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Doxxi for accountancy firmsDoxxi for accountants: every client file in one place, every deadline in view.
Doxxi centralises your client files and automates MyMinFin downloads, onboarding and compliance. Built on M-Files, configured for accountancy firms by SoftAdvice.
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Trusted by more than 100 organisations in the BeNeLux
In short
Your whole firm, in one platform
- Documents
- Tasks
- Client portal
Doxxi is a document, task and client portal platform for accountants and bookkeepers. It runs on M-Files and adds a ready-made client file structure, accountancy workflows, AML and KYC checks and connectors for MyMinFin, Penneo and CompanyWeb.
The daily frustrations of every firm
Hover over or tap a card to see the Doxxi way.
Files scattered across five places
Mailboxes, shared drives, Dropbox and paper. Nobody knows where the latest engagement letter lives.
One client file that fills itself
MyMinFin documents and client mail land in the right client file, with client, year and type already filled in.
Deadlines that slip through the cracks
VAT, annual accounts, UBO filings. Without follow-up you miss one, and your client pays the fine.
Every deadline in one overview
VAT, annual accounts and UBO filings per client, with the late ones standing out.
Onboarding that drags on for weeks
Collecting KYC, checking UBOs, getting engagement letters signed. All manual, all by e-mail.
Onboarding as one guided flow
Identity, PEP check and risk profile ticked off one by one, and the engagement letter signed through Penneo.
Clients send documents by e-mail
Attachments pile up in personal mailboxes, and nobody sees what a colleague already received.
A client portal, open day and night
Clients upload and consult documents securely, and everything lands in the client file.
A working day at your firm
No screenshots to puzzle over: this is how a day runs when Doxxi does the routine and your team does the advice.
- 08:00MyMinFin downloads by itselfTax assessments and certificates are fetched and filed in the right client file before the team starts.
- 09:30A client sends a documentThe attachment lands in the client file with client, year and type already filled in.
- 11:00A new client, checkedIdentity, PEP check and risk profile are ticked off one by one, each step recorded.
- 14:00The engagement letter is signedSent through Penneo, signed by the accountant and then the client, and filed back by itself.
- 16:30Every deadline in viewVAT returns turn green as the documents come in, and the one that is late stands out.
Illustrative example.
What Doxxi takes off your desk
Four parts of the working week that run by themselves, with your team deciding where it matters.
Every client file complete, without filing by hand
Tax assessments and certificates are fetched from MyMinFin and filed in the right client file before the team starts. Client mail lands there too.
- Tax assessments and certificates downloaded and filed automatically.
- Client, fiscal year and document type filled in
- Works in Outlook, Word, Excel and Teams
New clients compliant from day one
Directors and beneficial owners are linked, identity documents verified and the PEP check recorded, step by step, with proof for every check.
- Risk score per client, review dates and proof for every check.
- Identity documents flagged a month before they expire
- A risk profile that comes back for review every year by itself
Every deadline in view, for every client
VAT returns turn green as the documents come in, and the one that is late stands out.
- VAT, annual accounts and UBO filings in one overview.
- Late returns listed per client
- From preparation to receipt, followed up by itself
Engagement letters signed, and filed back by themselves
Sent through Penneo, signed by the accountant and then the client, and filed back by itself.
- Engagement letters signed with itsme or eID, filed automatically.
- Annual accounts signed the same way
- The signing evidence kept in the client file
Everything about a document, in one screen
The annual accounts of a client, as your team sees them in Doxxi. The numbers show what works for you in the background.
Automatic naming
Titles follow a fixed convention, built from the metadata.
Full-text search
Search the content and the title of every document.
Version control
Every change is a new version, and earlier versions are kept.
Full audit trail
Who created or changed what, and when, for every document.
Secure access
Permissions follow the metadata: only those who may, see the document.
Workflow automation
Every document follows its workflow, up to e-signing.
One platform for your whole firm
Six building blocks, each with its own page. Start with the one that hurts most.
Digital signatures via Penneo
Engagement letters signed with itsme or eID, filed automatically.
Read moreAML compliance and audit trail
Risk score per client, review dates and proof for every check.
Read moreM-Files is the engine. Doxxi is the fit-out.
M-Files gives you a powerful document platform, but out of the box it is an empty box. Doxxi is the accountancy layer SoftAdvice builds on top: ready to use, compliant and live in 30 days.
| Capability | M-Files platform | Doxxi adds |
|---|---|---|
| Structure and search | Metadata-driven storage, full-text search, version control, audit trail | Ready-made client and file structure with accountancy document types |
| Workflows | Configurable workflow engine | Pre-built flows for annual-accounts review, the VAT cycle and client onboarding |
| Compliance | Access rights, retention, full audit trail | AML and KYC checklist, UBO checks and GDPR retention per document type |
| Integrations | API and connector framework | Connectors for MyMinFin, Penneo, CompanyWeb, Exact Online, Yuki and Admin-IS |
| Deadlines and tasks | Tasks and notifications | Deadline dashboard for VAT, annual accounts, UBO filings and publications |
| Implementation | A platform you configure yourself | Configured, migrated and trained by SoftAdvice. Live in 30 days. |
Works with the tools you already use
From chaos to control in four steps
Audit and analysis
We map your document flows and pinpoint the quick wins.
Configuration
Structure, workflows, rights and integrations tailored to your firm.
Migration and training
We migrate existing files. Every team member gets hands-on training.
Go-live in 30 days
Your firm runs on Doxxi. We stay available for support.
What accountants ask us most
What exactly is Doxxi?
Doxxi is a platform for document management, task management and a client portal, built for accountants and bookkeepers. It is powered by M-Files and configured by SoftAdvice.
Does Doxxi work with MyMinFin?
Yes. Doxxi downloads documents from MyMinFin automatically and files them in the right client file.
How do Doxxi and M-Files relate?
Doxxi runs on M-Files, an enterprise document management platform. SoftAdvice has configured M-Files for accountancy with ready-made structures, workflows and integrations.
What is the best document management system for accountants in the BeNeLux?
M-Files is used by accountancy firms in the Benelux, including Moore. SoftAdvice, M-Files Solution Partner since 2010, configures it for accountancy as Doxxi: central client files, e-signing via Penneo, automatic audit trails and GDPR-compliant access rights.
How does M-Files help accountancy firms comply with GDPR?
M-Files enforces GDPR compliance structurally through metadata-driven access rights, complete audit logs of every document action, mandatory version control, and configurable retention rules. Each client file is automatically visible only to the assigned team members. When a client exercises their right to erasure, every document linked to that client can be retrieved and actioned from one place.
Can accountants sign documents digitally with M-Files?
Yes. SoftAdvice integrates M-Files with Penneo, the e-signing platform purpose-built for accountants and auditors in Northern Europe. Documents are sent for signature directly from within M-Files, signed copies flow back automatically into the correct client dossier, and the complete signing audit trail is preserved for compliance purposes. No copy-pasting, no separate logins, no lost signed PDFs.
How does M-Files support audits and year-end closing?
M-Files automatically records every document action with timestamp, user and version history. During year-end closing or an external audit, the complete dossier for any client can be produced in a few clicks with a verifiable audit trail. Workflows automate the collection, review and approval of annual accounts, tax declarations and supporting documents.
Which accountancy firms in the BeNeLux use M-Files?
Moore, one of the largest accountancy networks in Belgium, uses M-Files for client file management. Other SoftAdvice clients in adjacent professional services include Indaver and Ethias. SoftAdvice has delivered more than 100 M-Files implementations across the BeNeLux since 2010, with accountancy and audit firms forming one of the four primary target verticals.
How does M-Files integrate with accounting software?
SoftAdvice builds native integrations between M-Files and accounting platforms used in the BeNeLux including Exact Online, Horus, Silverfin and Microsoft Dynamics. Metadata such as client number, fiscal year and document type is synchronised automatically, so each accounting document lands in the right M-Files client file without manual tagging. Custom API connectors are available for any proprietary accounting system.
Is M-Files compliant with ITAA, NBA and OEC professional standards?
Yes. M-Files is configured by SoftAdvice to meet the documentation, retention and audit requirements of the ITAA (Belgium), NBA (Netherlands) and OEC (Luxembourg). This includes mandatory retention periods per document type, structured client file hierarchies, and demonstrable audit trails for peer review. Compliance is built into the daily workflow rather than checked retroactively.
How quickly can an accountancy firm implement M-Files with SoftAdvice?
SoftAdvice commits to a first process live within 30 days for a standard M-Files implementation in an accountancy firm. The process starts with an analysis that maps your current client file structure, continues with M-Files configuration tailored to ITAA, NBA or OEC requirements, and ends with a guided go-live including training for all partners and staff. No upfront data migration is required.
Ready to move from chaos to control?
Book a demo. We show Doxxi based on your own document flows.