WHAT EXACTLY IS A CLIENT PORTAL?

A portal or Web Portal is defined as a starting point that gives a person access to information found on the World Wide Web, common Web Portals include Google and Yahoo. A Client Portal, more specifically, is a point of contact between an accounting firm and their client that provides access to documents and other information over the Web.

The most important feature of a client portal is security. While it is very common for sensitive information such as credit card numbers, social security numbers, and bank account information to reside on the internet, it is imperative that both the transmission and storage of the data is safe.

The Acct1st Client Portal itself runs as a secure Website. A secure website is easily identifiable as the URL (or Web Address) will start with httpS:// as opposed to the less secure http:// In addition, many browsers will alert you when you are on a secure site with a visual indicator, such as the lock shown below:

An HTTPS:// address utilizes SSL (Secure Socket Layer) Encryption. This means that all data passing over the internet is encrypted while on this site. SSL encryption is the standard for online banking and other secure transactions.

When you enter a Client Portal you will need to identify yourself with a User Name and a password. Password complexity is important as you do not want others to easily gain access your information. A secure Client Portal will disable an account after a certain number of tries and lock your information down after a number of wrong attempts. it will also require security questions to be answered or the Portal Administrator to retrieve a lost or forgotten password or to unlock an account.

FREQUENTLY ASKED QUESTIONS

HOW IS MY DATA STORED?
While transmission of information over the internet is of great concern, it is also important that the storage location be secure. The Client Portal data hosting facility is known in the industry as a Level 4 data facility. This means that Data Center maintains the highest levels of security; it offers fully redundant storage with climate control, power backup, site security and more. In addition, data stored at the facility is backed up to both local redundant systems, as well as to offsite locations that meet the same high-level of requirements.

HOW LONG IS MY DATA STORED?
You have complete access to your data and may remove it from the portal at any time. Your CPA also has access to your information and may have their own policy for how long documents are kept on the portal.

WHY IS THIS BETTER THAN E-MAIL?
There are two main reasons: security and sending large files.

The Client Portal allows any-size file to be uploaded, this is not the case with most e-mail clients. While many will allow files of around 5 MB in size, most e-mail systems will reject files that large. Some examples of large files include Quickbooks Files or 300 page PDFs of tax returns and supporting documents. Another limitation of e-mail is that you must encrypt and password protect your file before you send it, with a Client Portal you just save the file and let the portal take care of the encryption.

HOW DO I KNOW WHEN A FILE IS AVAILABLE?
Any time a new file or comment is placed on your portal you will receive an e-mail notification from your accountant. This e-mail will contain a hyperlink that will take you straight to the login page of the portal, where you may enter your e-mail address and password to access your documents.

HOW FAST DO MY FILES UPLOAD AND DOWNLOAD?
The time it takes to upload or download a file is dependent on two factors, the size of the file and the speed of your connection. There are several websites that will test your speed and even provide tips for improve your bandwidth, you may find a link at www.acct1st.com on the bottom of the home page. At 100 kb/sec you should be able to download a 1 MB in about 10 seconds.

HOW DO I ACCESS THE CLIENT PORTAL?
The client portal is a Website, you may connect to it using any standard browser such as WindowsT Explorer or MozillaT Firefox. Your accountant will create an account for you and provide detailed instructions on logging into the system. They will also provide a User's Guide to help you along the way.

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