Accountancy and tax client files For accountancy, tax and bookkeeping practices
Every client file.
Year by year, in order.
FilePlan 365 gives every practice client their own secure file inside SharePoint, organised by year. Engagement letters, AML checks, working papers and returns are filed to the right client, with the right protection, automatically.
Works inside SharePoint
Client details from your practice system
30-day free trial
1
Client details
Client code, name, service and partner, taken from your practice management system.
2
Document types
The same labelled folders for every client, down the left.
3
The client’s documents
Everything filed to that client, in the wider panel on the right.
What is FilePlan 365?
A digital filing cabinet, built into SharePoint
Think of a filing cabinet with a drawer for every client, and the same labelled folders inside each drawer. FilePlan 365 does exactly that inside SharePoint, the place your organisation already keeps its documents.
No new system to learn
Your team works in SharePoint and Microsoft 365, just as they do today. There is nothing extra to install on anyone’s computer.
Filed once, found in seconds
Every document goes into the right client file and folder, so anyone with access can find it straight away.
Kept as long as it should be
Each document is protected and kept for the right length of time, without anyone having to remember the rules.
Connected to your practice management system
Client details arrive automatically
You never retype a client code, name or UTR. FilePlan 365 picks up each client’s details from your practice management system, so every new client has a file ready as soon as you’re engaged.
When a client changes
A new partner, a new service line or a change of year end is picked up automatically, so every file stays accurate.
When a client leaves
The disengagement date flows across too, and the clock for how long the file is kept starts by itself.
For your IT team
A Power Automate flow keeps a SharePoint list of clients up to date from your practice management system. FilePlan 365 reads that list. No custom code, and it stays inside your Microsoft 365 tenant.
The client file plan
Every client organised the same way
Each client file has the same six folders, so everyone knows where a document belongs and where to find it.
1
Engagement
Engagement letters, scope changes, fee agreements
Kept for: 6 years after leaving
2
AML and ID
ID checks, risk assessments, source of funds
Kept for: 5 years after leaving
3
Working papers
Trial balance, workings, reconciliations
Kept for: 6 years after year end
4
Returns and accounts
Tax returns, statutory accounts, filings
Kept for: 6 years after year end
5
HMRC correspondence
Enquiries, letters, payment plans
Kept for: 6 years after closure
6
Permanent file
Company documents, leases, loans
Kept for: 6 years after leaving
Retention periods are examples. You can match them to your own retention schedule.
Templates
Start with our Accountancy client files template. Make it your own.
You don’t have to design a filing system from scratch. The ready-made Accountancy client files template gives you the folders, document types and protection settings above in a few clicks. Then change anything you like.
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Choose the Accountancy client files template
Pick “Accountancy client files” from the template gallery when you set up FilePlan 365.
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Use it straight away
Your client files, folders and document types are created for you, ready to start filing.
3
Make it your own
Rename folders, add your own document types, and set how long each is kept, to match your practice’s procedures and professional body rules.
Find a client
Any client file in seconds
Start typing and FilePlan 365 shows matching clients straight away. No more hunting through folders or asking a colleague where something was saved.
1
Type a few letters
Search by client code, name or UTR.
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Narrow it down
Filter by service, partner, year end or status if you need to.
3
Open the file
Click a client to see everything filed to it.
People only ever see the clients and documents they are allowed to see.
Advanced search
Answer questions across every client file
Tick a few options and FilePlan 365 finds every matching document across all your clients. Perfect for quality reviews, HMRC enquiries and AML inspections.
Quality reviewEvery set of accounts and working papers for one partner
HMRC enquiryAll returns and correspondence for one client
AML inspectionEvery client risk assessment due for review
Compliance, without the jargon
Protected and kept for the right time, automatically
FilePlan 365 uses the security and retention tools already in your Microsoft 365, known as Microsoft Purview. You decide the rules once, and they’re applied to every document.
Kept for the right time
Working papers and returns are kept for six years after the year end. AML records are kept for five years after the client leaves.
Only the right people can see it
Client files are marked Confidential. ID documents and bank statements are marked Highly confidential.
Client data stays inside
Documents containing UTRs, bank or ID details can’t be shared outside the practice.
These are example settings. You choose the labels and timescales that match your own policies.
Why teams choose FilePlan 365
Less time filing. More time advising.
One file per client
Engagement, AML, working papers and returns, in one place.
Ready on engagement
New clients arrive from your practice system with their file set up.
Reviews without the scramble
Find any year’s working papers in seconds.
Leavers handled for you
Retention starts automatically when a client leaves.
Every client file.
Always in order.
Try the Accountancy client files template free for 30 days, in your own Microsoft 365 tenant.
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