Great accounting starts
with everything in place.
Documents collected. Clients reminded. Deadlines in sight.
Meet the calmer way to run your accounting practice.
Client chasing should not consume your team’s time
Traditional document collection fragments accounting workflows, creates compliance risks, and wastes hundreds of billable staff hours.
Documents arrive through email, WhatsApp and shared folders.
Client files get scattered across personal staff inboxes, messaging threads, and unorganized cloud drives — creating security vulnerabilities and lost documentation.
Staff repeatedly send the same reminders.
Senior accountants and tax staff spend hours drafting manual follow-up emails and placing calls instead of focusing on high-value client advisory and filing.
Managers cannot see which jobs are blocked.
Partners lack clear visibility into which clients have missing items, causing unexpected deadline panics and last-minute tax season bottlenecks.
How WhiteSphere eliminates client chasing
Set up a request once and let automated workflows handle collection from request to approval.
Create a document request
Select a pre-built accounting template (1040, 1120S, Audit, Monthly Bookkeeping) or customize required files in seconds.
Send secure link to client
Clients receive a branded, zero-friction link. With Secure Access PIN, they can upload files from any device. Save and Submit anytime
Follows up automatically
Intelligent Email reminders follow up automatically on your customized schedule until every file is uploaded and submited
Your team reviews the docs
Your team will get notified when someone submits a document. They will review it and choose to accept, reject it with a reason.
Everything your firm needs to collect and verify documents
Purpose-built features designed specifically for accounting workflows, compliance standards, and team productivity.
Secure client portal
Secure Passcode protected upload links with firm-branded interfaces, drag-and-drop mobile supported interface.
Automated reminders
Email reminder sequences that pause automatically as soon as clients upload requested files.
Missing-document tracking
Live progress indicators per client engagement showing exactly which documents are uploaded, pending, or rejected.
Staff exception queue
Unified queue that surfaces only items needing human review—such as unreadable scans, missing signatures, or tax year discrepancies.
Document review and approval
One-click staff approval or rejection with inline feedback notes sent straight to the client for instant re-upload.
Deadline-risk dashboard
Predictive analytics dashboard surfacing jobs at risk of missing tax deadlines based on current document collection velocity.
Recurring request templates
Pre-configured document lists for annual tax filing, quarterly reviews, monthly bookkeeping, and compliance audits.
Complete activity & audit history
Time-stamped event log tracking every link click, upload, download, approval, and reminder for complete compliance.
Customer-owned storage options
Direct integration with your firm's own AWS S3, or Cloudflare R2 bucket. Your client data stays under your control.
Solutions built for every financial discipline
Whether you are a solo practitioner or a multi-office accounting firm, WhiteSphere fits your workflow.
Accounting firms
Automate 1040, 1120S, and 1065 tax document collection during peak season without burnout or missing client files.
Bookkeeping companies
Collect monthly bank statements, credit card exports, and missing receipts automatically on recurring schedules.
Audit teams
Streamline PBC (Provided By Client) request lists, sample document collection, and partner sign-off reviews.
Payroll providers
Collect employee tax withholding forms, voided checks, and direct deposit authorizations with encrypted compliance.
Chartered accountant firms
Maintain strict compliance audit trails, multi-partner approvals, and structured client data management.
Accounting outsourcing companies
Manage multi-client, multi-country document intake with granular role-based permissions and staff queues.
Your clients’ data stays protected
WhiteSphere is engineered specifically for sensitive financial documents, compliance standards, and strict accounting privacy requirements.
Secure data handling
Encryption at rest and in transit with automated key rotation ensures secure data handling.
Strict organisation data isolation
Multi-tenant architecture with isolated data partitions preventing cross-firm exposure.
Role-based access
Granular permissions for partners, senior CPAs, staff accountants, and external auditors.
Multi-factor authentication
Mandatory MFA enforcement, TOTP support, and Single Sign-On (SSO via SAML 2.0 & Okta).
Complete audit logs
Immutable time-stamped history of every document view, upload, download, and approval event.
Dedicated cloud deployment
Isolated cloud infrastructure options for mid-sized and enterprise firms requiring single tenancy.
AWS/Cloudflare
Route files directly to your own AWS S3 or Cloudflare R2 bucket. Your firm maintains full data ownership.
Hosted enterprise option
Deploy WhiteSphere within your Private Cloud (VPC) or local infrastructure for maximum compliance.
Predictable plans for growing practices
No per-client fees. Unlimited client document uploads on all plans.
Starter Firm
Ideal for solo practitioners and small accounting practices.
- Up to 5 Staff Users
- Up to 150 Clients
- 200 GB storage
- Unlimited Document Requests
- Automated Email Reminders
- Standard Cloud Storage
Professional Firm
Designed for growing CPA, audit & bookkeeping firms.
- Up to 15 Staff Users
- Up to 500 Clients
- 1 TB Storage
- Unlimited Document Requests
- Automated Email Reminders
- Optional S3 / R2 Integration
- Custom Integrations
Enterprise Firm
For multi-office accounting firms & outsourcing operations.
- Unlimited Staff Users
- Dedicated Cloud Instance
- SAML 2.0 SSO & Custom RBAC
- Custom Audit Log
- Unlimited Document Requests
- Dedicated Account Manager
- Automated Email Reminders
Spend less time chasing. Complete more client work.
Automate one document-collection workflow and measure how much administrative time your firm saves.