Keep each exchange limited to approved clients, colleagues and reviewers.
Secure file sharing for accountants
Secure file sharing for accountants, built around a controlled client exchange.
Request, receive and share bank statements, payroll records, tax evidence, working papers and signed accounts through named-user routes with clear permissions and a dependable audit trail. My MX Data gives accounting firms a more defensible way to handle sensitive financial documents without relying on public links or fragmented email chains.
Named-user access
No public file links
Detailed audit trails
No fixed file-size limits
ROWAN FOODS LTD / YEAR ENDENGAGEMENT ACTIVE
Close pack4 of 4 received
Bank statementsNAMED SENDER
March payrollACCESS LIMITED
VAT support packRECEIPT RECORDED
Signed approvalVERSION RETAINED
Use AES-256 encryption with an additional patented protection method.
Retain activity records for requests, uploads, access and downloads.
Move large ledgers and evidence packs without splitting the transfer.
Client document collection
Request files once. Track what arrives. Keep every record attached to the right engagement.
Client work slows down when requests are split across messages, attachments and follow-up calls. MX provides a controlled route for sharing files with clients, while a secure upload portal gives each authorised sender a clear place to provide the evidence you need.
01
Issue a structured request
Set out the exact records required, with a clear purpose and owner.
02
Receive files against the right matter
Keep each upload connected to the client, period and engagement it belongs to.
03
See progress without another email
Identify received, outstanding and approved items from the exchange record.
Client evidence request / Quarter three4 ITEMS TRACKED
RF
Rowan Foods LtdAccounts and corporation tax engagement
CLIENT VERIFIEDBusiness bank statementsUploaded by named client contact
RECEIVEDSales ledger exportCurrent version retained
RECEIVEDInventory valuationRequested from finance director
AWAITINGDirector approvalApproval recorded against final pack
APPROVED
A controlled route for sensitive accounting data
Security, context and accountability should follow every file.
MX brings encrypted file sharing together with the identity, permissions and evidence needed for day-to-day accounting work. Each stage remains clear enough for clients to use and structured enough for the practice to review.
01
Set the purpose
Connect the request to a client, reporting period, return, audit or other defined engagement.
02
Identify the sender
Use named access so sensitive records do not depend on a public link that can be forwarded.
03
Limit access
Give partners, managers, specialists and reviewers only the information relevant to their role.
04
Keep the outcome clear
Record receipt, access, download, version and approval activity for later review.
Additional protection beyond encryption
Anonymise. Shard. Restore.
MX's patented ASR methodology provides an additional protection layer for sensitive information. It is separate from standard encryption and works across three connected stages.
01
Anonymise
Remove identifying context so the protected data cannot be readily associated with the original client or transaction.
02
Shard
Separate the transformed data into protected shards so no single shard represents a complete, readable file.
03
Restore
Reconstruct the information for an authorised recipient through the controlled exchange workflow.
A responsible security claim: ASR is positioned by MX as a quantum secure methodology. It adds protection, but no platform removes every current or future security risk. Secure endpoints, suitable permissions and sound governance remain essential.
Across the accounting calendar
Different engagements. One consistent control model.
Select an engagement to see where a controlled exchange can reduce inbox chasing and keep client evidence tied to the work it supports.
Bring year end evidence and final approval into the same engagement record.
Clients can provide statements, ledgers, schedules and signed accounts through one named route. The practice can see what has arrived, which version is current and whether approval has been recorded.
Trial balanceBank statementsStock valuationSigned accounts
Keep supporting evidence tied to the return, deadline and responsible reviewer.
Collect tax records through a controlled client route, retain the surrounding context and avoid rebuilding a scattered email trail when a return is checked later.
Expense evidenceTax schedulesProperty recordsClient approval
Reduce unnecessary exposure around employee and pay information.
Limit payroll files to named people, retain a record of access and use expiry controls where information should not remain available indefinitely.
Employee changesPay run filesPension dataTimed access
Respond to evidence requests without creating another uncontrolled file trail.
Provide approved external reviewers with limited access to the evidence they need while unrelated client folders and internal working information remain outside the exchange.
Sample requestsSupporting evidenceReviewer accessActivity history
Evidence that remains useful
Answer client, auditor and governance questions without rebuilding the exchange.
A useful activity record should make the file journey understandable. MX can retain evidence of requests, uploads, access, downloads, comments, versions and approvals, helping the practice review what happened without relying on memory or several disconnected inboxes.
Who took the action
Associate activity with the relevant named participant.
When it happened
Keep time information with the request, file and transaction.
What happened next
Follow access, download, version and approval activity.
ENGAGEMENT ACTIVITY / ROWAN FOODS LTDEVIDENCE LIVE
Evidence request issuedAccounts manager to named client contact
Bank statements uploaded12 files, client identity recorded
Documents accessedAssigned senior accountant
Working pack approvedCurrent version retained
Signed accounts receivedFinal approval tied to engagement
Use the right tool for the exchange
Keep your everyday collaboration tools. Add tighter control where the files are sensitive.
Mainstream tools can remain useful for storage, synchronisation and live editing. MX is designed for file handoffs where identity, access, expiry and evidence need more attention.
Email attachments
Familiar and quick for ordinary messages, but harder to govern once sensitive attachments are copied, forwarded or separated from their context.
- Useful for routine communication
- Attachment limits can interrupt delivery
- Versions and access may be difficult to evidence
Shared drives and collaboration platforms
Well suited to ongoing storage, document editing and team collaboration. External access can require careful folder and permission management.
- Useful for live working
- Designed around broader collaboration
- May serve a different purpose from a controlled handoff
MX controlled exchange
Built for sensitive B2B transfers between named parties, with exchange-focused permissions, activity evidence and no reliance on open public links.
- Named and authorised recipients
- Expiry and transaction controls
- Audit evidence around the exchange
Questions from accounting firms
Secure accountant file sharing without making client work harder.
The practical questions usually concern client access, audit evidence, large files, compliance responsibilities and how MX fits alongside existing systems.
Practices can use MX for bank statements, trial balances, ledgers, payroll information, tax evidence, expense records, working papers, management accounts, signed accounts, audit samples and other sensitive client documents.
The platform is transfer-focused rather than a full document management system. It is most useful where a file needs to move between known participants through a controlled, traceable route.
Clients use a controlled upload route connected to the relevant request or engagement. The request can explain exactly what is needed, helping the client provide the right records while allowing the practice to see what has arrived and what remains outstanding.
This avoids asking clients to send sensitive financial data through an ordinary attachment or an open public link.
Yes. Client access and document activity can be organised around the relevant client, matter or engagement, helping reduce the risk of information being mixed across unrelated work.
Partners, managers, specialists and external reviewers can be limited to the files required for their role rather than receiving access to a broader folder structure.
MX provides detailed activity records around sensitive file exchanges. Depending on the action, the practice can retain evidence of requests, uploads, access, downloads, versions and approvals.
This gives the firm a clearer answer when a client, auditor, insurer or internal reviewer asks who handled a document and what happened to it.
MX can support compliance objectives through access controls, expiry settings, audit trails and clearer evidence around sensitive file movement. These capabilities can contribute to UK GDPR, Data Protection Act 2018 and ISO 27001-aligned processes.
No software platform makes an organisation compliant by itself. Compliance also depends on lawful basis, policies, retention decisions, configuration, staff behaviour and wider technical and organisational measures.
MX uses a patented methodology called ASR: Anonymise, Shard, Restore. It anonymises the data, divides it into shards and restores the file through the authorised exchange process.
ASR is designed to add a further layer of protection beyond conventional file sharing. It should not be described as unbreakable or as a guarantee of future security.
Yes. MX supports file transfers without fixed file-size limits, helping practices exchange large ledgers, audit evidence packs, payroll exports and compressed document sets without splitting them across several emails.
Actual performance still depends on the sender's connection, browser, network controls and the receiving environment.
Not necessarily. Those platforms are useful for long-term storage, synchronisation and collaborative editing. MX is designed for controlled, auditable file handoffs between named users.
Many firms can keep their everyday productivity tools and use MX for exchanges involving sensitive financial data, external parties or a stronger need for traceability.
Essential reads
Practical guidance for the files your practice needs to protect and explain.
Explore the controls behind stronger client exchanges, from deciding which records are sensitive to retaining evidence of access and activity.
Audit evidence
Building a File Audit Trail: Why It's Crucial for Modern Compliance
Knowing that a file was sent is rarely enough. A credible audit trail should show who accessed it, what happened next and which details remain available months later.
Read the guide ->Compliance controls
What regulators expect from your file-sharing practices
Access, retention, encryption and audit evidence all shape a defensible exchange process.
Read the guide ->Data classification
What makes a file sensitive?
Names, pricing and project details can change the risk attached to an ordinary-looking file.
Read the guide ->Give client records a more defensible route
Move sensitive accounting files out of the inbox and into a controlled exchange.
Create a clear route for the records your practice requests, receives, reviews, approves and may need to explain later. Start with a seven-day trial or speak with the team about permissions, data sovereignty and enterprise options.
Secure file sharing for accountants
Secure file sharing for accountants, built around a controlled client exchange.
Request, receive and share bank statements, payroll records, tax evidence, working papers and signed accounts through named-user routes with clear permissions and a dependable audit trail. My MX Data gives accounting firms a more defensible way to handle sensitive financial documents without relying on public links or fragmented email chains.
Named-user access
No public file links
Detailed audit trails
No fixed file-size limits
ROWAN FOODS LTD / YEAR ENDENGAGEMENT ACTIVE
Close pack4 of 4 received
Bank statementsNAMED SENDER
March payrollACCESS LIMITED
VAT support packRECEIPT RECORDED
Signed approvalVERSION RETAINED
Keep each exchange limited to approved clients, colleagues and reviewers.
Use AES-256 encryption with an additional patented protection method.
Retain activity records for requests, uploads, access and downloads.
Move large ledgers and evidence packs without splitting the transfer.
Client document collection
Request files once. Track what arrives. Keep every record attached to the right engagement.
Client work slows down when requests are split across messages, attachments and follow-up calls. MX provides a controlled route for sharing files with clients, while a secure upload portal gives each authorised sender a clear place to provide the evidence you need.
01
Issue a structured request
Set out the exact records required, with a clear purpose and owner.
02
Receive files against the right matter
Keep each upload connected to the client, period and engagement it belongs to.
03
See progress without another email
Identify received, outstanding and approved items from the exchange record.
Client evidence request / Quarter three4 ITEMS TRACKED
RF
Rowan Foods LtdAccounts and corporation tax engagement
CLIENT VERIFIEDBusiness bank statementsUploaded by named client contact
RECEIVEDSales ledger exportCurrent version retained
RECEIVEDInventory valuationRequested from finance director
AWAITINGDirector approvalApproval recorded against final pack
APPROVED
A controlled route for sensitive accounting data
Security, context and accountability should follow every file.
MX brings encrypted file sharing together with the identity, permissions and evidence needed for day-to-day accounting work. Each stage remains clear enough for clients to use and structured enough for the practice to review.
01
Set the purpose
Connect the request to a client, reporting period, return, audit or other defined engagement.
02
Identify the sender
Use named access so sensitive records do not depend on a public link that can be forwarded.
03
Limit access
Give partners, managers, specialists and reviewers only the information relevant to their role.
04
Keep the outcome clear
Record receipt, access, download, version and approval activity for later review.
Additional protection beyond encryption
Anonymise. Shard. Restore.
MX's patented ASR methodology provides an additional protection layer for sensitive information. It is separate from standard encryption and works across three connected stages.
01
Anonymise
Remove identifying context so the protected data cannot be readily associated with the original client or transaction.
02
Shard
Separate the transformed data into protected shards so no single shard represents a complete, readable file.
03
Restore
Reconstruct the information for an authorised recipient through the controlled exchange workflow.
A responsible security claim: ASR is positioned by MX as a quantum secure methodology. It adds protection, but no platform removes every current or future security risk. Secure endpoints, suitable permissions and sound governance remain essential.
Across the accounting calendar
Different engagements. One consistent control model.
Select an engagement to see where a controlled exchange can reduce inbox chasing and keep client evidence tied to the work it supports.
Bring year end evidence and final approval into the same engagement record.
Clients can provide statements, ledgers, schedules and signed accounts through one named route. The practice can see what has arrived, which version is current and whether approval has been recorded.
Trial balanceBank statementsStock valuationSigned accounts
Keep supporting evidence tied to the return, deadline and responsible reviewer.
Collect tax records through a controlled client route, retain the surrounding context and avoid rebuilding a scattered email trail when a return is checked later.
Expense evidenceTax schedulesProperty recordsClient approval
Reduce unnecessary exposure around employee and pay information.
Limit payroll files to named people, retain a record of access and use expiry controls where information should not remain available indefinitely.
Employee changesPay run filesPension dataTimed access
Respond to evidence requests without creating another uncontrolled file trail.
Provide approved external reviewers with limited access to the evidence they need while unrelated client folders and internal working information remain outside the exchange.
Sample requestsSupporting evidenceReviewer accessActivity history
Evidence that remains useful
Answer client, auditor and governance questions without rebuilding the exchange.
A useful activity record should make the file journey understandable. MX can retain evidence of requests, uploads, access, downloads, comments, versions and approvals, helping the practice review what happened without relying on memory or several disconnected inboxes.
Who took the action
Associate activity with the relevant named participant.
When it happened
Keep time information with the request, file and transaction.
What happened next
Follow access, download, version and approval activity.
ENGAGEMENT ACTIVITY / ROWAN FOODS LTDEVIDENCE LIVE
Evidence request issuedAccounts manager to named client contact
Bank statements uploaded12 files, client identity recorded
Documents accessedAssigned senior accountant
Working pack approvedCurrent version retained
Signed accounts receivedFinal approval tied to engagement
Use the right tool for the exchange
Keep your everyday collaboration tools. Add tighter control where the files are sensitive.
Mainstream tools can remain useful for storage, synchronisation and live editing. MX is designed for file handoffs where identity, access, expiry and evidence need more attention.
Email attachments
Familiar and quick for ordinary messages, but harder to govern once sensitive attachments are copied, forwarded or separated from their context.
- Useful for routine communication
- Attachment limits can interrupt delivery
- Versions and access may be difficult to evidence
Shared drives and collaboration platforms
Well suited to ongoing storage, document editing and team collaboration. External access can require careful folder and permission management.
- Useful for live working
- Designed around broader collaboration
- May serve a different purpose from a controlled handoff
MX controlled exchange
Built for sensitive B2B transfers between named parties, with exchange-focused permissions, activity evidence and no reliance on open public links.
- Named and authorised recipients
- Expiry and transaction controls
- Audit evidence around the exchange
Questions from accounting firms
Secure accountant file sharing without making client work harder.
The practical questions usually concern client access, audit evidence, large files, compliance responsibilities and how MX fits alongside existing systems.
Practices can use MX for bank statements, trial balances, ledgers, payroll information, tax evidence, expense records, working papers, management accounts, signed accounts, audit samples and other sensitive client documents.
The platform is transfer-focused rather than a full document management system. It is most useful where a file needs to move between known participants through a controlled, traceable route.
Clients use a controlled upload route connected to the relevant request or engagement. The request can explain exactly what is needed, helping the client provide the right records while allowing the practice to see what has arrived and what remains outstanding.
This avoids asking clients to send sensitive financial data through an ordinary attachment or an open public link.
Yes. Client access and document activity can be organised around the relevant client, matter or engagement, helping reduce the risk of information being mixed across unrelated work.
Partners, managers, specialists and external reviewers can be limited to the files required for their role rather than receiving access to a broader folder structure.
MX provides detailed activity records around sensitive file exchanges. Depending on the action, the practice can retain evidence of requests, uploads, access, downloads, versions and approvals.
This gives the firm a clearer answer when a client, auditor, insurer or internal reviewer asks who handled a document and what happened to it.
MX can support compliance objectives through access controls, expiry settings, audit trails and clearer evidence around sensitive file movement. These capabilities can contribute to UK GDPR, Data Protection Act 2018 and ISO 27001-aligned processes.
No software platform makes an organisation compliant by itself. Compliance also depends on lawful basis, policies, retention decisions, configuration, staff behaviour and wider technical and organisational measures.
MX uses a patented methodology called ASR: Anonymise, Shard, Restore. It anonymises the data, divides it into shards and restores the file through the authorised exchange process.
ASR is designed to add a further layer of protection beyond conventional file sharing. It should not be described as unbreakable or as a guarantee of future security.
Yes. MX supports file transfers without fixed file-size limits, helping practices exchange large ledgers, audit evidence packs, payroll exports and compressed document sets without splitting them across several emails.
Actual performance still depends on the sender's connection, browser, network controls and the receiving environment.
Not necessarily. Those platforms are useful for long-term storage, synchronisation and collaborative editing. MX is designed for controlled, auditable file handoffs between named users.
Many firms can keep their everyday productivity tools and use MX for exchanges involving sensitive financial data, external parties or a stronger need for traceability.
Essential reads
Practical guidance for the files your practice needs to protect and explain.
Explore the controls behind stronger client exchanges, from deciding which records are sensitive to retaining evidence of access and activity.
Audit evidence
Building a File Audit Trail: Why It's Crucial for Modern Compliance
Knowing that a file was sent is rarely enough. A credible audit trail should show who accessed it, what happened next and which details remain available months later.
Read the guide ->Compliance controls
What regulators expect from your file-sharing practices
Access, retention, encryption and audit evidence all shape a defensible exchange process.
Read the guide ->Data classification
What makes a file sensitive?
Names, pricing and project details can change the risk attached to an ordinary-looking file.
Read the guide ->Give client records a more defensible route
Move sensitive accounting files out of the inbox and into a controlled exchange.
Create a clear route for the records your practice requests, receives, reviews, approves and may need to explain later. Start with a seven-day trial or speak with the team about permissions, data sovereignty and enterprise options.