan and use secure methods for transferring sensitive taxpayer data. Unencrypted email or consumer-grade services like WeTransfer can violate these rules, exposing firms to significant fines and reputational damage. The lack of a clear, unalterable trail of who sent what and when also makes it difficult to defend a client during an audit.
• Audit Trail Requirements: For every client, an accounting firm must maintain a comprehensive audit trail, a chronological record of every financial transaction and its supporting documents. When these documents are scattered across emails and different platforms, creating this trail is a time-consuming and manual nightmare.
• International Clients and Tax Residency: Nexus deals with clients who have complex tax residency rules and assets overseas. This requires the exchange of a vast amount of sensitive, jurisdiction-specific documents. Managing this flow of information via ad-hoc methods is not only inefficient but also risky, as different countries have their own data sovereignty laws.

The Solution: A Seamless Transition to Sinosend

After a one-week trial, Nexus Accounting & Auditing made the switch to Sinosend. The transition was seamless, and the results were immediate.

• Streamlined Collaboration with Teams & Dashboards: Sinosend's Teams feature allowed Nexus to create a dedicated group for their auditing department, providing a central repository for all shared files. The Dashboard gave partners and project managers a real-time, bird's-eye view of all client interactions. They could instantly see which files were received, which were still pending, and who was responsible for what, eliminating the need for constant email back-and-forth.
• Efficient File Requests: Using Sinosend's file request feature, Nexus could send branded, secure links to clients asking for specific documents. Clients simply clicked the link and uploaded their files, which were automatically organized in a project folder. This not only streamlined the process but also reduced client friction and improved response times.
• Unrivaled Security and Control: The firm leveraged Sinosend's revocation of files feature, allowing them to instantly withdraw a document if it was sent to the wrong person. The ability to update file contents post-send was a game-changer for correcting minor errors without creating a new file version.
• Professional Branding: Sinosend's customizable branding allowed Nexus to upload their logo and tailor the platform's appearance. When a client received a file request or a shared file, they saw a professional, on-brand interface, reinforcing trust and their firm's professionalism.

A Global Solution for a Global Firm: Data Residency & Compliance

Sinosend’s unique, unparalleled feature allows Nexus to select the data region for each individual transfer.

• Tailored for Compliance: When an accountant needs to request documents from a client in Frankfurt, they can specify that the files must be hosted in the EU. This ensures the data remains within its jurisdiction, adhering to strict GDPR and other local regulations. For a client in Singapore, they can choose the Asia-Pacific region. This granular control is vital for maintaining an auditable chain of custody.
• Performance and Client Experience: Beyond compliance, this feature offers a significant performance boost. Files transferred and stored within the client's own geographic region are downloaded much faster. This not only improves efficiency but also provides a superior, more professional user experience.

The Result: Saving 10 Hours a Week and Gaining a Competitive Edge

The switch to Sinosend transformed Nexus's workflow:

• Time Savings: By centralizing file management and automating client requests, Nexus saved an estimated 10 hours per week across their team. This time was reallocated to higher-value tasks, like client advising and strategic planning.
• Improved Client Relationships: The simplified file transfer process and professional communication improved client satisfaction and reduced the friction of document collection.
• Enhanced Security: Nexus could now confidently and securely transfer sensitive client data between their teams, meeting compliance requirements and safeguarding client trust.

Support and Partnership

From the initial demo to the final implementation, Sinosend provided Nexus with dedicated, responsive support. The account manager helped them configure their teams, set up branded portals, and provided training to ensure a smooth adoption across the entire firm. Nexus didn't just get a software tool—they gained a partner committed to their operational success.

While other file transfer solutions exist, Sinosend’s unique value lies in its ability to centralize and secure an entire firm’s document workflow. For Nexus Accounting & Auditing, the key was not simply faster transfers, but gaining complete control and oversight. The ability to choose a specific data residency for each transfer proved to be an unmatched advantage, ensuring compliance and enhancing client trust in a global market. By consolidating their operations onto a single, auditable platform, Nexus transformed a chaotic process into a streamlined system, saving valuable time and strengthening their position in a competitive industry.