Overview
When a five-person CPA firm in Oregon faced growing cyber security risks and software failures during tax season, Firm360 provided a secure, scalable, all-in-one solution. By replacing outdated tools like Smartsheet and SecureFilePro, the firm improved client data protection, streamlined workflows, and avoided seasonal staffing increases—even while expanding to serve 500 clients. This cyber security case study for accounting firms shows how Firm360 helped turn a technology crisis into a growth opportunity.
Challenge
Kevin Minkoff, CPA — a small but growing tax and accounting firm in Oregon — was juggling an increasing volume of client work with outdated, disjointed software systems. The firm, which had five employees at the time, was relying on Smartsheet for project tracking, Drake’s SecureFilePro for file sharing, and a custom-built client portal that had become dangerously obsolete.
“The tools we were using were creating all kinds of security issues with our very sensitive data. The portal was out of date and unsupported, and SecureFilePro was clunky, hard for clients to use, and had poor support.”
This cyber security challenge became critical during the middle of tax season, when Smartsheet began malfunctioning — flooding inboxes with hundreds of automated emails and altering project status dates arbitrarily. At the same time, SecureFilePro created friction with clients who struggled to understand password and security prompts, resulting in delays and frequent support needs.
The firm was also in the process of acquiring another CPA practice, bringing their total tax client count to approximately 500. Faced with an increasing workload and clear vulnerabilities in their document management and communication systems, Kevin and his team needed a scalable, secure, and accountant-friendly platform to protect client data and streamline operations.
Solution
The firm chose Firm360 because its all-in-one platform provided integrated project tracking, secure document management, and client communication tools tailored specifically for accounting firms. Instead of configuring a blank-slate tool like Monday.com or Smartsheet, Firm360 offered out-of-the-box workflows designed for tax and accounting professionals.
“Firm360 thinks like we think. We’re a tax office. It’s created for accountants.”
Results
Since implementing Firm360, the firm has experienced substantial improvements in workflow efficiency, data security, client communication, and staff productivity:
- Successfully scaled from 350 to 500 clients without adding additional admin staff
- Replaced insecure legacy systems with centralized, cloud-based document management
- Reduced workload pressure during tax season
- Avoided hiring additional seasonal support staff thanks to workflow automation
- Received exceptional support from Firm360’s team, with fast responses and no hidden fees
“Firm360 has allowed us to easily manage all 500 clients. I don’t think we could have merged the two firms together as successfully without it.”
Firm360 isn’t just secure — it’s built to help accounting firms grow. Discover how you can protect sensitive client data and increase efficiency with a personalized demo of Firm360.
