secure file sharing alternatives to Drake Portals

[artp]

I have been using Drake Portals for several years and it has worked fine for my needs. However, I am considering moving to a different tax software provider and looking for alternatives for secure sharing of tax data with clients. Any suggestions would be appreciated. I have a small tax practice so cost effectiveness, ease of use and of course security is important.

[Lynn EA USTCP in Louisiana]

If you are a member of NATP, NAEA, Tax Pro Fellowship, these organizations offer free subscription to Verifyle, a secure document sharing platform.  Also included, and free, is electronic document signature.

 

[Margaret CPA in OH]

Verifyle is only $9 per month if you are not with one of those organizations.  I have been using it for 3 or 4 years and am very pleased with the service and responsiveness to my questions at the outset.  I use workspaces, one for each year, and request that all client communication be managed there.  That way I can keep messages for each client in one place.  At the end of the season, I copy the message string to my client file for each one for each year, just in case.

[artp]

Thanks Lynn and Margaret. Sounds very interesting.  I will certainly checked them out.

[BulldogTom]

1 hour ago, Lynn EA USTCP in Louisiana said:

Also included, and free, is electronic document signature.

Can you walk me through the process a client has to go through to sign electronically through that application?   I am finding more and more of my clients cannot print, sign, scan and upload back to me their 8879s.    I want something cheap and easy that does not sell their personal information to the highest bidder.

Tom
Longview, TX

[Margaret CPA in OH]

I'm not Lynn EA but can answer.  I upload the client copy of the returns, pdf.  I then upload what I call the signature pages, beginning with 8879.  The signer(s) are part of the portal with their email address originally entered as a client. The software prompts me to determine if I want to add signatures.  For the client copies, no, but I click Yes for the signature pages. 

All is then uploaded for client access and I am prompted to indicate which signer is to sign first, i.e., taxpayer.  I scroll to the signature line and highlight it.  Then highlight the date line.  I also highlight for initials the bank information and selection for payment or refund.  At the end, I am prompted for the next signer, if there is another.  Repeat the process, review if desired, send. 

The clients receive an email (each one) and are directed to the highlighted spaces to accept/enter.  When the first signer is finished, an email is sent to the next one.  I am notified at every step. 

A few of the folks were reluctant until I or someone explained it's similar to the now ubiquitous signing pads everywhere. 

I think you can try it out.

[jklcpa]

Does a form requring 2 signatures need to have two separate emails?

[Lion EA]

How do your clients verify their identity before going to the signature lines in Verifyle?

I use CCH eSign for signatures.

I use FileShare that already included as a part of my CCH SiteBuilder website.

See if your tax software or website or phone provider or other vendor you already pay for has what you need included or as a bundled (i.e. low cost) option.

[Catherine]

2 hours ago, jklcpa said:

Does a form requring 2 signatures need to have two separate emails?

As long as they are in a Workspace thread with both people, you set up the two signers. It goes to #1, automatically to #2, then back to you once signed.

[jklcpa]

29 minutes ago, Catherine said:

As long as they are in a Workspace thread with both people, you set up the two signers. It goes to #1, automatically to #2, then back to you once signed.

I wasn't asking if the preparer must send two emails. Based on what Margaret said here:

3 hours ago, Margaret CPA in OH said:

When the first signer is finished, an email is sent to the next one. 

...what I meant was, for example, must each party signing the 8879 have his or her own separate email address.

[Margaret CPA in OH]

When I first began using it, two email addresses were required but that changed recently.  I still use 2 to be sure each has all the access and information. Except for one client couple who share a single email address and account.  It is possible to change the name.

Verifyle also offers 2FA is you choose to use it.  I do not as I know all of my clients.

[Catherine]

18 hours ago, jklcpa said:

I wasn't asking if the preparer must send two emails. Based on what Margaret said here:

...what I meant was, for example, must each party signing the 8879 have his or her own separate email address.

I have one couple who share an email, and I send to them twice - once for him, and once for her. I suppose in theory one could sign in both spots, but for that you'd have to know the clients, I guess. I had emails in the workspace sent by each of them (signed by name; different 'voices'), and so knew both were on board and spoke with each other about the returns regularly.  If it was a couple where I had contact, mostly, with only one of them, I might be chary of using a single email address.

[Patrick Michael]

I believe the IRS does require ID verification (see below from IRS Website).  Does Verifyle include identity verification and do they charge extra for it?  I know Drake uses a soft credit inquiry to generate questions used to verify identity. 

 

What are the ERO’s responsibilities with regard to e-signature?

If the taxpayer uses the e-signature option, the ERO must use software that includes identity verification. The software must record the following data:

Digital image of the signed form;

Date and time of the signature;

Taxpayer’s computer IP address (remote transaction only);

Taxpayer’s login identification — user name (remote transaction only);

Results of the identity verification check validating that the taxpayer’s ID verification was successful; and

The e-signature method used to sign the record.   

The ERO is also responsible for maintaining a tamper-proof record in a secure, access-controlled storage system for 3 years from the due date of the return or 3 years from the IRS return receipt date, whichever is later. ERO's must be able to retrieve and reproduce legible hard-copies of the signed form.

[Margaret CPA in OH]

Here, I believe, are the answers to your questions: https://verifyle.com/

Check Security and Compliance tabs.  I download the pdf of the signed 8879's and can easily print them out along with the paper signed forms from those clients.

I think it meets all the other criteria you list.

[Lion EA]

https://verifyle.com/Verifyle_8878-8879_compliance.pdf

[BTS]

Encyro has served us well for a few years now.  Easy for clients to use, which is great.  Do not have to deal with calls asking "How do I use it",  And they offer "Digital Signing" of documents.  Very low fee for signatures !!!  Pennies per.    https://www.encyro.com/     Link to their digital signature info (8879 KBA) https://www.encyro.com/esign  

[Terry D EA]

If I can add, I too have been using Verifyle for the last few years. The signature portion is approved through the IRS due to the 2 factor authentication. You do get and can print the certificate which I recommend to. I keep everything digital. Yes, a single email can be used for two people sharing the same email address. 

I highly recommend this program. The majority of my clients hated Drake portals. I now have at least 85% of them using Verifyle. There are some older folks who just can't seem to deal with any technology. One client suffers from some form of paralysis and can no longer use their hands well. I'm pretty sure Verifyle gives the option of choosing a digital signature or a handwriting signature so a mark can be made.

As Margaret said, use workspaces. You have to use workspaces to multiple signatures. Workspaces also keeps thing organized. One thing I want to know is if there is a way to stop a client from becoming the host once I create their account. I have had clients do this which prevents any signing. 

I'd be happy to help getting someone started. It is easy and you'll love it. If I drop my NAEA membership, I would have no gripes about $9.00 per month. Drake portals has increased to $21.00 per month. 

[Catherine]

On 5/1/2024 at 5:19 PM, Terry D EA said:

Verifyle gives the option of choosing a digital signature or a handwriting signature so a mark can be made.

The client can type their name and choose the font they want displayed.

[Catherine]

On 5/1/2024 at 5:19 PM, Terry D EA said:

One thing I want to know is if there is a way to stop a client from becoming the host once I create their account. I have had clients do this which prevents any signing

Only the one who creates the workspace can control signatures. I had a client do this, and I started a new workspace for her & her husband, saying it was the only way for me to get signatures. It was a mild annoyance only. Next year, I'll start her workspace early, so she does not.