FileCabinet CS Alternatives
If your firm is still using FileCabinet CS by Thomson Reuters for document management, it’s time to start planning. In this article we’ll walk through why FileCabinet CS is being retired, when you should move away, what to look for in a new system — and highlight the best alternatives for accounting firms. We’ll also cover how to replace FileCabinet CS in a careful, low-risk way.
FileCabinet CS Is Sunsetting in 2027
First things first: FileCabinet CS is officially heading toward end-of-life (EOL).
According to Thomson Reuters’ documentation, after December 31, 2027 the company will “…no longer provide updates or support for FileCabinet CS.” They continue, “While you may still be able to view, print, backup, restore, send to file, and send to email existing documents, we can’t guarantee perpetual access due to potential technological changes…”
Thomson Reuters goes on to recommend that FileCabinet CS users migrate their data to an alternative document management system prior to the December 31, 2027 end-of-life date.
And while 2027 may feel distant, the calendar moves fast for busy firms. You’ll want to give migration sufficient runway to avoid a last-minute rush.
Why is FileCabinet CS Sunsetting?
We can’t peer directly into the minds of decision-makers at Thomson Reuters, but those of us in the industry see obvious reasons why the solution should be sunset.
FileCabinet CS was originally designed for the CS Professional Suite desktop environment to serve accountants and tax professionals. As firms have adopted hybrid/remote environments, desktop solutions struggle to deliver needed functionality. Users complain about missing features, outdated technology, program instability, and difficulty maintaining the software.
It’s also likely that sunsetting FileCabinet CS is a strategic move to push Thomson Reuters customers into the company’s broader ecosystem of modern cloud-based tools.
While FileCabinet CS served many firms well for years, the landscape of what accounting firms need from a document management system has changed — so it’s no surprise Thomson Reuters is encouraging a move.
What Should I Look For in a New Software?
If you’re replacing FileCabinet CS, this is the right moment to think bigger than document storage. Most firms that simply swap one file repository for another end up facing the same limitations later. The better path is to adopt a comprehensive practice management solution that integrates document management with workflow, client communication, time tracking, and billing — creating a single source of truth for your entire firm.
Here are the key factors to prioritize in your evaluation:
1. Unified Practice Management and Document Control
Look for a platform that combines all major operational functions — workflows, client records, eSignatures, tasks, time tracking, billing, and document management — in one place. This reduces the inefficiency of switching between systems and keeps your data synchronized automatically.
Firm360, for example, was built for accounting professionals to bring everything under one roof — so your staff no longer need separate tools for file storage, workflow, and client communication.
2. Accounting-Specific Document Management
Generic file storage tools can’t meet the compliance and workflow demands of a CPA firm. Your replacement should include:
- Structured folder templates for tax years and engagements
- Role-based permissions and version control
- Client portals for secure sharing and eSignatures
- Document request lists and automated reminders
3. Secure Cloud Access with Built-in Permissions
Your team and clients expect access anytime, anywhere — without compromising security. Look for encryption at rest and in transit, SOC 2-level controls, and detailed audit logs.
4. Workflow Automation and Visibility
Replacing FileCabinet CS is an opportunity to rethink how your firm operates. The right alternative should automate requests for documents and eSignatures, giving partners and admins real-time visibility into progress and potential bottlenecks.
5. Client Experience and Collaboration
Your document system isn’t just for staff — it shapes how clients experience your firm. Prioritize client portals that make it simple to send, sign, and retrieve files without email threads or confusion.
What Are the Best Alternatives to FileCabinet CS?
Let’s compare the major directions firms are taking — and why many are moving toward integrated platforms such as Firm360.
1. Firm360: Unified Practice Management Built for Accountants
Firm360 was developed by accountants who experienced the frustration of disconnected systems firsthand. It offers document management, workflow automation, billing, time tracking, client portals, and reporting — all in one platform.
- Strengths: Integrated document storage and task tracking; client portal with eSignature; real-time visibility into projects; cloud access; scalable plans.
- Why It Stands Out: Unlike standalone document systems, Firm360 is designed to manage the entire client lifecycle — from document collection to final invoice — within a single login.
2. Onvio Documents (by Thomson Reuters)
Onvio Documents is the designated successor within the Thomson Reuters ecosystem. Onvio provides cloud-based document management, a client portal, and integration with UltraTax CS.
- Strengths: Seamless if you’re already deep in Thomson Reuters’ CS Professional suite.
- Limitations: Firms have reported issues with server downtime and limited integrations outside of the CS suite.
- Verdict: A practical option for firms committed to staying within the Thomson Reuters environment, but less flexible for those seeking broader integration.
3. SmartVault
SmartVault is a cloud document management and client portal solution popular with firms using QuickBooks and Lacerte.
- Strengths: Solid portal and folder automation.
- Limitations: Lacks integrated workflow, billing, or project visibility — requiring separate tools for full practice management.
- Verdict: Works well as a point solution for document sharing, but not as a unified firm platform.
How to Replace FileCabinet CS
One thing that’s incredibly important to Firm360 is being straightforward with our clients. Make no mistake — while migrating away from FileCabinet CS isn’t rocket science, it’s not a breeze either. It will take a fair amount of administrative time, and you should plan accordingly.
1. Export and organize FileCabinet CS archives while you still have guaranteed access through 2027.
If you’re still using FileCabinet CS the transition to any software outside of the Thomson Reuters brand is unfortunately going to be manual because this locally hosted software doesn’t provide the necessary export files in bulk. We’ve seen this play out time and again with clients who attempted to bulk export their files without success. You’ll need to export data on a client-by-client basis from FileCabinet CS, and then upload the documents into your new solution. Typically we see firms assign an admin or seasonal employee to handle this export/import process.
2. Assess Your Current Workflows
If moving to an all-in-one accounting practice management solution, take time to map how documents, tasks, and client communications currently flow through your firm. Identify duplication, manual steps, and lost time — this will help you configure Firm360 or any other all-in-one replacement effectively.
3. Start the Onboarding Process With Your Chosen Alternative
Once you’ve secured your export files and mapped your firm operations, you’re well-prepared to reach out to a new provider. Firm360 provides guided onboarding support to help firms migrate efficiently and minimize downtime.
4. Pilot and Train
Run a controlled rollout with one department or service line. Firm360’s intuitive interface helps staff adapt quickly, but structured training ensures consistency.
5. Communicate with Clients
Announce the change proactively — emphasizing improved security, faster document exchange, and better transparency. Firm360’s client portal simplifies this communication with direct messaging and branded notifications.
6. Monitor and Refine
Once live, track workflow completion times, document turnaround, and client satisfaction. Firms typically find they reclaim hours per week once repetitive administrative steps are automated.
When Should I Switch to a New Software?
You should start as soon as possible, but pragmatically. While the literal deadline is December 31, 2027, waiting is risky. Consider these factors:
Data Migration Time: If you wait until after the October 2027 extension deadline has passed, you’ll have just two and a half months, in the midst of a busy holiday period, to migrate a major component of your tech stack. Your firm needs time to find a new solution, clean up folders, migrate files, test the new system, and train staff.
Opportunity cost: Staying on a legacy system means missing out on productivity improvements, better client experience, mobile access, and automation.
Signs indicating you should move now
Monitor your firm for these practical triggers:
- Staff frustrated by lack of mobile access or poor client-portal experience
- You’re hiring remote staff or want to support hybrid work
- You want stronger audit logs, e-signatures, document-request automation
- You foresee a major upgrade or process change (e.g., workflow overhaul, new practice management tool)
Plan backwards from deadline
While you can export your FileCabinet CS files any time before end-of-life occurs, you’ll want to allow plenty of time to set up your alternative. We see most firms choosing to migrate to a new solution between May and August, and then allowing time for additional project setup, training, and client communication during Q4.
A practical schedule might be:
- ASAP: Audit current workflows, document requirements, and interview vendors.
- May–August 2026: Work with your selected alternative vendor to set up your system and migrate data.
- Q4 2026: Soft-launch your new system in parallel with your old practice management tools for a short period. Train your staff and send client communication. Monitor and fine-tune as necessary.
- January 2027: Go live. Archive old files.
This same scenario could be undertaken in 2027, but if you wait until then you’ll be under significantly more time pressure.
Conclusion
The sunset of FileCabinet CS is a new opportunity for accounting firms to unify their operations. You could migrate to another file repository and revisit the same challenge later, or you could use this transitional moment to create a connected, efficient, and scalable operation.
Platforms like Firm360 make that possible. By combining document management, workflow automation, billing, and client collaboration in one solution, your firm can move beyond patchwork systems and focus on what matters most: delivering high-value work for clients.
Plan ahead! Get a demo of Firm360 today.