Restrict each exchange to approved clients, staff, and outside reviewers.
Secure file sharing for accountants
Keep sensitive client records inside a controlled exchange.
My MX Data gives accounting firms a clear way to request, receive, review, and return financial documents. Named recipients, practical permissions, and detailed activity records help your team handle tax files, payroll data, working papers, and signed statements without public links or crowded email threads.
Named recipientsNo open file linksActivity evidenceNo fixed file-size limits
HARBOR CAFE GROUP / 2025 TAXREQUEST ACTIVE
Client pack4 of 4 received
Bank statementsNAMED SENDER
Payroll reportACCESS LIMITED
1099 supportRECEIPT RECORDED
Signed approvalVERSION RETAINED
Use AES-256 encryption alongside MX's patented ASR methodology.
Keep evidence of requests, uploads, access, downloads, and approvals.
Send complete ledgers and evidence sets without arbitrary size caps.
Client document collection
Ask once, see what arrived, and keep the file with the right engagement.
A client request can splinter across email, voicemail, and several attachments before the work even starts. MX provides secure client file sharing with a controlled upload portal, giving each authorized sender a direct route to the correct matter.
01
Define the request
List the records you need and connect them to a client, deadline, and owner.
02
Collect against the engagement
Keep each upload with the period and piece of work it supports.
03
Check progress in one place
See received, outstanding, and approved items without another follow-up email.
Client request / 2025 tax year4 ITEMS TRACKED
HC
Harbor Cafe GroupBusiness return and advisory engagement
CLIENT VERIFIEDOperating account statementsUploaded by named controller
RECEIVEDGeneral ledger exportCurrent version retained
RECEIVED1099 contractor scheduleRequested from finance lead
AWAITINGTax return approvalApproval linked to final version
APPROVEDA defined route for financial information
Identity, context, and accountability stay with the file.
MX combines encrypted file sharing with recipient controls and evidence designed for day-to-day accounting work. Clients get a straightforward experience. Your firm keeps a transaction record it can review later.
01
Set the purpose
Connect each request to a return, audit, payroll run, close, or advisory matter.
02
Name the participant
Route records to approved people instead of using a link that can be forwarded.
03
Apply access rules
Give staff, specialists, and reviewers only the information required for their work.
04
Retain the record
Capture receipt, access, download, version, comment, and approval activity.
Protection beyond encryption
Anonymize. Shard. Restore.
MX uses a patented methodology called ASR as an additional layer of data protection. ASR is separate from conventional encryption and works through three connected steps.
01
Anonymize
Transform the data so it cannot be readily tied to the original client, file, or transaction.
02
Shard
Separate the transformed data into protected pieces so no individual shard contains the complete readable file.
03
Restore
Reconstruct the information for the authorized recipient through the controlled exchange.
MX positions ASR as a quantum-resilient methodology. It adds another protective measure, while secure endpoints, sensible permissions, identity controls, and sound governance remain important.
Across the accounting calendar
A consistent control model for very different assignments.
Choose an engagement to see how a defined exchange can cut down on inbox chasing and keep client evidence attached to the work it supports.
Keep source documents and final signoff with the same close record.
Clients can provide statements, ledgers, schedules, and signed financial statements through one named route. Your team can see what arrived, which version is current, and who approved it.
Trial balanceBank statementsInventory valuationSigned statements
Connect supporting records to the return, deadline, and assigned reviewer.
Collect tax evidence through a controlled client route and preserve the surrounding context. A later review does not depend on rebuilding a scattered email trail.
Expense supportTax schedulesProperty recordsClient approval
Limit unnecessary exposure of employee and compensation data.
Restrict payroll files to named people, keep a record of access, and use expiry settings when information should not remain available indefinitely.
Employee updatesPayroll filesBenefit dataTimed access
Answer evidence requests without creating another uncontrolled document trail.
Give approved outside reviewers limited access to the material they need. Unrelated client files and internal working information stay outside the exchange.
Sample requestsSupporting evidenceReviewer accessActivity history
US compliance support
Controls that can contribute to your wider compliance program.
Accounting firms handle records that may fall under several federal, state, client, and contractual requirements. MX can provide access controls, activity evidence, and administrative oversight that support those responsibilities.
SOXTraceable financial records
GLBAClient information safeguards
IRS Publication 1075Federal tax information
CCPACalifornia consumer data
NIST SP 800-171Controlled informationThese references identify frameworks and regulations that may be relevant to secure file exchange. They do not state that MX is certified, approved, or accredited under each one. Compliance depends on your policies, configuration, staff practices, retention rules, contracts, and broader technical controls.
Evidence that remains useful
Respond to a client, auditor, or risk team without reconstructing the exchange.
MX can retain records of requests, uploads, access, downloads, comments, versions, and approvals. The result is a more understandable file journey, with less dependence on memory or disconnected inboxes.
Who acted
Connect activity to the appropriate named participant.
When it happened
Keep time information with the request, transaction, and file.
What followed
Review access, download, version, comment, and approval events.
ENGAGEMENT ACTIVITY / HARBOR CAFE GROUPRECORD LIVE
Document request issuedTax manager to named client contact
Bank statements uploaded12 files, sender identity recorded
Documents accessedAssigned senior accountant
Workpaper pack approvedCurrent version retained
Signed approval receivedFinal approval linked to engagement
Choose the route that fits the work
Everyday collaboration tools and controlled exchange solve different problems.
Your firm may use all three. The right choice depends on the file, the recipient, and the evidence you need afterward.
Email attachments
Convenient for routine messages, though large or sensitive records can lose context across long threads.
- Familiar to clients and staff
- Attachment limits can interrupt delivery
- Access and version evidence may be limited
Shared drives and collaboration suites
Useful for storage, live editing, and team work. External folders and permissions may need ongoing attention.
- Designed for broad collaboration
- Good fit for live documents
- Different purpose from a controlled handoff
MX controlled exchange
Built for sensitive business transfers between known parties, with exchange-focused controls and activity records.
- Named and authorized recipients
- Expiry and transaction controls
- Evidence attached to the exchange
Questions from accounting firms
Secure accountant file sharing, without a harder client experience.
Most practical questions concern client access, large files, evidence, compliance support, and how MX works alongside systems already in place.
Firms can use MX for bank statements, trial balances, ledgers, payroll data, tax records, workpapers, management reports, signed financial statements, audit samples, and other sensitive client documents.
MX focuses on transfer and exchange rather than live document editing or permanent document management.
The client uses a controlled upload route tied to the relevant request or engagement. The request can specify what is needed, and the firm can track which items have arrived.
This gives the client a clear alternative to an ordinary attachment or open public link.
Yes. Access and file activity can be organized around the appropriate client, matter, project, or engagement. Staff and outside reviewers can be limited to the information relevant to their role.
Depending on the action, MX can retain records of requests, uploads, access, downloads, comments, versions, recipient activity, and approvals. This helps the firm explain who handled a document and what occurred during the exchange.
MX controls can contribute to compliance processes through named access, configurable settings, encryption, administrative oversight, and activity records. The requirements that apply depend on the firm, its clients, the data involved, and the jurisdiction.
No file-sharing platform makes an organization compliant on its own. Policies, contracts, configuration, retention, staff behavior, endpoint security, and wider governance still matter.
ASR stands for Anonymize, Shard, Restore. The methodology anonymizes data, separates it into protected shards, and restores it for an authorized recipient through the controlled exchange process.
ASR is separate from encryption. It should be understood as an additional protection layer, not a guarantee against every current or future risk.
MX is designed to transfer files without fixed file-size limits. Firms can move complete ledgers, payroll exports, audit evidence sets, and compressed folders without splitting them across several emails. Transfer performance still depends on the sender's connection, browser, network controls, and receiving environment.
Not necessarily. Those platforms can work well for long-term storage, synchronization, and collaborative editing. MX is designed for controlled, auditable file exchanges between named participants.
Many firms can keep their productivity tools and use MX when financial records cross an organizational boundary or need stronger traceability.
Further reading
Practical guidance for financial files your firm needs to protect and explain.
Review the controls behind a stronger client exchange, from identifying sensitive records to keeping evidence of access and activity.
Activity evidence
Building a file audit trail
See what a useful record should show about identity, access, timing, and file activity.
Read the guide ->Compliance controls
What regulators expect from file sharing
Access, retention, encryption, and evidence all shape a defensible process.
Read the guide ->Data classification
What makes a file sensitive?
Names, pricing, financial details, and context can change the risk attached to an ordinary-looking file.
Read the guide ->Give client records a more accountable route
Move sensitive accounting files out of the inbox and into a controlled exchange.
Create one clear route for the records your firm requests, receives, reviews, approves, and may need to explain later. Start a trial or talk with the team about permissions, data location, identity management, and enterprise options.