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HOW TO USE BOOKWITS DOCUMENTS BEGINNER

Documents Module Guide

The Documents module is where you store, organize, and share client files in a clean folder structure—so documents don’t live across email threads, desktop folders, and scattered links.
How to Use Bookwits
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Video Walkthrough (Documents Module)
If you have a walkthrough video, drop it here. This is ideal for showing folder sharing, portal access, and move/copy.
Coming soon...

What “Documents” is for (plain English)

Use Documents to:
  • Keep all client files in one secure place
  • Share folders with clients through the client portal
  • Control what clients can access (and what they can’t)
  • Avoid “please resend that PDF” and “where do I upload this?” loops
In Bookwits, documents are typically organized around Companies (entity work) and Personal Tax Years (T1 work by year).

Folder creation in Bookwits (Automatic + Manual)

Automatic folders
Folders are created automatically when you:
  • Add a Company
  • Open a new Personal Tax Year
Manual folders
You can also create folders manually any time to match your firm’s process.
Common manual folder examples
Client Uploads Engagement / Admin Workpapers Filed / Final CRA / NOA Payroll / T4s
Use the same folder structure across clients so staff (and clients) always know where to place files.

Uploading documents (basic workflow)

  1. Navigate to the right client context (Company or Personal Tax Year).
  2. Upload files into the correct folder/subfolder.
  3. Use consistent filenames (so you can find files fast later).
Example naming
2025_T4_Sarah_Thompson.pdf 2025_Interest_T5_Sarah_Thompson.pdf 2025_Corp_YearEnd_Workpapers.pdf
Naming is “searchability.” If filenames are consistent, you’ll find documents in seconds.

Share a folder with your client (Client Portal access)

Sharing gives your client portal access to the folder(s) you choose.
Steps
  1. Open the folder you want to share.
  2. Click Manage Access.
  3. Enter your client’s email.
  4. Choose the role: View (read-only) or Admin (higher access level based on what you allow).
  5. Send the invite.
What happens next (important for beginners)
  • The client receives an email invitation.
  • They must register (create their portal account) before accessing shared folders.
  • They’ll see a folder-style view limited to only what you shared.
Share only specific files or subfolders You don’t have to share everything. You can share only a specific subfolder (e.g., “Client Uploads”) or only specific files (e.g., engagement letter).
Start restrictive (only what the client needs), then expand access if required.

Copy and Move folders/files (organize without re-uploading)

Move Use Move when something was uploaded to the wrong place and should live somewhere else.
  • “Client Uploads” → “Workpapers”
  • “Receipts” → “Filed / Final”
Copy Use Copy when the same file belongs in multiple places.
  • Finalized PDF needed under both “Filed / Final” and “Year-End Support”
A clean folder structure reduces follow-up and makes task handoffs easier.

Preview a file without downloading

You can view document contents without downloading:
  1. Click the file name
  2. A preview panel opens (typically on the left)
Great for quickly confirming
  • “Is this the right slip?”
  • “Is this the signed version?”
  • “Does the date match the tax year?”

Documents from inside a Client Profile

You can access documents directly from the Client profile, filtered to exactly what you’re working on.
Company documents view Shows folders/files only for the selected company/entity.
Personal Tax Year documents view Shows folders/files only for the selected tax year.
Personal Tax Checklist creates extra folders automatically
When you use the Client Files Personal Tax Checklist, Bookwits creates folders like:
Other Documentation Receipts T-Slips
You don’t need to search the entire Documents module—Bookwits narrows it to the company or tax year you’re currently in.

Security and storage (Azure + encryption)

Files are stored securely in the cloud using Microsoft Azure, and are encrypted.
What this means for clients
  • Their files aren’t sitting on someone’s desktop
  • Access is controlled through folder permissions/roles
  • Sharing happens through the portal instead of email attachments

Best-practice setup (simple and effective)

If you want a starting point that works for most firms, use this structure and keep it consistent.
For each Company
  • Client Uploads
  • Workpapers
  • Filed / Final
For each Personal Tax Year
  • T-Slips
  • Receipts
  • Other Documentation
  • Filed / Final
Consistency = speed. Your team will move faster with fewer mistakes and fewer client follow-ups.
Want help setting up your Documents structure? Book a demo and we’ll help you standardize your folder structure, set portal access rules, and build a clean “client uploads → workpapers → final” flow.
Book a demo → Start free trial