Seamlessly migrate from ShareFile to a modern accounting portal: The essential checklist
At a glance
Many firms are moving beyond ShareFile as client expectations and compliance requirements grow more complex. The transition isn’t without challenges—data migration, security risks, and client adoption can easily derail progress if left unplanned.
That’s why a 7-step migration checklist—from auditing your workflows to optimizing post-launch—is essential to ensure a smooth, secure shift.
Along the way, modern portals like Moxo demonstrate how workflow automation, encryption, audit trails, and seamless integrations can not only simplify the process but also boost client trust and firm efficiency.
Why accounting firms are moving beyond ShareFile
For years, ShareFile was a dependable file-sharing solution. But client expectations and compliance requirements have evolved. According to Accounting Today, 50% of firms now list improving client service as a top priority, signaling a growing demand for faster, more digital experiences
The issue? Legacy systems like ShareFile weren’t built for accounting workflows, compliance checks, or real-time collaboration. Firms are increasingly looking to migrate to an accounting portal that combines secure file sharing with workflow automation, branding, and audit readiness.
This blog provides a practical migration checklist that minimizes disruption while future-proofing your firm.
Why firms migrate to accounting portals
An accounting portal is more than a file-sharing platform. It’s a secure workspace designed for accountants and their clients to exchange documents, track status, and collaborate.
Firms migrate to accounting portals to:
- Enhance client experience: Offer a branded, intuitive portal with real-time messaging and status updates.
- Streamline workflows: Use automation for reminders, document requests, and approvals.
- Improve compliance: Meet standards like SOC 2, GDPR, HIPAA, and FINRA with encryption, MFA, and audit trails.
- Scale operations: Support more clients without adding staff overhead.
This evolution is less about replacing ShareFile and more about rethinking how client communication and compliance intersect.
Common migration challenges
Migrating from ShareFile to a modern accounting portal brings a few key hurdles:
1. Data Risks: Moving years of client files can lead to lost records or broken permissions without a staged, well-tested plan.
2. Client Adoption: Clients may resist new tools unless you provide clear communication, onboarding guides, and support.
3. Compliance Gaps: Transition periods can expose firms to audit or regulatory risks if encryption, access controls, or retention rules aren’t enforced.
4. Wrong Tool Assumption: Generic file-sharing apps lack workflow automation, audit trails, and secure messaging capabilities essential for accounting firms.
The ultimate 7-step migration checklist
Here’s the step-by-step migration checklist that will help you migrate from ShareFile to a modern accounting portal.
1. Audit current workflows & data
Map your ShareFile setup: client folders, active files, archived records. Identify what’s essential to migrate versus what can be stored separately.
Pro Tip: Split files into “active clients” and “archive” categories to simplify migration.
2. Choose the right accounting portal
Look for features purpose-built for accounting:
- Compliance certifications (SOC 2, GDPR, HIPAA readiness)
- Workflow automation (reminders, approvals, task status)
- Audit trails and role-based permissions
- Tool integrations (QuickBooks, Xero, practice management software)
3. Plan data migration strategy
Back up all data before moving. Encrypt sensitive files and test a pilot migration with a small group before full rollout.
4. Test security & permissions
Set up access roles and test them. Ensure encryption is end-to-end, and verify MFA and zero-trust access policies are enforced.
5. Build a client communication plan
Client adoption is critical. Offer:
- Step-by-step onboarding guides
- Short explainer videos
- A helpline or chat option for quick support
6. Train staff & manage change
Host internal workshops and assign “portal champions” who help peers adopt the system. Staff buy-in accelerates client adoption.
7. Monitor & optimize post-launch
Track usage metrics: log-ins, turnaround times, and client satisfaction. Use insights to refine workflows and provide additional training where needed.
Industry trends & future outlook
The migration from ShareFile reflects broader trends in accounting technology:
- AI-powered automation: Portals that auto-classify documents, detect missing files, or suggest next steps.
- Compliance integration: Built-in checks for KYC/AML and industry-specific regulations.
- Client-centric design: Portals with branded experiences, real-time messaging, and mobile access.
- Secure every exchange with role-based access, MFA/SSO, audit trails, and GDPR/SOC 2 compliance.
In this landscape, migrating to an accounting portal is to position your firm for both current and future demands.
Moxo: Your go-to accounting portal
Moxo is not just a replacement for ShareFile, it’s a next-generation accounting portal purpose-built for client collaboration, compliance, and workflow automation. Instead of acting as a simple file-sharing tool, Moxo provides an all-in-one environment for accountants and clients to securely exchange documents, manage approvals, and stay audit-ready.
With Moxo, firms can:
Secure every exchange with AES-256 encryption, multi-factor authentication, and zero-trust access.
Automate accounting workflows from document requests and e-signatures to reminders and approvals.
Stay compliant with SOC 2 and GDPR compliance, with audit trails and role-based access.
Deliver a premium client experience with branded portals, mobile-first design, and real-time messaging.
For firms planning to migrate to an accounting portal, Moxo ensures the transition is not just a technology swap but a step toward future-proof, client-first accounting operations.
ShareFile vs. Moxo: A detailed comparison
So what’s your next move? ShareFile vs modern portals
Migrating from ShareFile to a modern accounting portal is not just a tech upgrade; it’s a shift toward workflow automation, compliance assurance, and stronger client relationships.
By following a structured checklist, auditing data, selecting the right portal, securing permissions, and engaging clients, you can ensure a smooth transition.
Explore more resources on digital transformation in accounting to see how firms like yours are staying ahead. Book a demo with Moxo to see how.
FAQs
What’s the difference between ShareFile and an accounting portal?
ShareFile is a general file-sharing tool. Accounting portals add workflow automation, audit logs, compliance features, and branded client experiences.
How long does migration take?
Typical migrations take 4–8 weeks, depending on data size and staff adoption.
Is client data secure during migration?
Yes, if you encrypt files, use secure transfer protocols, and test permissions thoroughly.
Do small firms benefit from migrating?
Yes. Even small practices reduce administrative overhead (often by ~40%) and accelerate onboarding (up to ~50% faster).
What support is needed for migration?
Dedicated IT oversight, staff training, and clear client communication are key success factors.
