S-Files FIDU
A single engagement file, from the first supporting document to year-end closing
S-Files FIDU organises the document vault around the client engagement. Supporting documents, emails and reports for a given client are all kept in one place, whoever added them.
Everyday life before S-Files
What we hear most often
These situations come up in almost every organisation we meet.
The client file exists in four copies
The balance sheet is in the binder, the latest version on the server, the client’s comments in an inbox. Nobody knows which version is the authoritative one.
February is spent chasing clients by phone
Every year brings the same list of missing documents. One staff member spends their days on the phone to clients.
Finding a document from 2018 takes half a day
Documents must be kept for ten years. When the tax authorities ask for one, someone has to go down to the archives and open the binders one by one.
Supplier invoices travel from desk to desk
The invoice arrives, is printed, then sits in a pile awaiting sign-off. When it is time to pay, nobody knows where it is any more.
S-Files FIDU
What changes once it is in place
An engagement file that is always up to date
Every document is filed in the same place, wherever it comes from. You open the engagement and work on the current version.
Missing documents arrive without chasing
Your client uploads their supporting documents to the Hubshare portal, an exchange space dedicated to their file. You see at a glance what is missing.
An old supporting document found in seconds
Search also covers the content of scanned documents, thanks to text recognition (OCR). You can answer without leaving your desk.
Supplier invoices approved without paper
With S-Files DEMAT, each invoice follows its approval workflow on screen, from sign-off to payment. You know at all times who has it.
Professional secrecy enforced by access rights
Each staff member sees only the engagements assigned to them. Access rights follow the engagement, not the file’s location.
The documents S-Files FIDU handles:
- Annual balance sheets
- Tax returns
- VAT returns
- Supplier invoices
- Bank statements
- Engagement letters
- Payslips
- Minutes of general meetings
Day to day
What changes in the working day
- A client asks for their VAT return and you send it during the call.
- You see on a single screen which documents are still missing for a year-end closing.
- You find a supporting document from 2019 without going down to the archives.
- A colleague takes over an absent team member’s engagement in a few minutes.
- You approve a client’s supplier invoices from your phone.
The filing principle
A vault built around client engagements
Documents are filed by client engagement. A document linked to an engagement appears in the client view, the financial year view and the view of the staff member in charge, without ever being duplicated.
What comes on top of the core
Modules often chosen in fiduciary services
S-Files on M-Files
The M-Files document foundation, preconfigured for each industry. Your documents are described by what they are, not by where they are stored.
- Filing by metadata rather than by folder tree
- Native integration with Microsoft 365 and Google Workspace
- Access rights, versions and a change log
S-Files DEMAT
Paperless processing of incoming documents, from scanning to posting in the accounts, with automatic reading of their content.
- Text recognition (OCR) on scanned documents
- AI-assisted extraction of amounts and references
- Approval workflows with tasks, deadlines and statuses
Hubshare portal
A secure space for exchanging documents with your clients and external partners, in your company’s colours.
- Your clients upload and view their documents without email
- Access rights follow those defined in M-Files
- Legally compliant archiving and qualified signatures with Swisscom Trust Services
Frequently asked questions
What we are asked in fiduciary services
Do we need to scan ten years of paper files before we start?
No. Most fiduciary firms start with their current engagements and leave the paper archives as they are. Older files are scanned as and when they are requested.
How is professional secrecy safeguarded?
Access rights follow the engagement. Data is hosted on your own servers or in Switzerland, as you choose, and every document view is logged.
Is it compatible with our accounting software?
In most cases, yes. M-Files connects to the main tools on the market, including Abacus. We check compatibility before you commit to anything.
When is the right time to start such a project?
Rarely between January and March, which is already a busy season. Spring and summer leave time to migrate your existing documents without pressure.
Get in touch
Talk to us about your next year-end closing
Tell us how you are organised today. We will call you back to scope your needs before any demo.