Managing Firm Documents in CPA Buddy

The Firm Documents library is a centralized place to store templates, policies, and shared resources that your entire team can access. Client-specific documents are managed separately on each client’s detail page.

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Opening the Documents Library

Click Firm Documents in the sidebar to open the shared document library.

The page shows a table of all firm-wide files. Each row displays:

• Name — the document name with a file type icon
• Type — the file format (PDF, DOCX, XLSX, etc.)
• Size — file size
• Version — the current version number
• Uploaded by — which staff member uploaded the file
• Modified — when the document was last updated

Use the search bar to find files by name, and click column headers to sort the table.

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Uploading Documents

Click the Upload button to add new files to the library.

You can upload multiple files at once. Drag and drop files into the upload area or click to browse your computer.

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Working with Documents

Click any document row to access actions:

• Preview — view the file without downloading
• Download — save a copy to your computer
• Rename — change the file name
• Move — organise into a different folder
• Delete — move to the trash (can be recovered)
• Version History — view previous versions of the file
• Upload New Version — replace the file while keeping the version history

Bulk actions

Select multiple documents using the checkboxes to perform bulk operations like download, delete, or move.

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Trash

Click the Trash link at the top of the page to view deleted documents.

Files in the trash can be recovered or permanently removed. This provides a safety net against accidental deletion.

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Document Requests

From a client’s detail page, you can request specific documents from clients. The client receives a link where they can upload the requested files directly. You can track the status of each request from the client’s Documents tab.

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Common Questions

What’s the difference between Firm Documents and client documents? Firm Documents are shared across the whole firm — things like templates, policies, and internal resources. Client documents are specific to individual clients and managed from each client’s detail page.

Can I organise files into folders? Yes. Use the Move action to place files into folders. You can create new folder paths when moving files.

What file types are supported? The system supports common file types including PDF, Word documents, Excel spreadsheets, images, and more.

How does version history work? When you upload a new version of a document, the previous version is preserved. You can view the full version history and restore older versions if needed.

I accidentally deleted a document. Check the Trash. Deleted documents are retained there and can be recovered at any time.