SolutionsAccounting
Client documents, filed by clientand fiscal period, on arrival.
The Drive AI reads each document for the client, the period and the form type, and files it there — so a return that needs eleven documents from one client is eleven documents in one folder rather than eleven replies in an inbox.
Free to start
In short
How should an accounting firm organize client documents?
Client first, then fiscal year, then document type, because every question an accountant is asked begins with a client and a period. The Drive AI reads the client name, the tax year and the form type off each document and files it into that structure, which is what lets a W-2 emailed by a client at 11pm land in the right folder without anyone renaming it.
What a shared drive cannot do
- File a 1099 or a bank statement under the right client and year on its own, from what the document says rather than what it was called.
- Tell you which clients are still missing documents, while there is still time to ask them.
- Catch what arrives as an email attachment, which during filing season is most of it.
It does this where the documents already live: a browser extension puts The Drive AI inside Google Drive, OneDrive and Dropbox, and workflows can watch SharePoint, Gmail, Outlook, Slack or Teams for anything new. It runs alongside QuickBooks, Xero and your tax software rather than replacing them — those do the accounting, and this holds the source documents behind it.
The problem
What costs you time
Client folders everywhere
Documents scattered across email, desktop, cloud drives, and filing cabinets.
Finding that one receipt
Spending 20 minutes searching for a $47 receipt during an audit.
Tax season chaos
Clients sending documents in random formats at the last minute.
Eleven replies, one return
A client sends each document as it arrives, in separate emails, none of them named usefully.
How it works
Set up once. It files from then on.
Connect where documents already land
The Google Drive, OneDrive, SharePoint or Dropbox the firm already uses, plus the Gmail or Outlook account clients send to.
Describe the filing once
Client, then fiscal year, then document type. Said in plain English rather than rebuilt as a folder tree per client.
Documents file themselves
Each arrival is read for client, period and form type, then filed and named. Photographed receipts and scans are read with OCR.
Ask what is still missing
"Which clients have not sent a K-1 yet?" — answered from what has and has not arrived, while there is still time to chase it.
What you can ask
Questions, in your own words
- What were total expenses for Johnson & Co in Q4 2024?
- Find all missing W-2s for my client list
- Show me invoices over $5,000 from last month
- Summarize the engagement letter for Smith LLC
- What depreciation schedules do we have for ABC Corp?
- Find all 1099-NEC forms received this year
- Compare revenue across all clients YoY
- Which clients are missing their K-1 documents?
What it does
Built for how accounting works
Filed by Client and Fiscal Period
Documents sort into a client, year and type structure read from the document, so a 2025 1099 for one client never lands in another client's folder.
Collect Documents From Clients
Send a client one link for everything a return needs. What they upload files itself under them, and you can see what is still outstanding.
Email Attachment Capture
Documents arriving as attachments are captured and filed to the right client without being downloaded to a desktop first.
Rules for Every New File
Set the filing rules once, and every new document — from Gmail or Outlook, Slack or Teams, Google Drive, OneDrive, SharePoint or Dropbox — is organized by them without anyone touching it.
Works Where Your Files Already Are
A browser extension puts The Drive AI inside Google Drive, OneDrive and Dropbox, so a firm organizes and searches in place without migrating off its current storage.
Receipts and Statements Read With OCR
Photographed receipts, scanned statements and faxed forms are read from the page, so a $47 receipt is findable by its amount and vendor.
Review Before It Files
Any rule can pause for a person to approve it, showing exactly what it is about to do before it does it. Nothing irreversible happens without a preview.
E-Signatures for Engagement Letters
Send engagement letters, 8879s and consents for signing. Signed copies file themselves under the client and year.
Ask Across Every Client File
"Show me invoices over $5,000 from last month" — answered across the documents, with the file each answer came from.
For each role
What each person gets
CPAs open any client document during a call instead of promising to find it afterwards.
Bookkeepers let receipts, invoices and bank statements file themselves by client and month rather than sorting a shared inbox each morning.
Tax Preparers see at a glance which of a hundred clients are still missing a W-2, a 1099 or a K-1, while there is still time to ask.
CFOs ask questions across financial reports, compliance documents and board material as one set.
Accounting Firms keep one filing structure across every client and every preparer, so a handover does not start with an archaeology exercise.
Controllers pull the supporting document behind a journal entry without asking whoever posted it where they put it.
Use cases
The jobs this actually does
Collect Tax Documents From Clients Without Chasing Them Through Email
A return needs eleven documents. The client sends four in one email, one as a photo taken at an angle, two more a fortnight later replying to the wrong thread, and then asks whether you got everything.
IMG_2210.jpgOkafor, D/2025/2025-w2-northwind.pdf
Organize Accounting Client Files by Client and Fiscal Year
A client calls about a letter from the IRS concerning 2023. The preparer who handled 2023 left in the spring, and their filing convention left with them.
k1.pdfHarlan Partners LLC/2024/2024-k1-harlan-partners.pdf
Organize Bank Statements by Account and Period
Six accounts, twelve months, two years. Every file downloaded from every bank is called something like eStmt_0831.pdf, and the reconciliation needs the one from March on the account ending 4471.
eStmt_0831.pdfFirst National ...4471/2026/2026-08-statement.pdf
Compared
Against filing it by hand
Automatic filing by client
Fiscal year organization
Invoice & receipt extraction
Client document collection links
Missing document visibility
Works in your existing storage
Secure client sharing
Bank-level encryption
FAQ
Questions answered
- How should an accounting firm organize client documents?
- Client first, then fiscal year, then document type, with each file named date-first in ISO form. Every request an accountant handles starts with a client and a period, so those have to be the top two levels. Keeping the structure identical for every client is what lets one preparer pick up another's file without being told where anything is.
- How do clients send their documents?
- A firm sends each client one link, and whatever they upload through it files itself under that client and year. The client does not create an account. Documents emailed as attachments are captured too, which matters because during filing season most of them arrive that way regardless of what you asked for.
- Can it tell me which clients are still missing documents?
- It can tell you what has arrived and what has not, per client, against the set of documents a return needs. That is the question worth asking in February, and the answer is normally spread across an inbox and somebody's memory.
- Does an accounting firm have to move its files?
- No. A browser extension puts The Drive AI inside Google Drive, OneDrive and Dropbox, so documents are organized, renamed and searched where they already sit. Workflows can also watch SharePoint, Gmail, Outlook, Slack and Teams. Nothing is migrated and existing links keep working.
- Does this replace QuickBooks, Xero or tax software?
- No. Those do the accounting — the ledger, the reconciliation, the return itself. The Drive AI holds the source documents behind them and makes them findable. It is the filing cabinet, not the calculation.
- What document types does it handle?
- W-2s, 1099s, K-1s, bank and brokerage statements, invoices, receipts, engagement letters, depreciation schedules and prior returns, in PDF, image, Word and spreadsheet formats. Photographed receipts and scanned statements are read with OCR rather than stored as flat images.
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Every client document filed by client and year, the moment it arrives.